There are multiple ways to view your tasks. Within the Tasks module in each site, you can view tasks in List View, Card View, Timeline View (if enabled) and Hierarchy View. Select between views by clicking the View button in the Tasks module.
You can get a snapshot of your Tasks from the dashboard. In addition, you can view all of your personal tasks, as well as tasks assigned to you across every site which you are a member of, from the My tasks section.
Tasks can also be viewed in the Events module or on your smartphone.
See below for more information about these options.
List View
In List view, each task is represented by one row, and each column represents a different field for each task. This is the most flexible view in terms of grouping and sorting.
Group tasks in List View
When in List View, you can group tasks by Task ID, Due date, List, Priority, Status and Assignee using the Group button. Once grouped, you can also sort the tasks by clicking on the triangles next to each column title.
Show sub-tasks
By default, sub-tasks are grouped with their parent tasks and hidden. You can tell if a task has associated sub-task(s) if it has a sub-task progress icon:
You can toggle open the task to reveal the underlying sub-tasks.
You can also view sub-tasks as separate tasks by selecting View > Sub-tasks - Show as separate tasks. This will show all sub-tasks as independent tasks, displayed in-line with parent tasks.
Depending on the grouping and sorting applied, a sub-task may not be listed next to its parent task, but it can be identified as a sub-task by the icon before the task title.
With Card View users now have the option to view tasks in a 'Kanban' style board view. To access this view, navigate to View > Card:
Group tasks in Card View
The tasks are displayed as cards organised into columns. The columns are grouped by either Status or List:
To change the group, click Group and select either Status or List:
When grouped by Status the lists will be displayed on each card, e.g. 'In Documentation' and when grouped by List the statuses will be displayed on each card as a label, e.g. 'Not started'. All other information remains the same regardless of grouping.
Order tasks by due date
You can order the cards in each column by the due date, with the most urgent tasks (tasks with the nearest end date) at the top of the column.
Click the More actions icon in the column, then select Sort by Due Date:
Drag and drop tasks
You can drag and drop tasks when in Card view. A user can drag and drop tasks within a column, allowing them to create their own custom order:
Each card can be dragged from one column to another. When tasks are grouped by status, dragging a task to another status column will change the status of the task. When tasks are grouped by list, dragging a task to another list column will move the task to the new list.
You can also drag and drop columns to reorder them.
If a user does not have the applicable permissions (e.g. a user only has view permissions within a section) they will be unable to drag and drop tasks to that section. Drag and drop is also enabled when accessing via a web browser on a device or tablet.
Show sub-tasks
By default, sub-tasks are grouped with their parent tasks and hidden. You can tell if a task has associated sub-task(s) if it has a sub-task progress icon:
You can toggle open the Sub-tasks section to reveal the underlying sub-tasks.
You can also view sub-tasks as separate tasks by selecting View > Sub-tasks - Show as separate tasks. This will show all sub-tasks as independent tasks, displayed in its own card.
Depending on the grouping and sorting applied, a sub-task may not be positioned next to its parent task, but it can be identified as a sub-task by the icon before the task title.
The Timeline view is a Gantt chart style view of the start and due dates of tasks. Only tasks with a start date and due date are shown in this view.
Enable Timeline View in Tasks
To use the Timeline view it must be enabled in site admin. To do this, navigate to site Admin > Tasks and select the Enable Timeline view checkbox:
Once you have selected the Enable timeline view checkbox, you can select Timeline View as the default view for the site, but this is not required.
Click Save to save your changes. You can now access the Timeline View within the Tasks module. To change the view to Timeline View within the Tasks module, navigate to View > Timeline:
The Timeline view will be displayed:
The bar for each task is colour coded in the same way as the Card and List Views and this corresponds to each task status.
Only tasks with a start date and due date are displayed in the timeline view.
Start dates in Timeline View
When Timeline View is enabled, each task and sub-task will have a Start date field. It is possible to add only a start date, only a due date, or both a start date and a due date to a task. A task will be displayed in Timeline View if there is at least one date set against it.
Group tasks in Timeline View
You can group tasks in Timeline View by Task ID, List, Priority, Status and Assignee.
Additionally, you have access to filters that allow you to filter your tasks by All tasks, Assigned to me, Created by me and Favourites:
Viewing timelines
Within Timeline View, you can view tasks in either a weekly, fortnightly, monthly or quarterly view.
And you can scroll through the weeks/months by clicking the arrows next to the date range, or scrolling horizontally:
Show sub-tasks
By default, sub-tasks are grouped with their parent tasks and hidden. You can tell if a task has associated sub-task(s) if it has a sub-task progress icon:
You can click into the task to view the underlying sub-tasks.
You can also view sub-tasks as separate tasks by selecting View > Sub-tasks - Show as separate tasks. This will show all sub-tasks as independent tasks, displayed in its own row.
Depending on the grouping and sorting applied, a sub-task may not be listed next to its parent task, but it can be identified as a sub-task by the icon before the task title.
Hierarchy View
The Hierarchy view displays the full hierarchy of the Tasks module; from lists, sub-lists, tasks to sub-tasks. This view can be used for complex cases and matters involving multiple parties and jurisdictions, where tasks are broken down into more detail. In the Hierarchy view each list, sub-list, task and sub-task is represented by one row, and each column represents a field for each item. The columns displayed in the hierarchy view are Title, Progress, Status, Assignee, Start Date, Due Date and Priority.
If you have permission to edit content in the Tasks module you will see a More Action icon next to each list, sub-list, task and sub-task. Depending on the item selected the following options are available:
- Add task - this will open the Add task modal window, with the list/sub-list pre-selected for the new task to be added to
- Add sub-list - this will open the Add list modal window, with the list location pre-selected for the new sub-list to be added to
- Edit - this will open the Edit task window if a task or sub-task is selected, or the Edit list window where the list details can be changed
- Save as task template - this will save the list as a task template (add link to task template section)
- Archive - this is available to lists, see this section for more details (link to the archive section)
- Delete
The Hierarchy view also allows you to easily Reorder tasks and make bulk changes.
As of August 2023, you can also create your own custom views to show the fields relevant to your tasks.
Outline numbers
The relationship between lists, sub-lists, tasks and sub-tasks is governed by their corresponding outline numbers, This is shown next to the Title column.
List progress
In the hierarchy view, you can track the progress of each list by referring to the progress bar in the Progress column. The progress bar shows the percentage of tasks marked as 'Completed' within each list.
The progress bar does not take into account the number of sub-tasks completed
Group and sort task in the Hierarchy view
Tasks in the Hierarchy view are ordered by their outline number down the left hand column. Grouping and sorting of tasks by any other field are disabled in the hierarchy view.
Search and filter tasks
You can search all existing tasks by entering your search criteria into the Search and filter tasks field and pressing enter:
Additionally, you can also filter by List, Priority, Status Assignee and Tag:
You can save filters for future access.
Default view, grouping and sort order
On the Admin > Tasks page, you can set the Default view, the Default grouping and the Default sort order (for List View only) for the Tasks module:
These settings will ensure that when a user accesses the Tasks module, the default view will be displayed.
View tasks from the dashboard
There is a Tasks section in the site dashboard. By default, the tasks are organised by due date starting with overdue tasks (in red), then tasks due this week, then tasks due in the future or with no due date. A maximum of 11 tasks will be listed. To see hidden tasks click See all tasks which will take you to the My tasks page.
You can take one of three actions with regards to tasks from the Dashboard:
1. Create a personal task
2. Mark a task as complete - you can do so by clicking the related checkbox:
Once a task is marked as complete, the task appears with a strikethrough through it.
3. View more information about a task - you can do so by clicking on the name of the task:
The task window for that task will open in the My tasks page.
My Tasks
It is also possible to view all of your tasks, including your personal tasks and tasks assigned to you across every site that you are a member of. From the profile menu on the top navigation bar, click My tasks:
This displays the My tasks section of your profile, listing all of your tasks:
This page is similar to a typical Tasks module found on a site, with task filters on the left. In addition to showing details like Due Date, Priority and Status, this page also lists the site associated with a task.
When tasks are grouped by List, you will see all your tasks grouped by task lists from each site that you have been assigned tasks from.
Display tasks in the Events module
Users have the ability to display tasks as an all-day event, within a Tasks category. This allows users to visually see Tasks that are due in the calendar view within the Events module.
To enable the Tasks category in the Events module, navigate to Admin > Events > Enable Tasks Category:
Select the Enable tasks category checkbox and then click Save. Your changes will be applied and the Tasks category will be enabled.
The name and colour of this category are also customisable via Admin > Events > Categories . Select More actions > Edit in the Tasks category:
This will display the Edit category screen, where a user can customise this category:
Now, navigate to the Events module where the new Tasks category will be displayed:
The number of current tasks will be displayed, and this includes completed, upcoming and overdue tasks as long as they have a due date.
Click the Tasks category to display all tasks within the calendar:
This information can either be displayed in a Month view, Week view, Day view, or List view. To change to one of these views, click either Month, Week, Day or List:
Clicking on a task within the calendar will display more information on that task, and if a user has permissions, they will be able to edit the task details in the task window.
Accessing Tasks on a mobile device
On a mobile device, click on the menu icon in the Top Navigation Bar to access the menu, and select My tasks:
This displays the My tasks page, where you can view personal tasks, tasks assigned to you, tasks created by you, and favourited tasks.
