Viewing, modifying and deleting a task

You've read our article on how to add a task, right? If you've already created a few tasks and now want to modify or delete some of them, but don't know how you're in the right place. Also, take a look at what you can do with a task from the task list view.

To open and view the task, click the task's title in the task list.

The task view includes all the details about a task, such as related users (who's responsible and who the task is assigned to), the deadline, status, activity type, task info, 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 deadline. 

 

To see the task preview hover over the priority button (the 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.

 

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 is be notified. To use responsible users for tasks, go to Settings > Work and projects > Calendar and tasks and activate the setting Use responsible user. 

 

In the list view, you can also modify several tasks at once. Just tick the tasks you wish to modify and a bar with additional options will appear. 

 

To modify one specific task click on the pencil icon in front of the task's name in the task 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 by clicking on its name in the task list and then click the Modify button to make changes.

 

In the task view, you can also add time entries, comments, and files to the task, mark the task as done or even delete the task, if needed.

(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.)

In the right bottom corner, you can see, who added and modified the task and when.

 

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 Use task assigning to multiple users is active 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.

 

  

PS! If you delete a task by accident, you can always restore it (if you have the relevant rights to do so):

1. Go to Settings > Administration > Activity log.

2. Click on the name of the activity.

 

3. Click Restore.

   

More? Here's our article about the difference between tasks and calendar events, take a look.