Private tasks
How the views a task is in determine who gets to see it
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A task is private if it is only in personal views. You do not need to set anything up for that: the views a task is in determine who sees it.
The rules
| Where the task is | Who sees it |
|---|---|
| In no view at all | All users of the organisation |
| In at least one view that is Public | All users of the organisation |
| Only in personal views (Only you or Shared) | The creator of the task, the assigned colleagues and groups, and the owner and the chosen people and groups of those views |
Subtasks follow their parent task. A task you are not allowed to see appears nowhere: not in lists, search results, filters, the dashboard, on a customer, in the calendar or in notifications, and you cannot open it via a link either.
Example
Jan creates the personal view My ideas with visibility Only you. He adds the task Request quote for new barrier to that list.
- Only Jan sees the task. His colleagues do not see it anywhere
- Jan assigns the task to Piet. Now Piet sees the task too, even though he has never seen Jan's view
- Jan shares My ideas with Els (Shared). Now Els sees the task too
- Jan adds the task to the view Maintenance, which is Public. From now on the whole team sees the task
- If Jan removes the task from Maintenance again, and it is in no other public view, it is private again
Had Jan put the task in no view at all, everyone would have seen it.
Who decides the visibility of a view
Only the owner of a personal view can change who the view is shared with, or make it Public. A colleague you share the view with can edit tasks in the view, but cannot change the visibility and cannot delete the view either. See Views.
Adding a private task to a public view makes it visible to everyone. Tillor asks you to confirm that first with Make this task public?. You can then choose Keep private or Make public. The same question appears if you remove the task from its last public view. If you make a personal view that contains tasks Public, those tasks become visible to everyone without a separate question.
Tips
- If you want to hand over a private task, assign it to a colleague or share the view with that colleague
- A task counts as "in a view" as soon as you add it to a list or put it in a custom column of the view. Merely showing it through a filter does not make it part of the view
- Notifications about a private task, such as a deadline, only go to people who are allowed to see the task