If you've already created a few tasks and now want to know how to modify or delete some of them, you're in the right place.
To open and view the task, click the task's title in the task list.
The task detailed view includes all information about the task, such as related users (who's responsible and who the task is assigned to), the start and due date, status, activity type, task description, related project, comments, time entries, and, of course, the progress of the task.
The progress bars show exactly how much of the task has been planned and done, how much still needs to be tackled, and if the task will be done by the estimated due date.
In the list view, to see the task preview, hover over the priority tick (in front of the task name) and to modify the task in the task list, click on the pencil icon. A task modify view will open up. Just make the changes and save.
To delegate the task to a colleague, click on the three dots (if the task is unassigned), initials (already assigned to one person), or the group icon (already assigned to multiple people) and choose the colleague. Note! If you're also using the Individual time allocation feature, then you'll be able to view the user's availability when assigning.
The delegated task will appear in the user's task list under the category Assigned to me and is marked with a question mark. The user needs to accept the task. That said, the task is still assigned to the user, even if the user doesn't click the question mark to accept the delegated task.
The user responsible for the task (the user who assigned the task to another team member) will see the delegated task in their task list until it's completed or deleted. In both cases, the responsible user will be notified. To make use use responsible users for tasks, go to Settings > Work and projects > Calendar and tasks and activate the setting Appoint responsible user.
In the list view, you can also modify several tasks at once. Just tick the tasks you wish to modify and an additional bar with options will appear.
To modify one specific task, click on the pencil icon in front of the task name in the list. The task modify view will open.
Note! In this view, you can also turn the task into a calendar event. Just click Convert to event. This option can be used in case the task needs to be taken care of on a specific day and time. The task will be removed from the task list and an event with the same details will be added to the calendar.
You can also open the task detailed view by clicking on its name in the task list and then click the Modify button to make changes.
In the task detailed view, you can also add time entries, comments, and files to the task, mark the task as done. (If you wish to mark a task as not done, click on the Modify button and untick the Done box, then Save. You need to have the relevant rights to do so.)
You can delete the task in the modify view if needed.
Note! There's a separate permission for deleting other users' tasks under Settings > Administration > Permission sets.
You can also assign the task to someone else by clicking on the picture of the assignee and selecting the relevant user (or multiple, if the option Assign tasks to multiple users is enabled on your site). By double-clicking on the Assigned to user picture, the task gets unassigned. When double-clicking on the Responsible user picture, the task gets assigned back to them.
If you delete a task by accident, you can always restore it (if you have the relevant rights to do so):
- Go to Settings > Administration > Activity log.
- Click on the name of the activity.
- Click Restore.