Manage a project's tasks on the board
Create tasks with an assignee, priority and due date, move them across the columns and choose what the client can see.
The written steps below are complete. The Video script tab shows exactly what the video will cover.
Each project has a task board with five columns. A task moves from left to right as the work progresses, so the board always shows the state of the project.
By the end you can
- Create a task and move it across columns
- Filter the board
- Show or hide tasks in the client portal
Screens used
- Project, Tasks
Steps
- 1
Open Tasks
On: Project, TasksOpen the project, then open the Ops hub and choose Tasks.
You should see: Columns for Todo, In progress, Blocked, In review and Done.
- 2
Create a task
On: Project, TasksPress New task, or Add task to this column inside a column. Type the Title (what needs to happen) and a Description with details and links.
You should see: A window titled "New task".
- 3
Set who, how urgent and when
On: Project, TasksChoose the Assignee, the Priority (Low, Medium, High or Urgent) and the Due date. Department limits who can see the task to that department.
You should see: The assignee and due date are set.
- 4
Decide whether the client sees it
On: Project, TasksTick Show in client portal only when the client should see this task. It is off to begin with.
You should see: The task is saved and appears as a card.
- 5
Move it
On: Project, TasksDrag the card to another column as the work moves on. Use Blocked when something outside your control is stopping it.
You should see: The card stays in the new column.
- 6
Filter the board
On: Project, TasksUse the my-tasks filter, labelled Just my tasks or My tasks only depending on your screen width, to see only what is assigned to you. Use the department filter to see one team's tasks.
You should see: Only matching cards are shown.
- 7
Change many at once
On: Project, TasksPress Select, click the cards to choose them, then show or hide the selected tasks in the client portal. Hide from portal keeps internal work private.
You should see: Hidden tasks no longer appear for the client.
Tips
- Recurring opens the recurring task templates; a template creates the same task on a schedule, such as a monthly report.
- Export hours downloads the time entries as a CSV file.
- Request from another dept asks another department to do part of the work.
Troubleshooting
- "Assignee must be a member of this project."
- Invite the person on the project's Members page first, then assign the task.
- Most tasks have disappeared from the board.
- The board is showing only tasks assigned to you. Click the same control again to show everyone's.
- "This task is part of a cross-department workflow and its department can't be changed. Reject the request and create a new one in the right department instead."
- Do as the message says: reject the request and make a new one for the right department.
One row per shot, in the same order as the guide. Estimated length 2:42, recorded signed in as Owner. Use made-up data only. How to record
Say: Manage a project's tasks on the board. Create tasks with an assignee, priority and due date, move them across the columns and choose what the client can see.
Hold until you see: Lesson title on screen for three seconds.
Say: Open the project, then open the Ops hub and choose Tasks.
Hold until you see: Columns for Todo, In progress, Blocked, In review and Done.
Say: Press New task, or Add task to this column inside a column. Type the Title (what needs to happen) and a Description with details and links.
Hold until you see: A window titled "New task".
Say: Choose the Assignee, the Priority (Low, Medium, High or Urgent) and the Due date. Department limits who can see the task to that department.
Hold until you see: The assignee and due date are set.
Say: Tick Show in client portal only when the client should see this task. It is off to begin with.
Hold until you see: The task is saved and appears as a card.
Say: Drag the card to another column as the work moves on. Use Blocked when something outside your control is stopping it.
Hold until you see: The card stays in the new column.
Say: Use the my-tasks filter, labelled Just my tasks or My tasks only depending on your screen width, to see only what is assigned to you. Use the department filter to see one team's tasks.
Hold until you see: Only matching cards are shown.
Say: Press Select, click the cards to choose them, then show or hide the selected tasks in the client portal. Hide from portal keeps internal work private.
Hold until you see: Hidden tasks no longer appear for the client.
Say: That is manage a project's tasks on the board. The written steps are on this lesson's page in the ItzSEO course.
Hold until you see: End card with the lesson link.
Reference articles on this topic
Mark it complete to keep your place in the course.
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