Add a Task

The Tasks tool enables you to track and manage action items throughout your construction project's lifespan. Using this tool, you can create tasks with due dates and assign them to one or more project users to ensure accountability.

• Required User Permissions:

  • See Tasks - User Permissions.

• Additional Information:

  • Overdue notification summary emails are sent daily to the task assignee(s) if a task is past due and remains in Initiated or In Progress status.

  • Overdue emails are not sent for tasks in Closed, Void, or Ready for Review status.

1. Navigate to the project's Tasks tool.

2. Click Create.

3. Enter the following information:
   Note: Fields with an asterisk (*) are mandatory.

   • # (Number)*: Enter a number for the task.
     Note: The system assigns numbers to tasks in sequential order and duplicate numbers are NOT permitted.

   • Title*: Enter a descriptive title for the task.

   • Status: Select one of the available statuses.

     • Initiated: Indicates the task has been created. This is the default status.

     • In Progress: Indicates work on the task has started.

     • Ready for Review: Indicates the task is complete and ready for review.

     • Closed: Indicates the task and review of the work has been successfully completed.

     • Void: Indicates the task has been voided.

   • Assignee(s): Select one or more project users from the drop-down menu, or select None if there is no assignee.

   • Due Date: Enter or select a date from the calendar for the task to be due.
     Note: The Due Date field is automatically populated based on the default number of days specified on the Tasks tool's Configure Settings page. The due date also respects which days are set as 'working days' for the project. See Configure Advanced Settings: Tasks and Set Project Working Days.

   • Distribution List. Add users with 'Read-Only level permission or higher to the Task's distribution list.

   • Category: Select a predefined category associated with the task.
     Note: Task categories are managed at the company level. See Add Task Categories.

   • Description: Type a brief summary describing the task.

   • Attachments: Click Attach File(s) or use a drag-and-drop operation to attach files to the task.

   • Private: Place a checkmark in this box to make the task private.
     Note: Private tasks are only visible to the task's creator, assignee(s), and users with 'Admin' level permission on the project's Tasks tool.

4. Click Add.
   A banner appears to indicate the task has been created, and your new task is visible in the table on the Task List page.
   Note: The task also becomes visible on each assignee's My Open Items page in the Company level Portfolio tool and the Project level Home page.

5. On the Task List page, click Send Mine or Send All in the banner to send a digest email to the creators. Users on the distribution list will receive this email based on their email notification settings.

   1. Send Mine: When this option is clicked, the Tasks tool sends email notifications for the tasks you created.

   2. Send All: When this option is clicked, the Tasks tool sends notification emails for all tasks, even if you are not their creator. Coordinate with other team members to ensure that all tasks are ready to be sent.
      
      When you click either Send Mine or Send All, both the Change History page and the corresponding email notification display the Date Notified for the tasks.
      Note:

      • Assignees can only send tasks they created.

      • To see the banner, a task must have at least one assignee.