Create Tasks
Add tasks with the right owner, dates, priority, and context.
Tasks turn work into clear next actions. Create a task whenever someone needs to do something, review something, or follow up by a date.
Create a Task
- Open Productivity > Tasks or open a project and go to its tasks area.
- Select New Task or Add Task.
- Enter the task title.
- Choose the status, priority, assignee, project, and due date.
- Add a description when the task needs instructions or context.
- Add custom field values if your workspace uses them.
- Save the task.
Add Enough Context
Before saving, make sure the assignee can act without asking for basic details. Add the customer, project, file, link, description, acceptance criteria, or next step when the task is more than a simple reminder.
If the task came from a deal, ticket, document, invoice, or meeting, link it to the related record where possible so the history stays connected.
What to Enter
Title
Use a clear action phrase. Good task titles tell the assignee what to do before
they open the task.
Status
Use Pending for new work, In Progress while the assignee is working,
Completed when done, and Deferred when the task is intentionally delayed.
Priority
Use Urgent only for work that needs immediate attention. Use High for
important work, Medium for normal work, and Low for nice-to-have items.
Assignee
Assign the task to the person responsible for completing it. If nobody owns it
yet, leave it unassigned and review it later.
Unassigned tasks are easy to miss. If you leave a task unassigned, add it to a review queue or assign an owner before the next team review.
Project
Attach the task to a project when it belongs to a larger effort. This keeps
tasks, time entries, and project reporting connected.
Due Date
Use a due date when the work has a deadline or should appear in date-based task
views.
Use realistic dates. A due date should mean the team expects action by that day, not just an approximate reminder with no owner.
Estimated Hours
Use estimated hours when the team wants to compare planned work with tracked
time.
Milestone
Mark a task as a milestone when it represents a major checkpoint instead of a
normal work item.
Create Several Similar Tasks
Use the create-more option when you are entering a batch of related tasks. It keeps helpful choices such as assignee, project, status, or priority so you can enter the next title quickly.
After creating a batch, open the task list filtered by project or assignee and spot-check priority, due date, status, and descriptions. Batch entry is fast, but repeated mistakes are harder to clean up later.
Create Tasks From Other Work
When a task comes from a deal, ticket, form submission, invoice, document, or meeting, include that source in the task description or linked record. The assignee should be able to open the task and understand what triggered it, what customer or project it belongs to, and what done means.
If the task is a follow-up from a customer conversation, add the next customer
action and deadline. Avoid vague titles such as Follow up without the customer
name, record, or expected outcome.
Avoid Task Clutter
Do not create a task for information that belongs in a note, comment, or file. Tasks should represent an action with an owner or review path. Close, merge, or defer stale tasks during reviews so boards and reports continue to show real work.