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Creating and applying tasks

Note: Individual functions / modules may be unavailable / renamed or restricted due to settings of the organization, the room and/or your assigned rights group (see: Options for admins)!

Reading tip: "How Stackfield works with Stackfield".

Creating a task

Within the communication module

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 tasks module

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.

Aufgabe erstellen1
Create new task via the blue plus icon in the upper right corner
  • Use the module search (symbol: magnifying glass, top left) to search for similar existing tasks. If no task 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. Besides, you can assign the task by using an @-mention and a due date (e. g. in the format dd.mm.jjjj) before clicking enter.

Through email integration

Through email integration automatic forwarding of emails to rooms as tasks can be created. The task then carries the subject as title and the content of the e-mail as description.


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.

Fill all fields to ensure highest clarity and efficiency
Fill all fields to ensure highest clarity and efficiency

  • Apply relevant information in a structured manner and limit it to the essentials.
  • Who is responsible? Assign the task to the responsible person and, if necessary, add subscribers that need to stay on track of all progress.
  • Set a due date.
  • Adjust the status as the work processes.
  • Add relevant files and create links to relevant content.
  • Due date: Time / period / recurring / reminder

    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". Create Recurring Task1

    Step 1: "Due" + "Date & Time"
    Create Recurring Task2
    Step 2: "Recurring" + your choice of frequency

    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.

    Recurring Tasks within tasks module
    Recurring Tasks within the tasks module

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

    Recurring Tasks within calendar module
    Recurring Tasks within the calendar moduke


    For tasks, a reminder of the task or the start of the due date can be activated in the task card. All assigned people will thereafter receive a notification in My Week at the deposited time. Additional notifications can be enabled if required.

    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.


    In the upper left corner of an opened task you can find the status of the task. To ensure all colleagues know the current status of the task, it should be updated regularly.

    Status of a task
    Status of a task

    Within the overview, the status of a task can be changed by a right-click on the task and a mouseover on the "Status" option.

    Changing the status of a task within the overview
    Changing the status within the overview

    If the columns in the Kanban board are grouped by status (filter), the status in the overview can alternatively be changed by drag & drop.

    Changing the status of a task via drag & drop
    Changing the status via drag & drop

    Changing the status can be restricted due to your assigned right group or can be associated with an approval (see: Workflow management for statuses & approvals).


    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.

    Further Functions

    Tip: Make changes to multiple tasks at once

    See: Working with multiple elements

    By holding down the control key, you can select multiple tasks on Stackfield and archive, delete, or edit them all together.


    Via lists in the task, you can create and group subtasks. This way, individual work steps and thus the remaining workload of tasks become visible. The subtasks can be assigned to different people and can be given due dates.

    Subtasks within the task card

    Dependencies between tasks and Milestones

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


    See: Working with labels

    Alternative: User-defined fields

    Labels are directly visible in the kanban and list view. They can be added within the opened task by clicking the label symbol or in the overview by right-clicking the label symbol and using the quick selection. Alternatively, they can be added to the list view by clicking on the Labels column.

    Labels in the kanban view

    Further articles

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


    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).


    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 "MORE2 button.

    List view
    List view

    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 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").

    Card view
    Kanban Board / Card view


    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: recurring 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).

    Calendar view
    Calendar view

    Timeline (Gantt)

    Within the timeline module, 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. Besides, milestones can be used to mark important intermediate results and the completion of certain project phases.

    Timeline view
    Timeline view

    Options for admins

    Further articles

    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: three 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 Standard fields
    Adjust individual fields or 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.

    Tip: We recommend not renaming/deleting the "Done" list, otherwise the tasks cannot be stored in the system as completed. This is relevant for recurring tasks, for example.

    Custom fields

    To help you structure your tasks in the way that works best for you, Stackfield provides you with different types of custom fields, such as the checkbox, the dropdown list, or the textbox. This way you ensure that all users in the room find a suitable place to store their information.

    Custom Fields
    You have several types of custom fields at your disposal
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