Create and Working with Tasks

Content of the article:
• Creating a task
• Basic
• Due date: Time / period / recurring / reminder
• Status
• Subtasks
• More functions
• Visualization (list / cards / calendar / timeline)
• Opportunities for action for admins

Creating a task

Within the module "Communication"

Simply click on the "plus" icon to the left of the text input field in the communication module before selecting the option Task.

Within the module "Tasks"

Of course, you can also create a task within the tasks module. To do so, click on the blue "plus" icon in the upper right corner.

Tips

• Use the "module-search" (symbol: "lupe", top left) to search for similar existing tasks. If there is no task that fits your search Stackfield will automatically create a new task after clicking the Enter key.
• Use the input field at the end of each status column to add a new task title and enter to create the task. In addition you can assign the task by using an @-mention and a due date (e. g. in the format dd.mm.jjjj) before clicking enter.

Basic

Only the title of a task is a mandatory field. If necessary, all other fields can be left blank. However, we recommend you fill in as many fields as possible, as this will make your work clearer and more efficient. In order to create clear responsibilities, each task should be assigned to someone (yourself or other people) and provided with a due date. You can further add user-defined fields (e. g. interim dates, order number, cost center number and contact person) to all task cards of a room.

Due date: Time / period / recurring / reminder

In order to avoid that the tasks get lost, it is always advisable to agree on a time by which the respective task should be completed. If no deadline has been set, an estimate can also be entered. The due date can be set for a certain point in time ("Date & Time") or a period of time ("From - To"), and can be entered either as a one-time occurrence or as a recurring task. A reminder for the start of the period can also be set.

Recurring Task

You can set a recurrence as well as the frequency by selecting the following buttons in succession: "Due" -> "Date & Time" or "From - Until" -> "Recurring".

Only the next due date of the recurring task will be created within the task module for the first status column (by default with the status: "Todo"). As soon as the current task is ‘done’ (status column "Done"), Stackfield will automatically create a new task for the next due date.

However, within the Calendar you can see all due dates of your recurring tasks. You can recognize them by the recurring symbol.

Reminder

You can activate an additional reminder for the task, resp. the start of the due date, by clicking on the following buttons selected in successively: "Due" -> "Date & Time" or "From - Until" -> "Reminder". See also: Reminder for a task in "My week". In the various display options, the symbol of a bell indicates an existing reminder.

Reschedule / Changing the due date

If the due date is changed (using the "Due" or "Reschedule" buttons), the settings for the "Reminder" and "Recurring" options are also reset or adjusted to the new date.

Status

The status of a task is located in the upper left corner of an open task. In order that other colleagues also know what the current status is, it should be updated regularly.

It is possible to only allow certain status changes and also to set rules that approvals will be triggered (standard workflow for the status "For approval" or individual Workflows for any status).

Approval

The sender forwards the completed task to the person responsible for approval (by changing the status). The recipient (person entered for approval) receives a notification in "My Week" where he or she can manage the approval centrally. A task that is up for approval can no longer be edited by the sender (or other users) in the meantime. If changes to the task are still necessary, the sender must "withdraw" the task and, as soon as the changes are complete, place a new order.

Subtasks

When a task is open, the first button in the upper right corner can be used to create several lists of subtasks (symbol: "list"). Each list is specified with a name when it is created. As soon as the list has been created and entries have been made, the subtasks can be sorted and moved between the lists using drag and drop.

In addition, subtasks can be assigned to individual users, a due date / description / comments can be added and files can be attached. The self-assigned subtasks are highlighted in yellow.

Via "My Week" all assigned subtasks can be displayed collectively and refined with filters.

More Functions

Tip: Make changes to multiple tasks at once

Within the tasks module, you can select the required tasks of a column individually by clicking on them while holding down the control key for Windows resp. the "Control" key for Mac. Alternatively, several tasks in a column can be marked by holding down (only) the Shift key, whereby all tasks between the first and the last marked task are selected. Then, right-click to select the desired option.

Extra article

• Time tracking ("clock" icon in the upper right corner of an open task)
• Files / Link ("paper clip" icon in the upper right corner of an open task)
• Labels ("label" icon in the upper right corner of an open task)
• Delete / Archive
• Move / Copy / Duplicate
• Subscribe (-> "Follow")
• Comments, @ mentions and history
• Print (Keyword: Export of single Elements)
• Reports fuction
• Reminder of a task in "My Week"*

*Note: To receive a reminder, an assignment and a due date must be stored with the (sub)tasks.

Dependencies between tasks and Milestones

You can add dependencies to other tasks or set the task as milestone via the "More" button (symbol: "3 dots") right within the open task. Within the module Timeline you can view the tasks in relation to each other with their dependencies.

Visualization

Tasks can be visualized as list or board (Kanban), as well as in the calendar or a timeline (Gantt). The respective view can be modified and saved according to your requirements (Keyword: filter). Sometimes the view also needs to be updated (notifications in the room).

List

Change the display in the task module in the upper right corner by clicking on the List button. The list displays all tasks, organized by status or due date. By default, only the title and subtasks are displayed. However, you can also display additional information, such as labels or responsibilities, using the More button.

Cards (Kanban Board)

The display can be changed in the task module on the top right by clicking on the Cards button. In the Kanban board, individual tasks are displayed as cards (with title, assignment, due date and label). The board is divided into several columns/lists according. By default, the columns show the processing status though, it this can be switched to a view that shows columns according to the due date of tasks ("Group by"). The tasks run through these from left to right, e. g. from "Todo" via "Doing" to "Done". Within the column, the individual tasks are processed from top to bottom in sequence. The order of the tasks and the associated prioritization can be changed by various criteria ("Sort by").

Calendar

Tasks are represented in the calendar module by a check mark symbol and are of course displayed according to their due date. The view shows the title and the time, and, p.r.n., a note for recurring tasks (symbol: "repeat sign") and/or an activated reminder (symbol: "bell"). The view can be further refined by members and labels using the various filtering options. Stackfield's calendar can also be integrated into other calendars (subscribe to calendar).

Timeline (Gantt)

Within the extra module Timeline, tasks can be illustrated per week/month/year, taking into account their dependencies to other tasks. Dependencies can easily be defined by drag & drop and the time periods can be extended / shortened or moved. In addition, milestones can be used to mark important intermediate results and completion of certain project phases.

Opportunities for action for admins

Extra articel

• Right groups within a room (incl. workflows)
• De(activate) or change modules

Settings of the fields

A room admin can adjust the settings (name, sequence, and color) for the fields for all tasks in a room. This is possible via the "Room Settings" in the tab Modules with the option Settings or in the task overview via the "More" button (symbol: "3 dots") with the option "Customize Fields".

The order of the parameters can be changed by drag & drop and the name/color can be changed by clicking on it.

Status

Note: Within the Kanban board, they can change the order by drag & drop, delete or change the name by clicking on the "More" button next to the list name and extend the list by clicking on the "New list..." option on the very right.

Custom fields

You can also add your own input fields, so-called "Custom Fields". You can choose from additional dating and text fields, checkboxes, drop-down lists and number fields. These can be used, for example, for important interim appointments, further details about a contact person (direct dial number), priorities, or team assignments.