Tasks
Plan, assign, discuss, and complete work.
Tasks are the smallest tracked unit of work in Productivity.
Open Tasks
- Open Productivity.
- Go to Tasks.
- Choose the view that fits the work: table, list, grouped list, board, card, or calendar where available.
Task Fields
Use title, description, assignee, project, status, priority, labels, due date, comments, dependencies, and tracked time to make the task clear.
Tasks can be assigned to a teammate or an active AI worker when your workspace uses AI Workers.
Good tasks have one clear outcome. If a task contains several unrelated actions, split it into smaller tasks so status, owner, due date, and comments stay clear.
Boards and Views
Use boards for visual status management and saved views for repeatable filters, such as due today, assigned to me, overdue, or unassigned.
Choose the view for the review job. Table view is better for cleanup and bulk changes; board view is better for status movement; calendar view is better for deadline review.
Common Task Actions
- Create a task from scratch.
- Apply a task template.
- Import tasks.
- Open a task detail sheet.
- Update status, priority, assignee, project, and due date.
- Add comments and mention teammates.
- Start or stop a timer from the task.
- Review task time entries.
- Delete a task when it should no longer be tracked.
Create A Task
Use New task when work needs an owner, due date, status, or discussion thread. Choose a clear title first, then add the project, customer, assignee, priority, status, and due date before saving.
Add enough description for the assignee to start without asking where the request came from. If the task comes from a customer conversation, invoice, ticket, deal, document, or internal meeting, include that context in the description or link the related record where available.
After saving, reopen the task detail sheet and confirm the task appears in the right project, board column, assignee view, and due-date view. This catches most task setup mistakes before the work is discussed in a meeting.
Create Useful Tasks
When creating a task, include:
- a specific title that starts with the action
- the project or customer context when relevant
- one accountable assignee
- a realistic due date
- a priority that reflects business impact, not personal preference
- enough description for someone else to finish the work
- dependencies when another task must happen first
Use comments for discussion and status updates. Use the description for the current instructions the assignee should follow.
Assign And Reassign Work
Assign one accountable owner whenever possible. If several people need to contribute, mention them in comments or split the work into separate tasks so each person has a clear next action.
When reassigning a task, add a short comment explaining why ownership changed and what the new owner should do next. This keeps the task history useful during project review and prevents silent handoffs.
If a task belongs to an inactive teammate, reassign it before relying on project or workload reports. Stale assignments can make a project look blocked even when the team has capacity to continue.
When to Use Each View
- Table: Best for bulk review and exact fields.
- Kanban board: Best for moving work through statuses.
- Grouped list: Best for reviewing by project, assignee, priority, or status.
- Calendar: Best for due dates and schedule review.
- Card view: Best for scanning work with more visual separation.
Review Task Health
Use saved views or filters to review:
- overdue tasks
- unassigned tasks
- blocked tasks with dependencies
- high-priority tasks without due dates
- tasks assigned to inactive teammates
- tasks with time tracked but no status movement
Clean these up before project reviews so the project status reflects real work, not stale task data.
Close Or Delete Tasks
Mark a task complete when the work was actually finished and no follow-up is needed. If the work changed direction, update the title or description before closing so future reviewers understand what was completed.
Delete only test tasks, accidental duplicates, or tasks that should never have been tracked. For real work that was cancelled, close it with a comment instead so the project history still explains why the work disappeared.
Task Review Rhythm
Teams should review tasks on a predictable cadence. Daily review works for operations and support; weekly review may be enough for project planning. During review, close completed work, reassign stale work, update due dates, and split large tasks that have stopped moving.