The Tasks admin page is used to configure the Tasks module, including available views, the default appearance, lists and statuses.
Select Admin, then Tasks from Module settings.
The Tasks administration page includes:
You can also add capabilities to the Tasks module by connecting it to a Task metadata iSheet.
Restrict edit access for task assignees
By default, a user who can view tasks can also edit the assigned task.
As of August 2022, you can restrict an assignee's ability to edit their tasks. Click on the Select editable fields for assignees drop-down and deselect fields you want to protect.
This only restricts assignees with View-only access to the tasks, and applies to all users at both the site and list level (user and group based). Previous behaviour is not changed - default settings allow assignees to edit all task fields.
Assignees with Edit access to Tasks are not restricted.
Users with access to the iSheets module can still change records in the Task metadata iSheet; use iSheet permissioning to restrict this access.
If the default selection is changed, the drop-down shows how many fields are editable:
Click Save to apply your changes.
This configuration is included in site templates for both site and system groups.
Delete all completed tasks
Select Delete all completed tasks to remove all completed tasks and associated sub-tasks from the site.
Completed sub-tasks of uncompleted tasks are not deleted.
Deleted tasks cannot be restored.
Task lists
Lists and sub-lists allow you to categorise tasks and sub-tasks for better project management. Lists can be used to describe the bigger workstreams, or phases, within a transaction or matter.
For example, in a litigation matter, you could set up a list for disclosure, one for witness statements, and one for expert reports. You can further break down individual lists into sub-lists to categorise the tasks within them. Within the "Witness statements" list, you can break that down and have a sub-list for "Drafting", one for "Information gathering", and one for "Interviews", and then allocate tasks within those sub-lists.
Add a list/sub-list
You can create up to five levels of lists (i.e. lists and sub-lists) and each level can have up to 20 sub-lists.
If the Task list contains more than 100 lists, only the first 100 are displayed. Click Load more to display the next 100 lists.
Lists and sub-lists can be created in four ways:
- From Tasks admin - Top-level lists can be created from Admin > Tasks > Lists. By default, there is a None list for any tasks that do not have a list associated with it. Type in the name of your list and hit enter to create the list.
- From the Add task modal window - When creating a task in the Add task modal window, if a list does not already exist, you can click Add new list and select where the new list/sub-list should be located for the new task to be added to it.
- From Hierarchy view - From the Add button in Hierarchy view, you can choose to add a list. An Add list modal window will open, where you can type in the list name and select its location to create a list/sub-list.
- From Card View - When Card View > Group by: List is selected, you can click Add column to add a new top-level list.
Once a list is created, you will be able to select it from the List field when adding or editing a task. If a top-level list is created, you will also be able to group together and view tasks belonging to this list in the different view settings.
Edit or reorder a list/sub-list
Lists can be edited or reordered via the following:
- From Tasks admin - Top-level lists can be renamed and reordered from Admin > Tasks > Lists.
- From Hierarchy View - You can edit a list/sub-list by clicking More Actions against the relevant list in Hierarchy View. The Edit list modal window will open, where the list name and its location can be changed.
- From Card View - When Card View > Group by: List is selected, you can click More Actions > Rename against the relevant list title to rename it, or drag and drop a list column to reorder the lists.
Set list permissions
Permissions for a particular list can be set via Admin > Tasks > Lists. Click More actions > Set permissions to customise the settings. All sub-lists will inherit the same permission settings as its top-level list.
By default, permissions will be set according to site permissions. You can tailor permissions for individual lists by selecting Restricted and giving different groups view or edit access rights.
List permissioning can be very powerful when coupled with Tasks custom metadata as you can control the task information shown to particular groups.
Archive a list
You can archive a top-level list and all its sub-lists, tasks and sub-tasks. Doing so will hide the list from view to all users in the tasks module. When a list is archived, the outline numbers for all other lists and sub-lists will be re-numbered in Heirarchy view.
Lists can be archived as followed:
- From Tasks admin - You can archive a top-level list from Admin > Tasks > Lists and selecting More actions > Archive.
- From Hierarchy View - You can archive a list by clicking More Actions against the relevant item in Hierarchy View.
- From Card View - You can archive a list from Card View if Group: List is selected, followed by More actions > Archive in the list column.
Unlike a deleted list, you can still access an archived list in Admin > Tasks > Lists. You can unarchive a list by selecting More actions > Unarchive.
Delete a list/sub-list
You can delete a list or sub-list. Doing so will permanently delete any sub-lists, tasks or sub-tasks within that list and this action cannot be undone.
Lists/sub-lists can be deleted as follows:
- From Tasks admin - You can delete a top level list from Admin > Tasks > Lists and selecting More actions > Delete.
- From Hierarchy View - You can delete a list by clicking More Actions against the relevant list/sub-list in Hierarchy View.
- From Card View - You can delete a list from Card View if Group: List is selected, followed by More actions > Delete in the list column.
If you wish to delete the list but move any sub-lists, tasks or sub-tasks within that list to a destination list instead, you can select the destination list in the Delete list modal. Once a list is deleted, all other lists, sub-lists, tasks and sub-tasks are renumbered accordingly.
Tasks attachments
By default, attachments added to a Task are stored in the Attachments section of the Files module.
As of October 2023, when users upload attachments to a task, a site admin can set that they are uploaded to a folder in the Files module. Files can then follow folder permissions and trigger workflow rules.
A site admin can set a custom folder location for attachments:
Click Change location to set a new default folder location for all attachments in Tasks.
Click Restore default to change the location back to the Attachments section.
Set different folder locations per Task list
You can set multiple folder locations for tasks, automatically assigning the location for each Task list.
Select Different folder location per task list:
Select Change location for a task list to set a new location for tasks added to that list, or select multiple Task lists and select Change location at the top of the section to set a single location for all selected Task lists.
Click Restore default to change the selected lists back to the Attachments section.
