- Do you need someone to do something for you, to delegate task?
- Do you need to keep track of everyting you have to do, you are currently working on and what tasks you are finished?
- Do you need to break down a big chunk of work into tasks?
In this article, you will find out how to delegate taks, add attachments, link tasks to items and item details, create a task package and much more. To find out how to manage tasks, check out this article.
In general, a yellow icon with a ticked checkbox is the one to use whenever you would like to create a new task. You will find it in various places within OneSoft (meeting minutes, notes, task comments, etc.).
To bring more clarity into the system, you can also make use of 'task packages' that allow to group several tasks together.
What kind of tasks can I create?
In Onesoft, you can create tasks which stand on their own, tasks which are connected to an item (e.g. a contract or a project) or tasks which are connected to an item detail:
1. Task (general) (see below)
2. Task connected to an item (see below)
3. Task connected to an item detail (see below)
Create a task (general)
Open the "+ menu" from the top left-hand corner and click "New task" to open the form to create a new task
Fill in the form: choose a name, describe what exactly needs to be solved, tag the responsible person for completion of this task, set up a due date, tag people who need to know about it, attach a file of any format (a document, screenshot...).
Save by clicking "Continue"
Create a task connected to an item
Search for the item you need to link the task to
Click on the yellow check box icon which will open the form to create a new task OR open the Tasks tab and click on the big grey plus icon
Fill in the form (see Step 2 of the previous section - create a general task)
Save by clicking "Continue"
Create a task connected to an item detail
Search for the item detail you need to link the task to.
Make sure the Details tab is open.
Click on a grey check box icon (next to the item detail needed) which will open the form to create a new task.
Fill in the form (see create a general task).
Save by clicking "Continue".
Where is my new task displayed?
A task that has just been created, will appear on your task dashboard (side menu > Tasks) in either the upper (yellow) part if you are responsible for the task, or in the lower (orange) part if you're not which means that you are automatically set as follower.
All people concerned by the task will be notified that a new task has been created. Similarly, they will be notified about all changes made to the task, such as new comment, new attachement, change of the due date and so on.
If the new task is connected to either an item or an item detail, besides the task dasboard, it will also appear 'ON' the item (open the corresponding item in the corresponding datasheet > go to Tasks tab):
The next screen shows you how the task looks like after opening.
The responsible person as well as all the followers will get exactly the same screen as you (nothing is hidden).
All these people will be able to add comment, tags and attachments, change its state, say how much is already done on the task, and more with exception of the task name and its unique identification number (in the top left-hand corner). Task description can only be edited by the user who has created the task.
What is a 'task package'?
A task package (marked with a flag that follows the task name) is a set of tasks that are linked together. They appear all at once when you open a task package. This provides you with a clear overview of the overall progress.
When to create a task package?
- to plan and set up targets for a certain period of time
- to break the project down into individual deliverable tasks
Once a package is created, you can add already existing tasks or create new ones.
Open the "+ menu" from the top left-hand corner and click "New task package" or go to "Tasks" in the side menu, then click the "New task package" button.
Fill in the form for creating a new task package which looks identical to the form for creating an individual task.
Save the task package.
Add tasks to your task package from the "Follow-up task" button. You can add already existing tasks and/or create new ones.