Managing Tasks

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Tasks are the action items that need to be worked on and completed for a project to be successful. Task categories serve to group tasks together.

To keep things organized, you can create task categories first, then create tasks under these categories. As with projects and project categories, your task and task categories should mirror your own processes.

Both tasks categories and tasks are created under projects. Before you can create a task and/or task category, you should already have created a project. For more information on creating a project, see Managing Projects with AccuTask.

Adding a Task Category to a Project

To add a task category to a project:

  1. Click either Work > Projects on the Main menu, or Projects on the Quick menu.

    Image showing the links to the Projects page
    Click either link to the Projects page
  2. On the Projects page, click the project to which the task category is to be added.
  3.  On the Project Details page, click Add Task Category.

    Image showing a cursor over the Add Task Category button
    Click Add Task Category
  4. On the Add Task Category window, enter the task category name, then click Save.

    Image showing the Add Task Category window
    The Add Task Category window
  5. To add more task categories, repeat Steps 1-4.

Adding a Task to a Task Category

Once you finish adding task categories, you can then group your project’s tasks under these categories.

There are two ways to add a task under a task category:

  • Method 1: Manually adding each task to a category, at the same time adding the details to the task.
  • Method 2: Adding the different tasks to the category at the same time, then going into each task’s details page where more information about the task can be added.

To Add a Task using Method 1

  1. Click either Work > Projects on the Main menu, or Projects on the Quick menu.

    Image showing the links to the Projects page
    Click either link to the Projects page
  2. On the Projects page, click the project to which you want to add a task.
  3.  On the Project Details page, click the Task tab.

    Image showing the cursor over the Add Task button
    Click the Add Task button
  4. On the Add Task window, select the task category to add the task to from the list.

    Image showing the Add Task window
    The Add Task window
  5. Select a priority from the list, then enter a title for the task.
  6. Optionally, enter a description, assign a team member to the task from the list, and enter a start and due date for the task.
  7. Click Save. To add more tasks to the project and the task category, repeat Steps 1-7.

To Add a Task using Method 2

  1. Click either Work > Projects on the Main menu, or Projects on the Quick menu.

    Image showing the links to the Projects page
    Click either link to the Projects page
  2. On the Projects page, click the project to be added with tasks.
  3.  On the Project Details page, click Create Task under the task category to which you want to add the task.

    Image showing the cursor over the Create Task button
    Click the Create Task button
  4. Enter the name for the task, then press Enter on your keyboard.

    Press Enter on your keyboard to save the task

Searching for a Task

The normal way to search for information in AccuTask involves using the Search bar on the Quick menu. For more information, see Searching in AccuTask.

Since some projects potentially have hundreds of tasks, the Tasks page has an Advanced search functionality that is not found anywhere else within the system.

To use advanced search:

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. On the Tasks page, click the Search icon on the top right.

    Image showing the cursor positioned on the Advanced Search icon
    Click the Advanced Search icon
  3. On the Advanced Search window, you can filter the tasks by author, assignee, start and due dates, and tags.

    Image showing the Task Page's Advanced Search Function
    The Task Page’s Advanced Search Function

The Tasks page also has a Filter function that allows you to filter tasks by project, group tasks by category or schedule, and sort them according to type, priority, due date, and title. By default, only tasks assigned to you are displayed. You can also filter tasks by their status, and display all tasks (even those assigned to someone else) within the project, so long as you have the required access rights.

Other Task Settings

Once a task is created, you need to set them up. This will help you manage them more efficiently and effectively. You can assign tasks to teammates, customers, and contacts; prioritize them, keep track of their progress, tag them as recurring, and set reminders for them so that you can follow up when the time comes. You can also add files, comments, notes, tags, and sub-tasks to each task.

To Assign a Task

If no one was assigned to a task when it was first created, you can always assign someone to the task after it has been created.

The procedure below is only one of the many ways to assign a task after it has been created. We leave it to you to find the others, as you grow more familiar with the system.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, the Who & When tab is open by default.

    Image showing the Tasks Details window
    Select a name to assign to the task
  4. Select a name to assign to the task from the list.
  5. Click Save.

To Set a Priority for a Task

Tasks can be prioritized as Low, Medium, or High. If you have previously set a priority for a task, you can still edit the priority at any time.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, the Who & When tab is open by default.
  4. Select a priority for the task, then click Save.

    Image showing selecting a priority for a task
    Select a priority for the task.

To Attach a Task to a Company and/or Contact

If you haven’t previously attached a task to a company, you may do so at any time. When you assign a task to a company, you can also attach it to all or specific contacts within that company

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the CRM tab.
  4. Select a company from the list.

    Image showing the Assign to Company section
    Select a company from the list, then a contact or contacts
  5. Optionally, select a contact from the list. To assign the task to all contacts, check the Assign to all contacts box.
  6. Click Save.

To Keep Track of a Task’s Progress

To ensure that your project is on track, you have to make sure that your tasks are completed on time.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Progress tab.
  4. Drag the Progress so far bar to the percentage of work completed.

    Image showing the bar indicating percentage of task completion
    Drag the bar to indicate percentage of work complete
  5. Click Save.

To Make a Task Recurring

Recurring tasks are tasks that repeat at specific intervals.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Repeats tab.
  4. Toggle On the Does it repeat button.

    Image showing the Repeats section
    The Repeats section
  5. Select how many times the task gets repeated. Tasks can repeat daily, weekly, monthly, and yearly.
  6. Optionally, you can enter additional information related to your choice in Step 5.
  7. Check the Does repetition end? box, then select a date for when the repetition will end.
  8. Click Save.

To Set a Reminder for a Task

You can set reminders so that you will not forget the due date for a task.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Reminder tab.
  4. Select an option from the Reminders list, then select a date and time for when the reminder will be displayed.

    Image showing the Task Reminder section
    The Task Reminder section
  5. Optionally, enter a message that the reminder will display to you on the box at the bottom.
  6. Click Save.

To Attach Files to a Task

You can attach files to a task at any time.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Files tab.
  4. Click the Add Files button, select the file/s from your computer, then upload it to AccuTask.

    Image showing the Add Files section
    The Add Files section
  5. Click Save.

To Add Comments to a Task

You can add comments to a task at any time. These comments help you to log and remember any actions you may have taken related to the task.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Comments tab.
  4. Enter your comment on the appropriate box, then click Add Comment.
  5. Click Save.

    Image showing the Add Comment section
    The Add Comment section

To Tag a Task

You can add tags to a task at any time. You may filter tasks by tag, helping make searching for a specific task easier.

  1. Click either Work > Tasks on the Main menu, or Tasks on the Quick menu.
  2. Select the task to be assigned from the list. For more information, see To Search for a Task.
  3. On the Task Details page, click the Tags tab.
  4. Enter the tag on the appropriate box, then click Add Tag.
  5. Click Save.

    Image showing the Add Tag section
    The Add Tag section

To Create a Sub-Task

You can create a sub-task or several sub-tasks under a task. When viewed on the project timeline, sub-tasks visually appear under the task.

A Final Word on Tasks

Tasks can also be managed from a project’s timeline. For more information, see Managing a Project’s Timeline.

The start and due dates for tasks can also be managed from the project calendar. For more information, see Managing a Project Calendar.

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