Create Tasks

To create and track tasks.

To create a task, go to the project where you want to create the task and click the Create button. Create a new task on the Add Task form.

Task Details

Task Name

The task must have a name. You can leave other options blank or add details.

Task Description

Here, you can write what kind of result you want to get at the end of the task or you can inform the assignees about the task.

Priority

Priority of tasks change from Very High to Very Low in 5 categories. The priority is used to order tasks that do not have a due date.

Dates

Start Date: The date the task should begin.

Deadline: The date the task should be done.

Adding dates are optional. It is recommended to set it like this:

  1. Leave the date ​​blank if the task's deadline is unknown, or if you're doing the task regardless of date, or if you haven't decided to do it yet or want to add it as an idea only.

  2. Just put a deadline, if only the deadline of the task is important or it doesn't matter when to start.

  3. If you want to see assignees' schedule and which days are busy, put both dates.

The deadline is also used to sort tasks on the Tasks page and on the Home Page.

Assignees

Add assignees to the task. You can add non-project members to tasks so you can work with other teams in the organization together. However, you cannot add members who have not been added to the organization account. To learn how to invite members to the organization, visit the Organization Settings page.

If it is not clear who will do the task yet, you do not have to add an assignee to the task.

Tags

It is used to group tasks into topics and make them more visible. You can also create a new tag while creating a task, or you can choose from created ones. For detailed information about tags, see the Project Settings page.

Estimated Time

This field is for add estimated task duration to the task. Estimated Time field is not added on the create task form by default, so if you want to add it, go to the Project Settings.

Additional Task Form Fields

In Cubicl, you can add additional fields to task create form. You can add these fields in types such as short text, long text, number, date, date and time and option list. For instance, in the picture above, "ID" field had been added. To learn how to add those fields, you should visit the Project Settings page. In the Create New Field section, type the field name and select its type. Click the Add+ button and it will be saved in the task form.

In the Created Fields section, the fields you have previously added are listed. From here you can update and delete fields. Your additional task fields are listed in the right corner of the task detail page. You can type values ​​to these fields in the task form according to the type of field you selected.

Task Owner

The person who creates a task is its owner.

After creating a task, if you do not want to receive notifications related to that task, you can change the creator from the task editing page.

Add Files to a Task

You can attach files from your computer, Google Drive and Dropbox to the task. In order to upload files from Google Drive, you need to give permission.

NOTE: Files cannot be added again in recurring tasks.

NOTE: Files that you add to the task are not uploaded to the project's files page.

Steps

You can add steps to tasks to track task progress in detail. You will be notified as the steps are completed. Also, steps are used to calculate the percentage of progress for tasks.

For a task, you choose one of 2 step options:

1. Steps

Steps are added to the task as items. Assignees check the steps they have completed. You can add a description, progress bar, substep and assignees to steps as well as tasks.

The steps have a hierarchical structure. Therefore, steps can also have their own sub-steps.

You can add steps to tasks from the edit form or task detail. In order to use this feature, click a task. Click the box that says "Add new step..." under the "Task Steps" title. After typing the name of the task step and click on enter, your step will be saved. To update the task step, just click the pencil icon and edit the step, then click the green tick icon.

Number and Depth of Substeps

One of the problems you will encounter when creating a task is how extensive it will be. For example, if you keep the scope of a task too broad, it will contain many steps. This task may take a long time to complete and you may not be able to track it properly.

If you keep the scope too narrow, you create too many small tasks. In this case, the tasks alone may not give enough idea about the work to be done. You also need to keep track of tasks that are related to each other.

You will understand which is suitable for you as you create tasks with steps. However, you can consider:

  • If the task alone doesn't make sense, or if there is an obvious need for other tasks to define, you can create them as steps under a single task.

  • If a person has to follow a few specific steps to get a task done and it's pretty repetitive, you can create it as a single task.

  • If the task you're creating has many steps, you need to define individual assignees for most of the steps, you can create this task as separate tasks if the assignees don't need to work together to complete the task.

2. Progress Bar

A progress bar is placed on the task without step items. It looks like this in the interface:

You can use the progress bar for 2 purposes:

  1. To keep track of a certain number of tasks that need to be done. For example, if a product needs to be made 10, the progress bar value is selected as 10. The progress bar is updated for manufactured products.

  2. To show task progress as a percentage. For example, you can separate progress into 10 pieces. So, 1 progress on the task means 10% of the task is completed.

Substep, Subtask and Workflow Differences

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Actions That Can Be Taken While Creating

Task name

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Adding Assignee

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Changing the Priority

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Adding a Description

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Start Date and Deadline

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Attaching Files

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Adding Tags

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Adding Client

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Adding Estimated Time

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Adding Additional Field

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Adding a Substep

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Adding a Progress Bar

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Making the Task Recurrent

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Making the Task Private

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Creating in a Different Project from Main Task

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Actions That Can Be Taken After Creating

Editing Actions Above

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State Tracking (Pending, Active etc.)

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Archiving

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Getting & Adding Followers

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Deleting

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Making it the Main Task

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Creating an Activity Log

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Posting

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Time Tracking

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Adding Reminders

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Changing the Project

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NOTE: Once Workflow stages are added to the tasks, they will be added to the task like subtasks. For this reason, they can be edited like tasks after creating it.

Purposes of Use:

Substep: For dividing tasks into small steps or to creating a checklist for the task. Unlike subtasks, no activity record is created under the subtask. You have to write down your activities related to the sub-step to the task.

Subtask: For dividing large tasks into subtasks. Actions can be taken in subtasks as normal tasks. You can create a new subtask to a main task, or you can add an existing task as a subtask.

Workflow: When creating workflow stages, only the name of the task, its description, which project it will be in, and its assignees can be selected. And when it is added to the task, it is created as a subtask in the main task. This is previously saved as a template and added to the tasks as a workflow. For this reason, this is for tasks that have similar processes, repeating stages. You can edit this information you added from the task form after the workflow is created as a task.

Recurring Tasks

For recurring tasks, you can create a task once and make it repeat. When the time comes, a new copy of the original task will be created and notifications will be sent to assignees and followers of the task.

Repetition Period

Tasks can repeat on a daily, weekly, and monthly basis. For weekly recurring tasks, you can select more than one day of the week. The task repeats each week on selected days of the week.

Repetition Condition

You have 2 options:

  1. After the deadline of the current task: The new task is created regularly, even if the current task is not completed.

  2. After the current task is completed: The new task is not created until the current task is completed. A task delay prevents the creation of new tasks on a regular basis.

Repetition Limit

You have 3 options:

  1. Always repeats: The task always repeats until you end it.

  2. Repeats until a certain date: The task repeats until the date you select.

  3. It repeats a given number of times: After repeating the task as many times as you have chosen, its repetition ends.

Other Task Features

Private Task

If you want to make the task private, you can use other tab. When you make the task private, only the creator and assignees can see it.

Adding Workflow to a Task

If you want to add a workflow to the task, you can select a workflow. However, it is only added to new tasks. For more detailed information, check the Workflows page.

The tasks you create can be seen on the project's tasks page. Visit the project's tasks page for more detailed information.

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