We've updated the Tasks module and added new features to it: statuses and priorities, a board with grouping, badges and filters. You can now change tasks without opening them – right in the table or by dragging a card on the board.
This update comes in handy when you have a lot of tasks shared among several employees. For example, a service center manager opens the board grouped by assignee in the morning and sees which technician has the heaviest workload. They drag a call to a client about repair approval to the column of an administrator who has less on their plate today – the assignee changes, and there's no need to open the task.
Statuses and priorities
Previously, a task could only be open or closed. Now you can set up statuses to match your own workflow: the status settings have a separate Tasks tab. There, you can rename the default statuses To do, In progress, Pending and Done or add new ones. Just like in other modules, you can define which statuses a task can move to, who can set them and whether a comment is required.
Each task now also has a priority – High, Medium or Low. A new task is always created in the first status, and the default priority is Medium. To complete a task, just click Mark as done.
We've already migrated your existing tasks: open tasks now have the To do status, closed ones have Done, and all tasks have Medium priority.
Learn how to add your own statuses and set up transitions between them in the status settings guide.
Two views: table and board
You can now choose which one to work in.
The table works well when you need to see a lot of tasks at once. You can customize the columns – for example, add the task description or the related record. You can sort by almost any column: priority by importance, and statuses in the order they're set up in your company. Completed tasks are hidden in the table by default so they don't distract you from current work, but you can always show them using a filter.
The board displays tasks as cards in columns. You can group them in three ways:
by status – to see what stage each task is at;
by assignee – to distribute the workload evenly among employees, with unassigned tasks gathered in a separate column;
by due date – to plan your day and week: tasks are sorted into the Overdue, Today, This week and Upcoming columns.
Overdue tasks always appear at the top of a column, followed by cards with the nearest due date. You can hide status columns you don't need, such as Done.
Changes without opening a task
You can change the status, assignee, priority and due date right in a table row or on a board card – just click the field you need. And if you need to update several tasks at once, select them in the table and change them together – every change is recorded in the history of each task.
On the board, you can simply drag a card to another column, and the task will be updated based on the grouping.
By status – the task status changes. The same rules apply as when you change the status in the task itself: if the task can’t be moved to a status, that column becomes inactive while you drag the card, and if a status requires a comment, the system will ask for one.
By assignee – the assignee changes. If a task has several assignees, the card appears in each of their columns, and dragging replaces only the employee whose column you moved it from. To create a task for a specific employee, hover over their column and click + – they'll already be selected as the assignee.
By due date – the due date changes: to today, to the last day of the current week or to a week from now.
All actions take access rights into account. For example, if an employee can only change the status of their own tasks, they won't be able to drag a task to a colleague's column.
Badges, filters and search
The tasks page now has badges that show the tasks you need in one click:
My tasks – tasks where you're the assignee;
Overdue – tasks that are past their due date;
Due this week – tasks due in the current week;
Created by me – tasks you created.
There are also new filters – by creation date, author, status, assignee, priority and due date. You can combine them with badges and search: for example, select Overdue and add a priority filter to start with the most important tasks.
To jump to search quickly, just press the / key.
Keeping track of due dates
Overdue tasks are now easy to spot anywhere: the due date is highlighted in red in the table and on the card, the board column header shows how many there are, and the task itself shows how many days it's overdue. The counter next to Tasks in the main menu shows exactly how many of your tasks are overdue.
A due date can include a specific time or just a date. For example, a call to a client can be due today by 1:00 PM, while ordering parts can simply be due on Friday. A task with a time becomes overdue right after that time, and a task with only a date becomes overdue at the start of the next day.
Due dates in the coming or past few days are shown in an easy-to-read format: Due today 1:00 PM, Due in 2 days, Due 2 days ago. This way, you can see right away how much time is left or has passed, without checking the calendar.
Everything about working with the updated module – from setting up the board to using filters – is in the Tasks module guide.
Have questions or ideas about working with tasks? We're always available in the support chat.