What do the folders mean in the Tasks section?


The folder on the top “Inbox” is designed to record the tasks that you may need to perform. These can be thoughts and ideas that came during the meeting or brainstorming. You can decide whether to perform them and when later.

You can create a task here instantly: just type in the line “Quick task creation” what you need to do and press Enter.

In the future, from this folder, you can drag the task to another folder, for example, to the "Assigned to" (1), "Tomorrow". You need to review tasks from this section regularly. They can be performed immediately, if it takes less than 2 minutes, assigned to someone (by dragging to the folder "Assigned to"), distributed into the folders with dates, projects, lists, etc. Or they can be immediately deleted (2) if they have no value for you.

In the "All" folder, the entire list of your tasks is displayed, that is, the tasks in which you are responsible. Tasks from the “Inbox” folder are not displayed here.

Default tasks are grouped by date: overdue tasks are displayed at the top, below are the tasks that need to be started today, tomorrow, in 7 days or later.

This will allow you not to lose focus and perform the tasks that are really important to be done today.

Here you can collapse the task list of a specific group in order not to be distracted by the currently irrelevant information.

You can change the grouping with a filter. For example, you can group the task list by priority, owner, lists, projects. Additionally, you can sort them by creation date, start date, and deadline.

The filter is located on the upper right of the task list.

Task list grouped by priority and deadline

Please note that the selected filter will be saved. And the next time you log in, you will not need to set it again.

When you go to the "Tasks" section, you automatically get to the “Today” folder. It displays overdue tasks, as well as tasks that need to be started or completed today. Thus, you can immediately start working on the tasks important at the moment.

The “Tomorrow” folder contains tasks that require attention only tomorrow.

The folder "Next 7 days"  contains tasks that will require attention in the next 7 days, including today.

The "Later" folder displays tasks that need to be started no sooner than in a week.

Read more about the grouping tasks into date folders in the instructions.

Where can I see the tasks that I need to perform?

The  "Recurring tasks" folder contains the templates for recurring tasks (current and completed ones), in which you are responsible or an owner.

Recurring tasks include tasks that repeat with a certain frequency. This may be the generation of reports, verification of overdue payments, etc. To create a template for a recurring task, you need to set recurrence parameters in a task. On the basis of this template, the tasks will be automatically created according to a specified schedule.

In the folder "Recurring tasks" you can quickly see when the next task will be created (1) and  which tasks have expired (2):

Read more about managing the recurring tasks.

Completed tasks that you have assigned to your colleagues automatically get into the "Need my approval" folder. Tasks from this folder should be regularly checked and either be approved or sent for revision.

Read more about, How to approve task or sent for revision

Here you can also use a filter and group tasks by responsible, lists, projects. Also, you can apply sorting by creation date or time of last modification. Sorting tasks by the time of the last modification may be useful in order to see which tasks were closed first and require to be checked first.

In the "Assigned to" folder, there are all the tasks that you assigned to your colleagues. With the help of the "By deadline" filter, you can quickly find out if there are any overdue tasks, and if there are any tasks for which the deadline is soon.

The task list is grouped by priority, responsible, lists, projects.

More about assigning the tasks.

List of assigned tasks with grouping by responsible and deadline

The tasks that were assigned to you by your colleagues and which you have completed, automatically fall into the “Awaiting for approval” folder. Tasks stay in this folder until their owner approves them.

The "Follow" folder displays the tasks in which you are an observer. Observers track the progress of work on the task, receive notifications of new comments, can add their own comments.

More about an "Observer" role.

In the "Lists" column you can create your own folders to structure your own list of tasks. These may be certain logical categories that unite tasks according to a common feature.

Read more about: Why and how to create task lists?

In the column "Projects", there are your projects, where you are the Manager. In the project folders, you can see current and completed tasks, for which you are responsible or an owner.

Here a filter is available for grouping tasks by responsible, owner, priority, and deadline.

Task list in the project folder

In the "Completed" folder, you can find recently closed tasks or go to the full list of completed tasks by month.

Going to the full list of completed tasks

The filter by an employee, located under the folder with completed tasks, allows you to go to the list of tasks of any employee and see all the tasks that he is performing, assigning to the colleagues, monitoring, etc. The filter is available to administrators of the "Tasks" module.

With this filter, you can quickly evaluate the workload of the employee, check completed tasks that he assigned to colleagues, or respond to comments left by him in the tasks. Such tasks are highlighted in bold color.




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