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Task Lists & Tasks FAQs

1. What is a Task List & Task?
2. How many tasks can be added in a particular project?
3. Can we assign a task to more than one team member?
4. Can anyone add tasks to a project?
5. Who can delete or cancel a Task?
6. Can we retrieve a Task once it is deleted?
7. Is there an email notification if the Task has been assigned to some or all team members?
8. How do I record time in a project?
9. How do I edit, delete or add comments to a Task?
10. Can I move a Task from one Task List to another?
11. Can we turn off email notifications?
12. Can a limited user insert a new tasklist and task?
13. If I delete a task, does the time associated with it also get deleted from the time sheet page?
14. What are the different colored dots next to tasks and how are they set?
15. How do I find a complete list of all my tasks across all projects?
16. Why can't limited users see the tasks that are assigned to them?
17. Is there one place where I can see all my delegated and pending tasks?
18. Why do I see so many tasks on the 'My Tasks' listing? I have not been assigned to all of them.
19. How does a recurring task work.
20. Can I duplicate a task.
21. Can I move a task from one project to another.
22. I want an easy way to add tasks. Is this option available.
23. Can I upload files to tasks.
24. I want to move a task. However, I cannot see the Move Option for a task?
25. I accidentally marked several of my tasks as done, when they are really not completed. Is there a way to "undo" this?
26. Is there a way I can add tasks that everyone in the project can access.
27. What is an Open Task List and how do I create one?
28. Is there a way to re-order the Tasks / Task Lists?
29. How can I change the status of a task to be 'ongoing'?
30. Is there a way to update/re-open a completed task to in-progress?
31. Is there a way we can forward emails to our task lists? If we can have a dedicated email address to forward to, then when we log into the app, we will see that email in our task list and modify/assign it as necessary.
32. I am trying to add a Task and assign it to someone but I only see myself in the drop-down list. Am I doing anything wrong?
33. I cannot view my tasks I had previously created. Is there any reason for this?


1. What is a Task List & Task?
A Task is an assignment delegated to a team member. You can group multiple Tasks within a Task List. For example, a website design project can have the following Task Lists - 'Initial Preparation', 'Design', 'Development', 'Final Review'. Each of these Task Lists could have tasks that are assigned to various people in your team.

Tasks

2. How many tasks can be added in a particular project?
There is no limit on the number of Tasks that can be added.

3. Can we assign a task to more than one team member?
A Task can be assigned to any one Team member. However, if you need to copy this Task to someone else or involve another team member on the Task, you can use the CC option to copy this Task to multiple Team members. The person assigning the Task will automatically be a part of the Task.

Assign a Task to More Than One Team Member

4. Can anyone add tasks to a project?
Yes. Anyone can assign a Task to anyone else on the same project team, as long as they are assigned to that Project.

5. Who can delete or cancel a Task?
A task can be edited or removed by the task creator as well as by the Super User/ Project Lead. A team member who has been assigned the task cannot delete the task.

6. Can we retrieve a Task once it is deleted?
No. Once a task is deleted, its permanently removed from the system.

7. Is there an email notification if the Task has been assigned to some or all team members?
Yes. The person assigning the Task, the person to who the task is assigned to, and the person(s) who have been cc'ed on the task, all get email notifications of the Task. However, the Super User can control when the email notifications are sent out (Tasks of all priorities, or only urgent Tasks etc.) from the 'Settings' tab. The Super User can also decide whether the full Task needs to be displayed in the body of the email or not.

8. How do I record time in a project?
Your projects now come with a Time Sheet. You can keep track of time by either editing a Task and adding your hours (you will see a clock symbol next to your Task name) or by going to the Time Sheet page and logging hours manually. The list of time logs can be exported to .csv file.

Add Time to Task

9. How do I edit, delete or add comments to a Task?
To keep all communication related to a task in one place, we allow people to comment on a task. Simply click on the name of the Task and you will see a range of features you can access: Edit, Mark as ongoing, Delete, Move, Add Comments, View Details.

Task Features

10. Can I move a Task from one Task List to another?
Yes, by clicking on the name of the Task and then clicking on the Move link. You can then choose which Task List you want to move your Task to.

Task Move

11. Can we turn off email notifications?
Yes. You can turn off email notifications for tasks from your settings tab.

12. Can a limited user insert a new tasklist and task?
Yes. A limited user can insert a new tasklist and task. If you are a Super User and you add a Task List, please make sure you click on the checkbox which says "Check this box to show this task list to limited users within this project.". Then, a limited user can login and add tasks to this Task List.

13. If I delete a task, does the time associated with it also get deleted from the time sheet page?
Yes, the time is also removed from the time sheet page. However, if you remove a time log associated with a task/issue from the time sheet page, the original task/issue is not deleted.

14. What are the different colored dots next to tasks and how are they set?
These are task priorities. Simply add a new task and click on the priority drop down. The red color will correspond to Urgent etc.
When you set a priority for a task, a corresponding colored dot appears next to it on the Task List page.

Task Priority

15. How do I find a complete list of all my tasks across all projects?
The My Tasks tab on the Dashboard should show you a list of all your tasks across all your projects.

16. Why can't limited users see the tasks that are assigned to them?
You need to edit the Task List and then check the option which says "show to limited user". Only then you will be able to assign tasks (under this Task List) to Limited Users.

Show to Limited User

17. Is there one place where I can see all my delegated and pending tasks?
Yes, from the 'My Tasks' link on your Dashboard. Here, you will be able to see all your pending tasks as well as tasks that you have delegated to others. You can even close your tasks from here.

View all your tasks


18. Why do I see so many tasks on the 'My Tasks' listing? I have not been assigned to all of them.
You are seeing so many tasks because the My Tasks listings also shows tasks that have been assigned to 'Anyone'.

19. How does a recurring task work?
We all undertake tasks that have to be done on a regular basis. Some are done weekly, some monthly, some even daily (For e.g. Backup the computer every week). If that's the case with you too, then you will like the new DeskAway recurring tasks feature. You can now set your tasks within your project as 'recurring'. On doing so, a new task of the same nature shall be automatically created on completion of the task with a new deadline according to the preference set by you (i.e. monthly, weekly etc.).
You can choose from the following recurring time periods - Daily, Weekly, Fortnightly, Monthly, Quarterly, Half Yearly and Yearly.

View recurring tasks


20. Can I duplicate a task?
Yes, open up the task and click on the 'Clone' link. This will duplicate the same task within the same Task List.

View tasks clone


21. Can I move a task from one project to another?
Yes, open up the task and click on the 'Copy' link. Next, choose a Task List within any of your projects to copy this task to and click on the 'Copy' button. A copy of this task will be added to the Task List of the chosen project. If a task list is not present then a new Task List will be created.

Copy tasks in new project


22. I want an easy way to add tasks. Is this option available?
Yes, with the 'Add Tasks' link at the top you can rapidly add tasks to any Project Task Lists.

Rapid add tasks


23. Can I upload files to tasks?
Very often we comment on the tasks and if necessary, we upload a relevant file in the files section. We have simplified this further. Now, you can upload files within task comments itself. This way we can associate the file with the specific task comment and not lose track of why the file was uploaded.

File upload in tasks


24. I want to move a task. However, I cannot see the Move Option for a task?
You will only see the 'Move' link for a task if there are more than one Task Lists on the page.

Move Tasks


25. I accidentally marked several of my tasks as done, when they are really not completed. Is there a way to "undo" this?
Yes, to get the list of completed Tasks please click on the "Show Completed Tasks" link under the 'Add Task' link. Click on the check box of the completed task to re-open it. It should now show up under the Task List.

Show Completed Task

Show Completed Task


26. Is there a way I can add tasks that everyone in the project can access?
Yes, there are a couple of ways to do this:
1. Assign the task to ‘Anyone’ (but then there would not be a person responsible for that task).
2. Assign the task to Mr. X and then cc the same task to all your team members.
3. Add an Open Task List. See next question.

27. What is an Open Task List and how do I create one?
By making a Task List open, all tasks under only that particular Task List becomes visible/accessible to all your team members (Super, Regular & Limited) of that project. Anyone would be able to track, close, add time, comment and upload files to an Open Task List task.
So, if you have a bunch of tasks that you want to assign to A and B but have everyone in the team know about and track their progress, go ahead and create an Open Task List and add those tasks within it.

28. Is there a way to re-order the Tasks / Task Lists?
Yes, You can re-order them :-
Go to the Task List Page, here you can see (YOU ARE IN TASK EDIT MODE. RE-ORDER TASK LISTS OR TASKS) on top right corner. By clicking on these links you can re-order them by using simple drag and drop actions.

Move TaskList


29. How can I change the status of a task to be 'ongoing'?
Click on the Task name and click on the "Mark as Ongoing" link to mark the task as ongoing. The words "Ongoing" will be listed next to the task for others to see.

Mark As Ongoing


30. Is there a way to update/re-open a completed task to in-progress?
Yes, this is possible. Go to the Task List page having the completed Tasks, click on the "Show Completed Tasks" link, click on the check box left to the Task name to reopen that task. This video might be helpful: http://screencast.com/t/NmE0ODQx

31. Is there a way we can forward emails to our task lists? If we can have a dedicated email address to forward to, then when we log into the app, we will see that email in our task list and modify/assign it as necessary.
Yes, you can add Tasks within the Task Lists in your DeskAway account via emails. This feature is called DeskMail. Learn how to use DeskMail here: http://www.deskaway.com/help/deskmail-tasks/index.php

32. I am trying to add a Task and assign it to someone but I only see myself in the drop-down list. Am I doing anything wrong?
Please check the following :
1. Are there other team members added to the project? If no, then go to the Project, click on the Team link (after the Docs link) and add the desired Team Members to the Project by clicking on the red buttons next to the names of the Team Members.
2. Is this user a Limited User? If so go to the Task List page, edit the Task List and see if you are allowing this task list to be viewable by limited users. For info about this please visit: http://www.deskaway.com/help/team/index.php

33. I cannot view my tasks I had previously created. Is there any reason for this?
If you have closed all the tasks inside a project then the closed/done task lists will not be displayed on the Task Lists page. You can find those task lists & tasks in the "COMPLETED TASK LISTS" section on the left panel of that Task Lists page.
In this case, if you want to update or add any task then please click on the required task list name from the left panel of that Task Lists page and add a new task by clicking on the "Add Task" link.
You can also add a new Task List by clicking on the "Add New Task List" button at the top left corner of the your Task Lists page.

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