Tasks 102: Managing a Project With Tasks

Tasks 102: Managing a Project With Tasks

In Tasks 101 we discussed how to create your first tasks in Rock. Managing your activities across stages becomes crucial after setting up your workflow with tasks. This allows everyone to stay up to date with the latest updates and changes.

The second edition of this guide explains how to manage an individual project by updating, moving, sorting and filtering tasks within a space.

Updating progress at the task level ✍️

Moving and updating tasks allows everyone to stay informed on the work at hand. Keep things moving to finish projects and celebrate completed work with your team when tasks are finished.

Tasks can be updated as many times as you want, but don't forget to save your changes! There are several ways to update your tasks in the mini-app, we will discuss some of the most popular ways of managing your tasks.

When updating your progress at the task level there are two ways to document work progress: assignee status and list.

Assignee status

Assignee status provides an update on the individual work. It comes in handy when there are several people working on a task, with people completed different activities within the task.

For example, if a task needs to be reviewed by several people they can be added as assignees. Their assignee status highlights whether they have had time to review the information or completed work. There are four different statuses available:

  • None: Use this status when you haven't started with a task or when there are no relevant updates.
  • In Progress: When you have started working on a task or looking into the different steps to take, you can update your status to "In Progress".
  • Completed: When you have finished your part of the work you can update your status to "Completed".
  • Blocked: Block a task when you cannot start working on it for any reason. This way everyone knows that this task won't move until your roadblock has been removed.

📝Note: You can only edit assignee statuses from the task level. It is not possible to update them from the compact, expanded or board view.

Changing lists

You can also update the list if you want to move a task to the next stage, or when it has been completed. You can make as many lists as you want to represent the different stages a task can be in.

To move a task across lists select the list dropdown menu and choose the next stage for you task. You can also archive or edit the lists in this panel. Lists with a checkmark are for completed tasks.

📝Note: If two users are editing a task at the same time only the last save will be recorded.

Managing your work across task views

In Tasks 101 we explained the different views and when they are most useful. This edition explains how to move, update, filter and sort tasks across the compact, expanded and board views.

Compact view

The compact view of the tasks mini-app only allows you to filter tasks by assigned to you. When you press the "Filter" button next to it you will enter the expanded task view.

There is an additional way to organize or manage tasks in the compact view. You can sort tasks by pressing the column name, pressing a second time will give you the inverse order. The following sorting possibilities are available:

  • Task title: Alphabetically order the tasks by the first letter in their title.
  • List: Alphabetically order tasks by the first letter of their list.
  • Assignees: Comes in handy when you want to find tasks that have not been assigned to anyone yet.
  • Labels: Useful when you want to find tasks that have not been labelled yet.
  • Priority: Find tasks with the lowest or highest priority. You can also easily find. tasks that have not been given a priority yet. Medium priority is assumed when no priority is given.
  • Start date: Find tasks without a start date or the earliest upcoming start dates.
  • Due date: Find tasks without a due date or find upcoming/past due dates.
  • Updated: Find tasks with most recent changes or that have not been modified in a while.

Even though tasks can be modified in the compact view we recommend updating tasks in the expanded or board views as they provide further insight on all the different fields within a task. The functionality works in the same way, so you can easily apply those learning to the compact view if you want to.

Expanded view

The sort and edit functions work in the same way as the compact view. The following section will dive deeper into editing tasks from the expanded and compact task views.

To edit a task in expanded and list view the only thing you have to do is press the field and change it. Note that it is not possible to change the name of a task in any of the views. You would have to enter the task if you want to change its name. Start dates can only be changed, not created.

Filters are available in both the expanded and board view and work in the same way in both views. We will explain filtering in the board view section as it is most often used in that view. Note that the functionality is virtually the same, so you can easily apply your learnings to the expanded view.

Board view

It is not possible to sort or edit tasks in the board view. The only available change is changing the list of a task. You can move tasks across lists in the board view by dragging and dropping them to the lists where you would like to see them. If you want to make changes to a task you have to enter it or move to the compact or expanded view.

In the board view it is possible to filter the following task fields:

  • Assigned to me: Filter by all the tasks that have you as an assignee.
  • Due date: Filter by past due date, no due date, due today, due tomorrow and due in the next 7 days. Only one of the options can be selected at the same time.
  • Date last updated: Filter by today, yesterday, last 7 days or last 30 days. Only one of the options can be selected at the same time.
  • Task lists: Filter by the lists created by you. For example: to-do, doing and done. All selected lists will appeared when filtered.
  • Labels: Filter by labels created by you. When selecting more than one label a task must have all selected labels to appear.
  • Assignees: Filter by task assignees. When selecting more than one assignee all tasks will display where each assignee is present, whether they are together or not.
  • Assignee status: Filter by assignee status: none, doing, blocked or done. When selecting more than one status all tasks will display where each status is present, regardless of them being present in the same task.
  • Created by: Filter by member who created the task. When selecting more than one person all tasks will appear created by the individual(s).
  • Priority: Filter by priority: lowest, low, medium (default), high or highest.

@Mention tasks in the chat

When discussing tasks or updating team you can also directly refer to a task with the @Mention function. This allows you to better connect conversations with tasks to be completed. If something is unclear or cannot be resolved in the comment section, you can move to the chat to get work done.

To use the function you have to write @Task: and choose the task you want to share by number or name. Besides numbers you can also write words in the title of the task to filter your tasks. @mentions display the name of a task in the conversation panel so everyone can follow up on what you are discussing.

In the next edition of the tasks help guide we explain how to manage tasks across spaces and different projects. Questions about using tasks in Rock? You're always welcome to reach out to us in the Rock Customer Support space.