Summary: This guide explains how to manage tasks efficiently using the task cards and detailed task panels in the system.

Task Card Basics

Viewing Task Information

Each task card in the board view displays:

• Task name
• Progress bar showing completion percentage
• Start date information
• Assigned team members (with profile pictures)

Interacting with Task Cards

1. Drag and Drop: Move tasks between status columns by dragging the card
2. Click: Open the detailed task panel to view all information
3. Hover: Shows additional task details and makes the card more prominent

Understanding Task Card Elements

• Subtask indicator: An inward-pointing arrows icon indicates this is a subtask
• Progress bar: Visual representation of the task’s completion percentage
• Assignment avatars: Shows up to 3 assigned team members (with “+X” for additional people)

Task Details Panel

Opening the Task Details Panel

1. Click on any task card to open its details panel
2. The panel slides in from the right side of the screen

Navigating the Panel Tabs

The task details panel has several tabs:

1. Basic Details: General task information and settings
2. Structure Details: Custom fields defined by the task type
3. Workflow: Sequential steps required for task completion
4. Team Roles: Role-based assignments for team members
5. Activity: History of all actions and comments on the task

Managing Task Information

Editing Basic Task Information

1. Task Name:
   • Click the pencil icon next to the task name
   • Edit the text and click outside the field to save
2. Description:
   • Click the pencil icon next to the description
   • Enter or modify the description text
   • Click outside the field to save
3. Status:
   • Click on the status badge (e.g., “Not Started”, “In Progress”)
   • Select the appropriate status from the dropdown menu
4. Priority:
   • Click on the priority badge (e.g., “Low”, “Medium”, “High”)
   • Select the appropriate priority from the dropdown menu
5. Tags:
   • Click in the tags field
   • Type tag text and press Enter to add
   • Click the X on a tag to remove it

Managing Dates and Progress

In the Basic Details tab:

1. Start Date:
   • Click the date field to open a date picker
   • Select the start date for the task
2. Due Date:
   • Click the date field to open a date picker
   • Select the due date for the task
3. Completion Percentage:
   • Use the slider or enter a numeric value
   • The progress bar updates automatically
4. Time Tracking:
   • Update the estimated effort in hours
   • Record actual time spent on the task

Working with Task Structure

Custom Fields

In the Structure Details tab:

1. Navigate to the Structure Details tab
2. Fill in custom fields specific to the task type:
   • Text fields: Click and type
   • Number fields: Enter numeric values
   • Date fields: Click to open date picker
   • Select fields: Choose from dropdown options
   • Checkboxes: Click to toggle
   • Multi-select fields: Choose multiple options

Managing Multi-User Fields

1. Click on the “Manage” button next to a person field
2. In the selection modal:
   • Select users to add them
   • Deselect users to remove them
   • Click “Save” to confirm changes

Managing Organization Units

1. Click on the “Manage” button next to an organization field
2. In the selection modal:
   • Select organization units to add them
   • Deselect organization units to remove them
   • Click “Save” to confirm changes

Working with Workflow Steps

Completing Workflow Steps

In the Workflow tab:

1. Review the sequence of required steps
2. Click “Complete” on the current active step
3. The system automatically advances to the next step
4. The task completion percentage updates based on workflow progress

Reverting Workflow Steps

If a step was marked as complete by mistake:

1. Navigate to the Workflow tab
2. Click “Revert Last Step”
3. The most recently completed step will be marked as incomplete
4. The task completion percentage adjusts accordingly

Managing Team Roles

Assigning Team Members to Roles

In the Team Roles tab:

1. View the defined roles for the task
2. Click “Add Member” next to a role
3. Select team members to assign them to the role
4. Click “Save” to confirm assignments

Removing Team Members from Roles

1. Navigate to the Team Roles tab
2. Find the team member you want to remove
3. Click the remove (X) button next to their name
4. Confirm the removal if prompted

Tracking Activity and History

Viewing Activity History

In the Activity tab:

1. Scroll through the chronological list of actions and comments
2. Each activity entry shows:
   • The action performed
   • Who performed it
   • When it occurred
   • Additional details relevant to the action

Types of Activities Tracked

The activity history tracks:

• Field updates (name, description, status, etc.)
• Workflow step completion
• Role assignments
• Team member additions/removals
• Priority and status changes
• Comment additions
• Subtask creation
• Tag changes

Working with Subtasks

Creating Subtasks

1. In the Basic Details tab, click “Add Subtask”
2. Fill in the subtask details:
   • Name
   • Description
   • Due date (optional)
   • Priority (optional)
   • Assignees (optional)
3. Click “Create” to add the subtask

Managing Subtasks

1. Subtasks appear in the Basic Details tab under the parent task
2. Click on a subtask to open its details panel
3. Manage subtasks using the same workflow as parent tasks
4. Completing all subtasks can automatically update the parent task’s progress

Collaboration Features

Messaging and Chat Area

Each task includes a real-time collaboration area where team members can:

1. Post comments and updates
2. Share files and media
3. Track activities
4. Log time spent
5. Receive real-time notifications of changes

Viewing Messages

1. The chat area displays messages in chronological order, grouped by date
2. Each message shows:
   • Sender’s name and profile picture
   • Timestamp
   • Message content
   • Activity status (online/offline)
   • Any reactions or replies

Sending Messages

1. Type your message in the text area at the bottom of the chat
2. Press Enter to send or click the paper airplane icon
3. To format your message, you can:
   • Use Shift+Enter for line breaks
   • Include emojis and mentions

Response Types

The system supports various response types to enhance collaboration:

Text Comments

1. Simple text messages for general communication
2. Supports mentions using “@” followed by a username
3. Visible to all task participants

Status Updates

1. Click the status update icon in the quick actions menu
2. Select the new status from the dropdown
3. Optionally add a comment explaining the status change
4. The change will be recorded in the activity timeline with before/after status

Priority Updates

1. Click the priority update icon in the quick actions menu
2. Select the new priority level from the dropdown
3. Optionally add a comment explaining the priority change
4. The change will be recorded with visual indicators showing the change

Time Entries

1. Click the clock icon in the quick actions menu
2. Enter the hours and minutes spent on the task
3. Add a description of the work completed
4. Submit to log the time against the task
5. The system automatically updates the total time spent on the task

Image Uploads

1. Click the photo icon
2. Select one or more images to upload
3. Add an optional caption
4. Images appear as thumbnails that can be clicked to open a gallery view

Document Links

1. Click the document icon
2. Upload a document or paste a link to an existing document
3. Add an optional comment about the document
4. Documents display as clickable links with preview information

Audio Recordings

1. Click the microphone icon
2. Record your audio message (speaking notes, verbal explanations, etc.)
3. Click stop when finished
4. Review before sending or discard and re-record
5. Audio messages appear with playback controls

Replying to Messages

1. Hover over a message and click the reply icon
2. Type your reply in the text area
3. The reply will be linked to the original message with a visual indicator
4. Users can click to see the original message for context

Reactions and Emojis

1. Hover over a message and click the reaction icon
2. Select an emoji reaction from the popup menu
3. Your reaction will be added to the message
4. Multiple users can add the same reaction (with a count shown)
5. Click your reaction again to remove it

Real-Time Collaboration

Active Participants

1. See who is currently viewing the task with online indicators
2. Green dot indicators show active users
3. Active participants list is updated in real-time

Typing Indicators

1. When someone is typing a message, a “typing indicator” appears at the bottom of the chat
2. Shows “[Name] is typing…” or “[Multiple people are typing…]”
3. Disappears when typing stops

Message Status

1. Message delivery status is tracked:
   • Checkmark: Message delivered to server
   • Double checkmark: Message seen by at least one recipient
2. Hover over the status indicator to see who has seen the message
3. See exact delivery and read timestamps

Live Updates

1. All changes to the task appear in real-time without refreshing
2. New comments, status changes, assignments and file uploads appear instantly
3. All connected users see the same up-to-date information

Notifications

• The system shows notifications when:
  • You’re assigned to a task
  • A task’s status changes
  • A due date is approaching
  • Someone comments on a task you’re involved with

Time Tracking and Reporting

Logging Time

1. Click the clock icon in the quick actions menu
2. Enter the number of hours and minutes spent
3. Add a description of the work completed
4. Submit the time entry

Viewing Time Logs

1. All time entries appear in the chat timeline
2. Each entry shows:
   • Who logged the time
   • How much time was logged
   • Description of work completed
   • Date and time of the entry

Time Summaries

1. The total time spent is displayed in the task details section
2. Time is automatically summed from all time entries
3. Time can be viewed by:
   • Total for the task
   • By user
   • By date range

Tips for Effective Collaboration

Best Practices for Task Communication

1. Use status updates to keep everyone informed of progress
2. Upload relevant images or documents directly to the task
3. Use audio recordings for complex explanations that are difficult to type
4. Tag specific team members using @ mentions when you need their attention
5. Use reactions to acknowledge messages without cluttering the chat

Efficient Time Logging

1. Log time immediately after completing work
2. Include specific details in the description
3. Break down time entries by subtask or activity type
4. Use consistent descriptions for similar activities

Organizing Task Discussions

1. Keep messages concise and focused on the task
2. Use replies to maintain conversation threads
3. Upload relevant files directly to keep everything in one place
4. Use reactions instead of short acknowledgment messages

Efficiency Tips

1. Use drag and drop to quickly move tasks between status columns
2. Update status directly from the task card for quick changes
3. Use workflow steps for complex tasks that follow a defined process
4. Check the activity tab to see recent changes before making updates
5. Use tags to categorize and later filter tasks
6. Create subtasks to break down complex work into manageable pieces
7. Monitor the progress bar for a quick visual indicator of task completion
8. Use reactions instead of sending short acknowledgment messages