Overview
Keep track of work, assign it and follow it up with views, boards and a calendar
Last updated on
With the task system you keep track of what needs to be done in your park and by whom. A task can have a deadline, a reminder, one or more assigned colleagues or groups, labels, attachments, subtasks, time spent and linked customers, terrains, invoices, reservations, meters, conversations or bank transactions.
You look at tasks through views. A view is a saved way of looking at your tasks, for example Open tasks, My tasks or Maintenance. Each view appears as a tab at the top of the page.
Where to find tasks
- Tasks in the side menu: the main page with all your views
- Dashboard: the card Tasks for you shows the tasks assigned to you, or your favourite view
- Customers > [customer] > Tasks: all tasks linked to a customer
- Open tasks: a block on the page of a customer, reservation, invoice, terrain and meter
At the top are the views as tabs. Below them are the search bar and the filters, and on the right the buttons Display, Follow and share. Below that you see the tasks, here as a board per status. Hover over the ℹ markers for an explanation.
How does it all fit together?
A task is one thing, and views are ways of looking at tasks. Tasks are created by colleagues or by automations. An automation can also wait for a task.
- If you put a task in a view, nothing changes about the task itself. Only the view gets it added.
- A filtered view does not take tasks out: they appear or disappear by themselves as they do or do not match the filters.
- A task that an automation creates is an ordinary task. If it has choice buttons (step Ask for a decision), the automation waits until someone chooses a button. See Tasks with choice buttons and Tasks in automations.
Getting started
- Open Tasks in the side menu
- Click New view. Fill in a Name and choose what you want under Visibility, Contents, Columns and Start with. Then click New view at the bottom of the dialog
- At the top of a column, click New task, give the task a name and click Create
- Click a task to open its details: status, priority, deadline, assigned colleagues and more
- Tick the box on the left of a task as soon as it is done
Without views of your own, you can always fall back on the built-in view All, which shows all tasks you are allowed to see. Filters saved on All apply to the whole organisation.
Statuses
| Status | Meaning |
|---|---|
| Pending | The task is planned but work has not started yet |
| In Progress | The task is being actively worked on |
| Waiting for reply | You can only continue when someone else, such as a customer or supplier, has done or answered something |
| Completed | The task is finished |
This is what the same kind of task looks like before and after ticking it off. Above is an open task, below a completed one: the title is struck through and the status is Completed.
A completed task sinks to the bottom in a manually sorted list or column. If you set a parent task to Completed, the open subtasks are completed too. If you then reopen the task, the subtasks stay completed.
A view can hide completed tasks after a while, see Hiding completed tasks.
Priorities
A task has the priority Low, Medium, High or Urgent.
Sections
Views
Create, share, duplicate and follow lists and filtered views
Table, board and calendar
Choose how your tasks are shown, group and sort
Filtering
Find tasks by status, deadline, customer, linked item and more
Task details
Everything you can record in a task, from subtasks and time spent to printing
Private tasks
Who sees a task depends on the views it is in
Labels
Manage labels and have a deadline set automatically
Notifications
Reminders, deadlines and the daily digest of a view
Share tasks
Create a read-only page or a calendar subscription
Tasks on other pages
Create tasks from customers, invoices, conversations and more
Good to know
- There are no separate permissions for tasks. Anyone who works in Tillor can create and edit tasks. Which tasks you get to see depends on the views they are in. See Private tasks
- A new task can have up to 50 subtasks. Subtasks have only one level
- If you set a task to Completed, the open subtasks are completed too
- Anyone who follows a view gets a summary every morning at 07:00, with at most 15 tasks per list
- A running timer pauses after ten minutes without mouse or keyboard activity
- A label with a Deadline target (days) automatically gives tasks without a deadline a deadline
- A task you delete cannot be restored
Terms
- Task: a job you keep track of, with status, priority, deadline and optionally assigned colleagues
- View: a tab on the tasks page with its own way of showing tasks, see Views
- List: a view that only shows tasks you add to it yourself
- Filtered view: a view that shows every task that matches the filters
- Subtask: a part of a task, as a checklist
- Blocker: a task that must be finished before another task can start
- Workflow: the user in whose name an automation creates tasks
More terms are in the glossary.