Tasks application

Table of Contents

    Introduction

    Tasks are at the core of Freedcamp, which is why the Tasks application is one of our most feature-rich applications.

    • List, Kanban and Gantt views (Business and Enterprise plans).
    • Due dates, Start dates (paid plans only), Priorities, Status, Followers, Attachments and inline images, Tags, Custom Fields(Business plan).
    • One-click actions, In-line editing, Shift dates, Bulk Editing, Undo function, Bin for deleted tasks
    • Assign a task to multiple users(paid plans only)
    • Recurrences (paid plans only)
    • Copy and move tasks and task lists
    • Subtasks (available on Free and paid plans as Subtasks Pro)
    • Logically combine Tasks into lists and archive completed lists easily.
    • Use Widgets, Calendar, and Tasks Boards to see your tasks across one or multiple projects.
    • Works great with Milestones application, you can link an existing Task with a Milestone.
    • Never miss updates with custom email notifications and Notifications page right inside Freedcamp.
    • Export and import tasks to/from XLS
    • Create new tasks by email with Email In (paid plan feature)
    • Build custom reports with Data Feed Links (paid plan feature)
    • Check the status of your projects with Reports (Business and Enterprise plans)

    Please check our Add-ons for more information.

    Adding-Removing the Tasks Add-On

    By default when you create a project, the Tasks add-on is already installed together with Discussions, Calendar and Files. If you'd like to remove this add-on or manage which users have access to it, please see this documentation article.

    Getting Started

    Accessing the Tasks application

    Tasks is the default application of every project(unless you removed it), so clicking on a project will take you to the project's tasks app. You can also get there by clicking on a project's checkmark icon(✔)in the project picker, the projects board, the homepage, or a project's sidebar menu.

    Adding Tasks

    There are multiple ways to add a task to a project.

    1. The Quick-Add icon in the top menu(accessible on all pages)

    2. The Add Task Button in the top-right of the page

    3. The Add Subtask icon when you hover over a task

    4. The Quick Add field at the bottom of each task list

    In Gantt view, things work a bit differently. There's still an Add Task button in the top-right of the page, but there are also new ways to add a task.

    1. Click a task list's (...) menu and select Add Task to create a task.

    2. Click a task's (...) menu and select Add Subtask to create a subtask.

    Editing Tasks

    Quick Edit

    All task attributes visible on the tasks page can be changed or edited by clicking on them: progress status, title(double click), assignee, priority level, start and due date,  milestone linked, date completed.

    (click the image above to enhance it)

    The Edit Form

    Some attributes are not available to edit on the page(like recurrence settings or descriptions), and require opening the task's edit form.

    Bulk Edit

    Bulk editing allows you to edit the same attributes on multiple tasks at once. There's also the option to delete or add a comment(great when you want to ask for status updates from multiple users).

    Drag and drop

    The drag and drop section in the right side of the page has assignees, priority levels, and dates(which have to be set). You can drag and drop these attributes to a task to replace their current attributes.

    Deleting Tasks

    To delete a task, hover over the task, click its (...) icon and select Delete Task.

    Recovering Deleted Tasks

    You can recover deleted tasks by going to the project's Bin page.

    List, Kanban and Gantt Views

    Switching Views

    When you sign up and create your very first project, you'll be able to choose your preferred view: List, Kanban and Gantt.

    After your project has been created, you can change your view for it from the settings menu.

    Changing detail levels in Kanban

    Kanban view has 3 detail levels that you can switch between, modifying the size of the task cards.

    Expand and collapse Kanban columns

    All three Kanban columns can be expanded and collapsed by clicking on their header. Collapsing a column shrinks it, thus enlarging the remaining two columns.

    note: If all your tasks have suddenly become narrow, it means that you accidentally collapsed all three columns. You only need to click on each column’s header again to restore to the standard size.

    Assigning a Task to Multiple Users

    On the paid plans, you can assign a task to multiple users using subtasks. This can only be done when creating a task, not when editing it. Go to the Notify section(1) on the task creation form, select the users you want and click the button on the right(2). After saving the task, our system will create a subtask assigned to each user in the Notify section. The subtasks will have the same title, priority, custom fields values and start/due dates as their parent task. The task’s description and attachments will not be copied over.

    note: In order for the subtasks to be created, the users need to have a permission level above Guest and Read-Only. If you add 5 people to the Notify section: 1 Guest, 1 Read-Only, 2 Users and 1 Pro User, we will create 3 tasks, not 5.

    Task Lists

    You can logically combine Tasks into Lists and archive completed lists easily.

    1 - Task Lists 

    2 - you can collapse and expand your task lists

    In the Gantt view 

    Note: You can set percentage of completion on your tasks lists in the same way you can do it for tasks.

    Click (3) to access Task Lists option (4).

    You can also access it from the cog wheel menu (5) and (6).

    Reorder Task Lists

    There are two ways to reorder your task lists.

    (1) Click on the settings icon in the top right of the page and select Manage Task Lists.

    (2) Click on the 3-dot icon next to a task list and select Reorder Lists.

    View Archived Task Lists and their Tasks

    On your Tasks page, if you hit on the cog wheel icon, you will see “View Archived Task Lists” page.

    In archived Tasks Lists, you can unarchive task list (1) or go back to active Task Lists (2).

    Sorting, filtering, and searching will also work while you are in archived task lists view mode.

    NOTE:

    • We only allow archiving task lists, not individual tasks.

    Recurrent Tasks

    Recurring tasks (and recurring Calendar events) are only available on our paid plans. To make a task recurring, simply check the Repeat slider when creating or editing it.

    A task will be created for each recurrence. The recurrences will have the same title as the original task, and the same description, attachments, and people following it. Comments and their attachments are not copied over.

    If you'd like to edit the recurrence settings or stop the cycle, you will need to edit the original task, which has a refresh icon next to its name.

    You will be able to see the upcoming recurring tasks in the Calendar, Daily Recap, Homepage and receive an email notification for a person assigned to the new task being created.

    There are some limitations:
    - You can not create a recurrent subtask in a recurrent task
    - You can not make a task recurrent if it already has a recurrent subtask

    In order to not crowd your calendar or tasks page too much, we only create recurring tasks in advance as long as the new recurrence falls into a time interval of the next 7 calendar days from today, and no more than 1 task per day will be added.

    But if you'd like them to be created sooner, there's the option to generate the next recurrence on the page of the original recurring task.

    note: If your task has attachments, creating the recurrence will take a few minutes and you will get an email when it is created.

    Shift Dates

    You can shift the start and end dates of your tasks by clicking the 3-dot icon next to them, then selecting Shift Dates. Doing this to a task will also change the dates of its subtasks.

    You can also use the Shift Dates function on an entire task list.

    You can change your tasks to be done sooner by entering a negative value in the Days Offset field, or later by entering a positive one.

    By default this will affect both the start and the end dates, and only target not started tasks. You can change the settings by clicking on the More Options button.

    Copy/Move tasks and task lists

    You can copy/move tasks with subtasks and task lists.

    Please note that an ability to copy and move tasks and tasks lists between projects is added to all paid plans. Please start your 14 days trial on our pricing page

    Tasks cannot be copied or moved across accounts - both source and destination projects must belong to the same Freedcamp account. An account owner, project group and project administrators, as well as Pro Users (default team is Team Player), can copy and move tasks and task lists between projects. You can only see projects you can copy/move to when you do it. If some projects are not shown - you either have no permissions to copy/move to it or they belong to another Freedcamp account.

    To access copy/move for task lists - please use task lists context menu:

    To access copy/move for tasks and subtasks - please use a (sub)task context menu:

    To copy/move a task list:

    (1) - select a project. You can copy task list in the same project with the same or new name or move all tasks in a task list to another existing task list in the same project (bulk move all tasks in task list A to task list B).

    (2) - use 'More Options' to be able to copy/move to a new task list or to an existing task list in a destination project (3)

    (4) - 'Move' button will be enabled if you selected another project or task list (if you copy in the same project)

    To copy/move a task with subtasks:

    (1) - select a project. If you will keep the project name the same - you can copy a task in the same project with the same or new task title or move a task to another existing task list in the same project.

    (2) - select a task list to copy/move to

    (3) - use to copy/move to a new task list (you will be prompted to specify its name)

    (4) - use 'More Options' to be able to change task title (available for both copy and move actions)

    'Move' button will be enabled if you selected another project, task list (if you copy in the same project) or specified new task title.

    If a copied/moved task contains no files attached (including comments) it will be done instantly. In all other cases including all operations with copying/moving task lists - Freedcamp will create a background job to copy/move tasks and you will be notified when it is done by email.

    Change Task Order

    You can easily change your tasks’ order by simply hold and drag them to the order that you require. Please refer to the GIF animated file for more details.

    Sort and Filter

    The tasks application allows you to:

    1. Sort by (1) your Tasks by: Priority, Start Date, Due Date, Progress, Date Created, Date Updated, Date Completed, Alphabetical, Set Order.

    2. Filter by (2) your tasks by: Created By, Assigned To, Priority, Progress, Start Date, Due Date, Date Created, Date Updated, Date Completed, Milestone Linked, Availability, Tags.

    Saved Searches

    After applying a text search or filters, you can save that search for later use. You can also share a saved search with other project members by making it 'public'. For example: if you apply a filter to see only tasks assigned to you and save that search as ‘My Tasks’ and make it ‘public’, the team member who uses the search will see their own tasks, as the ‘Me’  in the Assigned To filter will be substituted for the person using it.

    We created one saved filter ‘Hide completed’ which replaces an option we had in our interface for you.

    Autogenerated Task Numbers

    Freedcamp can't automatically generate task numbers, but there's a workaround using a chrome extension. More info here.

    Export XLS

    You can export your tasks using our Export XLS feature. This feature works on both the Tasks page and Task Board and allows you to export all tasks or the ones you filtered by.

    Coming Soon 

    • Assigning tasks to multiple team members or teams. Please upvote here. - completed
    • Copy and move tasks and task lists in the same or another project.  - completed
    • Start date - completed 
    • Time and tasks integration. Please upvote here.
    • Add more statuses for Tasks. Please upvote here.
    • Reports (completed and part of Freedcamp Business and Enterprise plans). Check more in documentation and our recent update.