Task Board Basics
With the “My tasks” feature, you can plan and manage your team’s internal workflow. Create tasks for you and your team members, and track their progress using a task board in “Kanban” mode or by specific criteria using the “List” view.
Locating tasks on a board helps you estimate how much time you need to complete them, delegate your tasks rationally, and see the whole picture of the work progress of each team member.
For example, you can add tasks when working on a new project, scheduling calls to clients, holding events, and processing deals and contracts.
Creating a Board
You can visualize and organize your workflow and track your team’s task performance using a board. Create tasks and statuses and customize settings for each pipeline.
By default, you have one board where you can create tasks. You can also add an additional board and create up to 2 boards.
To add a board, click Add board in the left panel.
Enter a board name, and choose a color.
Creating a Task
You can create a task to add the following information: what action you need to perform, who will perform it, the deadline, and other details.
Go to your board, and click Add task.
Read more: How to Create a Task.
You can also create a quick task. Click Add a quick task, and enter a task name. You can edit and add all the missing information later.
Task Board Display Modes
You can choose how to display your tasks: as a kanban board, list, or calendar.
Kanban is the default task display mode that presents them as a board with columns (task statuses) where you place your task cards. You can manage them by dragging them from one column to another.
Kanban boards help you visualize your work on your project — each task on the board is displayed in a column along with its specific status.
The list is a task display mode that arranges them in one list without dividing them into columns. With this mode, more tasks can be placed and viewed on the page.
You can also display your tasks by statuses, select a list of tasks, change statuses, and delete your tasks.
The columns display each task’s title, status, priority, assignee, watchers, and period.
You can hide or display certain deal fields in the "List" deal display mode. To do this, click on the three dots in the upper right corner of the list, and select the required fields.
Calendar is a mode that allows you to present your tasks in a calendar. With its help, you can view all of your tasks tha have their due dates.
Read more: How to Work with the Calendar.
Task status is the stage of your task progress.
By default, there are 3 task statuses.
|This status means that you have assigned a new task. Your assignee has not yet started working on it, and it becomes pending.
|This status means that your assignee has started working on the task.
|This status means that your assignee has completed the task, and the result meets the expected requirements.
Adding the "In Progress" status to the tasks that no one is currently working on is not recommended. If you have any questions or difficulties when completing a task, need help from other team members, or if this stage requires a lot of work, we recommend adding intermediate task statuses.
You can also add statuses based on the specific stages of your task progress. For example, you can mark certain tasks as “On hold,” “Ready to Review,” “Ready to Send,” “Archive," and so on.
Read also: How to Change Task Status.
To add a new status, switch to the Kanban display mode, click +Add Status, enter a name, and select a color.
To edit the status name, click on the three dots on the right in the necessary column and select "Edit."
Automated Task Completion
You can set a timeframe during which a task will remain within a specific status. Specify a number of days — your task completion date will be updated based on this timeframe.
To do this, click the three dots next to a task status, and click Edit.
Turn on the “Task completion timeframe” toggle, select a number of days, and click Save.
If a task does not have a completion date or has a different completion date, then after moving to a new status, it will automatically adjust this date based on the timeframe specified in its status settings. For example, if you set a 4-day completion timeframe for a task without a completion date and move it to another status on 1/12/2024 at 12:00 PM, its completion date will be automatically set to 4/12/2024 at 12:00 PM.
You can edit your task completion date and set a new one.
You can filter the list of your deals displayed on the screen. Use the filter to plan out your tasks based on their time period, priority, and assignee’s workload and quickly find tasks by deals or contacts.
Click Filter, and select your filter parameters:
- date created: specify a time period, or select the "Last ... days" option;
- task name: specify a name or a part of it;
- stage: select one or several stages of the task progress;
- priority: select one or several values;
- assigned to: select one or more assignees
- watchers: select one or more watchers;
- contact: enter contact details;
- deal name: enter a deal name or a part of it;
- tags: select one or several tags;
- start date: select your task’s start date;
- due date: select your task’s due date.
If not all deal filter fields are displayed, click “Change filter fields” and select the filters you want to display.
Quick Access to Saved Filter Criteria
You can also save frequently used filters to reduce the time it takes to find the deals you need. To do this, select your filter criteria, click Select, and go to the page with the filtered data.
Click "Save filter", and save your filter settings.
Add a filter name to be able to quickly find it in the list.
To use your saved filter settings, go to “Filter” > “Saved filters,” and select a filter.
You can also switch between saved filters on your board with filtered tasks.
Customizing a Board
Select your board, and click Settings.
In the "General" tab, you can change the board name and choose an assignee for automatically created tasks.
You can also delete a board if you have more than one.
In the "Fields" and "Tags" tabs, you can edit your task attributes or create new ones.
Last Updated: 05.12.2023