Creating and Managing Tasks
🎯 Why This Matters
Your task list is the heart of Task Management. Learning to create, organize, and manage tasks efficiently means less time on admin and more time getting work done. This guide covers:
- Create tasks quickly - Manual creation with all the options you need
- Find tasks fast - Powerful filtering and sorting
- Stay on top of status - Move tasks through the workflow
- Work in bulk - Update multiple tasks at once
🚀 The Tasks View
Your command center for all task work - see everything, find anything, act fast.
Here's what you'll see:
- Task List - All tasks displayed in a grid with sortable columns
- Filter Bar - Quick filters for status, priority, assignee, and more
- Action Buttons - Create new tasks, bulk update, and other actions
- Task Sidebar - Detailed view when you select a task
📝 Creating a New Task
Capture exactly what needs to be done in seconds - no complex forms, just the essentials.
- Click + New Task - The button is at the top of the task list
- Enter a title - Be specific: "Clean extraction equipment" is better than "Cleaning"
- Add a description - Include any details the assignee needs to complete the work
- Set the due date - When does this need to be finished?
- Choose priority - High, Medium, or Low
- Link resources (optional) - Connect to a location, equipment, order, or inventory item
- Save - Your task is created with status "Open"
💡 Quick Tip
Need to create many similar tasks? Use Task Templates to save time, or try the AI Task Planner to generate tasks from a description.
✏️ Editing Tasks
Update any task detail instantly - changes save automatically as you work.
Click any task to open it in the sidebar, where you can edit all fields.
What you can change:
- Title and description
- Due date and priority
- Status (following the workflow)
- Assigned users
- Linked resources
- Tags for categorization
Changes save automatically as you make them.
🔍 Finding Tasks
Cut through the noise - powerful filters and search help you find any task in seconds.
Quick Filters
- My Assigned Tasks - Show only tasks assigned to you
- Status - Filter by Open, Assigned, In Progress, Pending Approval, or Closed
- Priority - Show only High, Medium, or Low priority tasks
- Due Date - Filter by overdue, due today, due this week
Sorting
Click any column header to sort by that field. Click again to reverse the order. Common sorts:
- Due Date - See what's coming up next
- Priority - High priority tasks first
- Status - Group by workflow stage
- Hierarchical - Show parent tasks with their subtasks grouped together
Search
Use the search box to find tasks by title or description. Search looks for matches anywhere in the text.
📊 Understanding Task Status
Know exactly where every task stands - status tells you what's done, what's in progress, and what's waiting.
Tasks move through a defined workflow. Here's what each status means and when to use it:
| Status | What It Means | When to Use |
| Open | Task exists but no one is assigned | New tasks before assignment |
| Assigned | Someone is responsible for this task | After assigning team members |
| In Progress | Work has started | When you begin working on a task |
| Pending Approval | Work is done, needs review | When you mark a task complete |
| Closed | Task is finished and approved | After supervisor approval |
Moving Tasks Through the Workflow
- Select a task to open the sidebar
- Find the Status dropdown
- Select the next appropriate status
- For completion, click Mark Complete to move to Pending Approval
⚠️ Note
Once a task is Closed, it cannot be reopened. Make sure work is truly complete before closing.
⚡ Bulk Operations
Update dozens of tasks in one click - no more tedious one-by-one changes.
- Select tasks - Check the boxes next to tasks you want to update
- Click Bulk Update - Opens the bulk action dialog
- Choose what to change - Assign to user, change status, update priority
- Apply - All selected tasks are updated at once
Common bulk operations:
- Assign multiple tasks to one team member
- Change priority on a group of tasks
- Update status for completed work
✨ Tips for Task Management
- Be specific with titles - "Clean Room A extraction equipment after batch #1234" beats "Cleaning"
- Set realistic due dates - Overdue tasks lose urgency if everything is always late
- Use priorities consistently - If everything is High priority, nothing is
- Link to resources - Connecting tasks to equipment or locations helps with reporting
- Check My Assigned Tasks daily - Stay on top of your personal workload