Tasks

Overview

The Tasks module is a comprehensive system for task management and assignment to team members. It enables creating tasks with deadlines, priorities, assigning them to individual assignees and approvers, tracking their progress, and communicating through notes. The module also supports advanced features such as recurring tasks, automatic reminders, custom fields, and integration with other system modules.

Key Features

• Creating and assigning tasks with deadlines
• Tracking task statuses with color coding
• Recurring tasks with flexible periodicity settings
• Automatic reminders via email or SMS
• Assigning main assignees, additional assignees, and approvers
• Task priorities with custom names
• Notes and discussions on tasks
• Task attachments
• Integration with orders, projects, and other modules
• Optional user fields for specific needs
• Export to Excel, print
• Three display modes: List, Kanban, Calendar

Access and Settings

How to Access the Module

Navigation path: Employees → Tasks

Module Settings

Settings path: Settings → Tasks

In the module settings, you can configure:

• Access permissions for users and groups
• Used task statuses
• General module settings (time, orders, notifications)
• Task priorities and their names
• Optional fields with custom names and types

User Permissions

Level	Description
0 - No access	User has no access to the Tasks module
1 - Read own and be assigned tasks	View only tasks that the user created or that were assigned to them
3 - Read assigned tasks, create and view own tasks	Ability to create new tasks and view tasks assigned to the user or created by them
5 - Read all and be assigned tasks	View all company tasks, but without the ability to create new ones
10 - Read all and create new tasks	View all tasks and ability to create new tasks
15 - Read, edit, and delete all	Full access including editing, deleting, and changing statuses for all tasks

Note: Permissions can be set for both individual users and user groups. The resulting permissions are taken as the higher of the set values.

User Interface

Display Modes

The Tasks module offers three display modes, which can be switched using buttons at the top of the screen:

1. List - Classic table view with sorting and search capabilities
2. Kanban - Visual display of tasks in columns by status with drag-and-drop functionality
3. Calendar - Display of tasks in a calendar by deadlines

Quick Selection

For quick navigation through tasks, use the quick selection section with predefined filters:

Filters by Date

• All - Display all tasks
• Today - Tasks with deadline today
• My today - Tasks assigned to the logged-in user with deadline today
• My unclosed - All unclosed tasks of the logged-in user
• Unclosed overdue - Tasks that are overdue and still not resolved

Filters by Status

Buttons for individual task statuses (based on active company statuses), for example:

• Waiting for assignment
• In progress
• To be tested
• Resolved
• Cancelled
• Unresolved (all statuses except resolved and cancelled)

Filters by Priority

If priorities are enabled, buttons for individual priority levels are displayed.

Advanced Filters

Advanced search allows filtering tasks by the following criteria:

Filter Field	Description
In task name	Full-text search in task name
Order	Selection of tasks related to a specific order
Assignment date from-to	Task creation date range
Status	Selection of multiple statuses at once
Repeat	Only recurring or non-recurring tasks
Created in the last	Tasks created in the last 1, 3, 6, or 12 months
Deadline (resolve) from-to	Task deadline range
Assignee/main assignee	Selection by assigned assignee
Approver	Selection by approver
Created by	Selection by user who created the task
Custom columns	Filtering by values in custom fields (if configured)

Table Columns

In the List display mode, the following columns are shown:

Column	Description
ID	Task identification number (clickable to go to detail)
Name	Task name (clickable to go to detail)
Order name	Name of the order related to the task (if this feature is enabled)
Project ID / Project	ID and name of the project (if project display is enabled)
Status	Current task status with color coding
Created	Date and time of task creation
Created by	Name of the user who created the task
Resolve by	Task deadline (date or date + time)
Priority	Task priority (if priorities are enabled)
Assignees	List of assignees (main assignee in bold, others in regular font)
Custom columns	Values of custom fields (if configured and set to display)
Content/description	Task description
Notes	Number of notes and information about the last note
Actions	Icons for quick actions (view detail, edit, log work, delete)

Note: Column visibility can be adjusted using the ColVis button in the upper right corner of the table.

Basic Operations

Creating a New Task

1. Click the Add task button in the upper right corner
2. A dialog for adding a task will open
3. Fill in the required fields:
   • Name - Brief task name (required field, supports autocomplete from existing tasks)
   • Resolve by - Date by which the task should be completed (required field)
   • Main assignee - User responsible for completing the task (required field)
4. Optionally fill in additional fields:
   • Order - Select or enter the order name
   • Task group in orders - Division of tasks into groups within an order
   • Priority - Set task priority (1-5)
   • Resolve by (time) - Add a specific time (if this feature is enabled)
   • Additional assignees - Add additional users who will participate in the resolution
   • Approver - User who will approve the task resolution
   • Status - Default task status
   • Production number - For linking with production
   • Custom fields - Fill in configured custom fields
   • Description - Detailed task description
   • Attachments - Add up to 60 files (max. 100 MB each)
5. Optionally set recurrence or reminders (see advanced features below)
6. Click the Save button

Automatic notifications: After creating a task, all assigned users (main assignee, additional assignees, and approver) are automatically notified by email. If the feature is enabled, SMS can also be sent.

Bulk Task Creation

If you need to create the same task for multiple users at once:

1. Click the Add task in bulk button
2. Fill in the task details as with a regular task
3. Instead of one main assignee, select multiple assignees in the Bulk assignees field
4. Click Save
5. The system will create a separate task for each selected assignee

Editing a Task

Quick Editing Directly in the Table

Many fields can be edited directly in the task detail by clicking on the pencil icon next to the value:

• Task name
• Order
• Production number
• Priority
• Status
• Resolve by (date and time)
• Main assignee
• Additional assignees
• Approver
• Reminder
• Custom fields
• Description

Editing in Dialog

1. Open the task detail by clicking on the ID or task name in the table
2. Click on the pencil icon next to the field you want to edit
3. Make changes
4. The change is saved automatically when leaving the field or clicking outside the field

Changing Task Status

Quick Mark as Resolved

1. Open the task detail
2. Click the green Resolved button
3. The task will automatically be set to resolved status

Note: If required fields for completion are mandatory, they must be filled in before marking the task as resolved.

Changing to Another Status

1. Open the task detail
2. Click the Change status button
3. In the dialog, select the new status
4. Confirm the change

Copying a Task

1. Open the detail of the task you want to copy
2. Click the Copy button
3. A dialog with pre-filled data from the original task will open
4. Modify the necessary data
5. Click Save

Deleting a Task

Deleting a Single Task

1. Open the task detail
2. Click the red Delete button
3. Confirm deletion in the dialog window
4. The task will be moved to deleted items

Bulk Deletion of Displayed Tasks

1. Set filters so that only the tasks you want to delete are displayed
2. Click the Delete displayed button
3. Confirm deletion in the dialog window
4. All displayed tasks will be moved to deleted items

Warning: Bulk deletion applies to all tasks matching the set filters, not only those displayed on the current table page.

Viewing Deleted Tasks

1. Click the Deleted button
2. An overview of all deleted tasks will be displayed
3. Deleted tasks can be restored or permanently deleted (based on permission settings)

Task Detail

Tabs in Detail

The task detail is divided into several tabs:

1. Basic information - Main information about the task
2. Notes/Changes - History of notes and task changes
3. Work reports on this task - Overview of reported work (if the Work Reports module is linked)

Displayed Information

The Basic information tab displays the following information:

Field	Description
ID	Unique task number
Name	Task name
Created by	Name of the user who created the task
Creation date	Date and time of task creation
Order	Order name with link to order detail
Production number	Product production number
Priority	Task priority (if enabled)
Status	Current task status with color coding
Resolve by	Task deadline
Main assignee	Main responsible person
Additional assignees	List of additional assignees
Approver	Person approving task resolution
Project	Link to the project the task belongs to
HelpDesk Project - Ticket	Link to the linked HelpDesk ticket
Recurrence	Task recurrence settings (if active)
Reminder	Automatic reminder settings
Custom fields	Values of configured custom fields
Content/description	Detailed task description
Attachments	List of attached files for download

Actions in Task Detail

The following buttons are available at the top of the detail:

Button	Function
Resolved	Quickly marks the task as resolved (changes status to resolved)
Change status	Opens a dialog for changing task status
Delete	Deletes the task with confirmation
Copy	Creates a copy of the task with the ability to edit
Add note	Opens a dialog for adding a note to the task
Add file	Opens a dialog for adding another attachment
Add work report	Opens a dialog for logging work on this task (if the module is active)

Task Notes

Notes serve for communication and recording the progress of task resolution.

Adding a Note

1. In the task detail, click the Add note button
2. Enter text in the note field (supports formatting)
3. Optionally add attachments
4. Click Save

Automatic notifications: After adding a note, all task assignees and approvers are notified by email.

Discussion on Notes

If the discussion feature is enabled in settings, you can reply to each note:

1. In the Notes/Changes tab, find the note you want to reply to
2. Click the reply icon on the note
3. Write your reply
4. Optionally add attachments
5. Click Save

Deleting Notes

If the note deletion feature is enabled in settings:

• The main assignee can delete any note at any time
• The user who created the note can delete it within 15 minutes of creation

Advanced Features

Data Export

Export to Excel

1. Set filters so that the tasks you want to export are displayed
2. Click the Excel button above the table
3. The file will download to your computer

Print

1. Set filters so that the tasks you want to print are displayed
2. Click the Print button above the table
3. The browser print window will open
4. Confirm the print

Recurring Tasks

Recurring tasks are automatically recreated according to the set schedule. After the deadline passes, a new task with the same parameters is created.

Types of Recurrence

1. Weekly

• Select the days of the week (Monday to Sunday) when the task should recur
• The task will be created on each selected day with a deadline on that day
• Example: Recurring every Monday and Thursday

2. Monthly - first day of the week selected below

• Select the days of the week
• The task will always be created on the first selected day of the month
• Example: First Monday of the month

3. Monthly - specified day

• Enter the day number in the month (1-31)
• Optionally enter the day by which the task should be completed
• The task will be created every month on the specified day
• Example: Every month on the 15th, complete by the 20th

4. In selected months of the year

• Select months in the year (January to December)
• Enter the day in the month
• Optionally enter the day by which the task should be completed
• The task will only be created in selected months on the specified day
• Example: Every year in January and July on the 10th, complete by the 15th

Setting Up Recurrence

1. In the dialog for adding or editing a task, find the recurrence section
2. In the Repeat field, select Yes
3. Additional fields for recurrence settings will appear
4. In the Repeat every field, select the recurrence type
5. Fill in the appropriate fields according to the selected type
6. Save the task

Cancelling Recurrence

To cancel recurrence, delete the last created task from the given recurrence series. This will stop further automatic task creation.

Reminders

Automatic reminders send notifications to assignees if the task is still not resolved.

Setting Up Reminders

1. In the dialog for adding or editing a task, find the reminder section
2. In the Send reminder field, select Yes
3. Additional setting fields will appear
4. Set the reminder parameters:
   • Send via: Email, SMS, or Email + SMS
   • Send to: Main assignee, Additional assignees, All assignees, or All assignees + approver
   • Send when:
     • Once at specified date and time - One-time reminder at a specific time
     • Every day at specified time, until task completion - Repeated daily reminder
   • Send on date: Sending date (only for one-time reminders)
   • Send at time: Time to send the reminder
5. Save the task

Examples of Reminder Usage

Example 1: Reminder one day before deadline

• Send via: Email
• Send to: Main assignee
• Send when: Once at specified date and time
• Send on date: Day before the deadline
• Send at time: 09:00

Example 2: Daily reminder after deadline

• Send via: Email + SMS
• Send to: All assignees
• Send when: Every day at specified time, until task completion
• Send at time: 08:00

Task Priorities

Priorities allow distinguishing the importance of tasks. The priorities feature is enabled in the module settings.

Priority Configuration

1. Go to Settings → Tasks
2. In the Task priorities section, check Enable/disable
3. A table with 5 priorities (1-5) will appear
4. Enter custom names for individual priorities according to your company's needs
5. Example:
   • 1 - Critical
   • 2 - High
   • 3 - Medium
   • 4 - Low
   • 5 - Can wait
6. If you leave a name empty, that priority will not be used
7. Changes are saved automatically

Optional Fields

Optional fields allow adding up to 11 custom fields to tasks according to your company's specific needs.

Optional Fields Configuration

1. Go to Settings → Tasks
2. In the Optional fields section, you will find a table with 11 rows (0-10)
3. For each field, set:
   • Name - Field label (if left empty, the field will not be used)
   • Type - Field type:
     • Yes/No (checkbox)
     • Integer
     • Decimal number
     • Date
     • List - selection (selectbox)
     • Text - 1 line
     • Text - multiple lines
     • Company - name from CRM module
   • List of values - For List type, enter options separated by semicolons (for example: Done;In progress;New)
   • Required on creation - Field must be filled in when creating a task
   • Required on completion - Field must be filled in before marking the task as resolved
   • Display in main table - Adds a column to the task overview table
4. Click Save

Warning: Changing the type or deleting an already used field will irreversibly delete data stored in this field for all tasks.

Examples of Optional Field Usage

Example 1: Customer tracking

• Name: Customer
• Type: Company - name from CRM module
• Required on creation: Yes
• Display in main table: Yes

Example 2: Testing status

• Name: Testing status
• Type: List - selection
• List of values: Not tested;In testing;Tested;Error
• Required on completion: Yes

Example 3: Estimated time

• Name: Estimated hours
• Type: Decimal number
• Display in main table: Yes

Kanban Display Mode

Kanban view allows visualization of tasks in columns by status with drag-and-drop functionality.

Using Kanban View

1. In the Tasks module, click the Kanban button
2. Tasks will be displayed in columns by status
3. Dragging a task to another column will change its status
4. Clicking on a task will open its detail

Calendar Display Mode

Calendar view allows seeing tasks in the context of their deadlines.

Using Calendar View

1. In the Tasks module, click the Calendar button
2. Tasks will be displayed in the calendar by deadlines
3. Navigate between months using arrows
4. Clicking on a task will open its detail

Integration with Other Modules

Calendar

Tasks can be automatically written to the Calendar module.

Integration Setup

1. Go to Settings → Tasks
2. In the Tasks module settings section, find the Write created tasks to calendar module field
3. Select the calendar to which tasks should be written
4. Set the color for active tasks in the Color in calendar module field
5. Set the color for resolved tasks in the Color in calendar module - resolved field
6. Changes are saved automatically

After activation, each new task will be automatically written to the selected calendar with the date corresponding to the deadline.

Work Reports

If the Work Reports module is active, you can log worked time on tasks.

Logging Work on a Task

1. Open the task detail
2. Click the Add work report button
3. Fill in the work report details (date, time, description)
4. Click Save

Viewing Logged Work

1. In the task detail, go to the Work reports on this task tab
2. A list of all work reports for this task will be displayed
3. The total logged time is displayed in the tab header

Orders

Tasks can be linked to orders from the Orders module.

Linking a Task to an Order

1. When creating or editing a task, select the order in the Order field
2. If the Orders module is active, orders are loaded from this module
3. If the Orders module is not active, you can enter order names manually

Task Groups in Orders

For larger orders, tasks can be organized into groups:

1. In the order detail, create task groups
2. When creating a task, select the group in the Task group in orders field
3. Tasks can then be filtered and displayed by groups

Viewing Tasks in an Order

1. Open the order detail in the Orders module
2. Go to the tab with tasks
3. All tasks linked to this order will be displayed
4. Tasks can be filtered by groups

Projects

Tasks can be assigned to project items.

Creating a Task from a Project

1. Open the project detail
2. Select the project item
3. Click the button to create a task
4. The task will be automatically linked to the given project item

Displaying Project Information in Tasks

If project display is enabled in settings:

• The Project ID and Project columns are displayed in the task table
• A link to the project is displayed in the task detail
• Clicking the link will take you to the project detail

HelpDesk

Tasks can be linked to tickets from the HelpDesk module.

Creating a Task from a Ticket

1. Open the ticket detail in the HelpDesk module
2. Click the button to create a task
3. Fill in the task details
4. The task will be automatically linked to the ticket

Viewing Linked Tickets

1. In the task detail, find the HelpDesk Project - Ticket field
2. Clicking the link will take you to the ticket detail

Module Settings

General Settings

In the Settings → Tasks section, you can configure the following parameters:

Setting	Description
Enter time for required task completion deadline	In addition to the date, a precise time by which the task should be resolved is also entered
Enter order name	Enables the Order field when creating a task
Order names only from Orders module	Orders can only be selected from the Orders module, manual entry is not possible
Send task notifications by email	Automatic notifications about new tasks and changes by email
Send task notifications by SMS	Automatic notifications about new tasks by SMS
Write created tasks to calendar module	Selection of calendar to which tasks should be automatically written
Color in calendar module	Color for active tasks in the calendar
Color in calendar module - resolved	Color for resolved and cancelled tasks in the calendar
Task status can be changed by anyone	By default, only users with the highest permission, main assignee, and approver can change status. Enabling this option allows anyone with task access to change the status
Only creator can edit	Restricts task editing to only the user who created the task (except for status changes)
Lock resolved tasks	Resolved tasks cannot be further edited
Only approver can set task as resolved	Only the approver can mark the task as resolved
Display last X tasks on home screen	Number of recent tasks displayed on the dashboard (0 = disabled)
Display last X task notes on home screen	Number of recent notes displayed on the dashboard (0 = disabled)
Enable discussion on task notes	Ability to reply to notes and create discussion threads
Task notes can be deleted	Main assignee can delete notes at any time, note author within 15 minutes of creation
Display Project - part in task table	Adds columns with project information to the main task table

Used Task Statuses

In the Used task statuses table, select the statuses you want to use in your company. The system offers these predefined statuses:

• Waiting for assignment
• New
• Assigned
• In progress
• To be tested
• Suspended
• Resolved
• Cancelled

Each status has an assigned background color and text color for easy visual identification.

Important: At least one status must be active, otherwise new tasks cannot be created.

Troubleshooting

Frequently Asked Questions

Question: I cannot create a new task, the Save button is inactive

Solution: Check that you have at least one task status active in settings. Go to Settings → Tasks and in the Used task statuses table, check at least one status.

Question: Why don't I see the Add task button?

Solution: You need at least permission level 3 or 10 to create tasks. Contact your administrator to assign higher permissions.

Question: I cannot mark a task as resolved

Solution: Check that all required fields for completion are filled in. If Only approver can set task as resolved is enabled in settings, only the approver can mark the task as resolved.

Question: I didn't receive an email notification about a new task

Solution: Check:

• Whether the Send task notifications by email option is enabled in settings
• Whether your email is correctly filled in your user profile
• Whether the email ended up in spam

Question: How do I cancel task recurrence?

Solution: Delete the last created task from the given recurrence series. This will stop further automatic task creation.

Question: Why don't I see the priority column?

Solution: Priorities must be enabled in settings. Go to Settings → Tasks, in the Task priorities section, check Enable/disable and enter priority names.

Question: I cannot edit a resolved task

Solution: If the Lock resolved tasks option is enabled in settings, resolved tasks cannot be edited. Contact the administrator to change the setting or change the task status back to in progress.

Question: How can I bulk delete old tasks?

Solution: Set filters so that only the tasks you want to delete are displayed (for example, by creation date or status). Then click the Delete displayed button. Note: This action applies to all tasks matching the filter, not just those displayed on the current page.

Question: Why don't tasks from a project appear?

Solution: Tasks linked to projects are displayed in the project context. Open the project detail and find the tab or section with tasks. If you want to see all tasks including project ones, go to the main Tasks module.

Question: How do I set tasks to automatically write to the calendar?

Solution: Go to Settings → Tasks, in the Tasks module settings section, find the Write created tasks to calendar module field and select the calendar to which tasks should be written.

Tips for Efficient Work

• Use quick selection - Instead of setting filters, use quick selection buttons for frequently used filters like My today or Unclosed overdue
• Set up custom fields - If you regularly track the same information in tasks (customer, order number, etc.), create custom fields and save time
• Use priorities - Activate and name priorities according to your needs, it will help you quickly identify the most important tasks
• Set automatic reminders - For important tasks with approaching deadlines, set reminders so you don't forget anything
• Use notes - Regularly record the progress of resolution in notes, it will make orientation easier for longer tasks
• Export data regularly - Regularly export task overview to Excel for archiving or further processing
• Link with other modules - Use linking with orders, projects, or work reports for better overview
• Use Kanban view - For visual overview of task status, use Kanban view, you will quickly see where the bottlenecks are
• Set appropriate permissions - Assign users only the permissions they actually need, this will increase clarity and prevent unwanted changes
• Regularly check overdue tasks - Using the Unclosed overdue filter, monitor tasks that are past deadline and not yet resolved
• Use recurring tasks - For regular activities (monthly reports, checks, etc.), set up recurring tasks and save time
• Name tasks descriptively - Use clear and concise task names, it will make searching and navigating the list easier