⏳  The new tasks List view is in early release for all Teamwork.com accounts.

What
Create tasks from a project's List view. Tasks are for individual to-do items. They're also how you track data related to work, like: who is responsible for getting something done, when, how long it's taken, etc..
Why
  • Track and add key work data to increase visibility and streamline processes.
  • Capture all work to get a clear picture of what you (or your team) need to get done.
Who
  • Site admins can create, view, and manage all tasks on all projects.
  • Project admins can create, view, and manage all tasks on projects they're an admin on.
  • Standard users and client users with the project permission:
    • View tasks (grants users view-only access to the project's task-based views: List, Table, Board, Gantt)
    • Add tasks (allows users to create new tasks, edit tasks they create or are assigned to, and edit unassigned tasks)
    • Edit all tasks (allows users to edit tasks assigned to other users)
When
Create a new task for each piece of work required on your project.
  • Example: Create a task named "Generate client contract" and assign it to the client manager.
  • Example: On a project for launching a new brand campaign, create tasks for each item necessary to carry out the campaign.
What
Create tasks from a project's List view. Tasks are for individual to-do items. They're also how you track data related to work, like: who is responsible for getting something done, when, how long it's taken, etc..
Why
  • Track and add key work data to increase visibility and streamline processes.
  • Capture all work to get a clear picture of what you (or your team) need to get done.
Who
  • Site admins can create, view, and manage all tasks on all projects.
  • Project admins can create, view, and manage all tasks on projects they're an admin on.
  • Standard users and client users with the project permission:
    • View tasks (grants users view-only access to the project's task-based views: List, Table, Board, Gantt)
    • Add tasks (allows users to create new tasks, edit tasks they create or are assigned to, and edit unassigned tasks)
    • Edit all tasks (allows users to edit tasks assigned to other users)
When
Create a new task for each piece of work required on your project.
  • Example: Create a task named "Generate client contract" and assign it to the client manager.
  • Example: On a project for launching a new brand campaign, create tasks for each item necessary to carry out the campaign.

Before you start

To use the List view, the List feature must be turned on in a project's settings.

We're currently rolling out a List view redesign. You might see a New List View toggle option in List view's top right to switch between versions. Toggle aside, know which version you're using by checking the task properties:

  • Legacy List view: When you hover over a task, individual task property icons appear directly on the task's right. If this is what you see, switch to our legacy List view page.

 
  • New List view: When you hover over a task, a floating action toolbar appears on the task row's far right. If this is what you see, keep reading this page.



Create a task

  1. Click Jump to in Teamwork.com.com's main navigation menu.
  2. Search for and select a project.
  3. Select List from the project's navigation menu. The List tab might be under the More... option.
  4. Select a task list from the left navigation menu. If you're using the All Lists view, scroll to the relevant list.
  5. Click Add a task at the bottom of the list.
    💡 You can also click the + on the task list name's right to create a task. 
  6. Type the task's name.

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  7. Use the quick add icons (detailed in the table below) on the task's right to set properties such as assignee or dates.

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    Icon
    		Property
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    Assign the task: Select the user icon on the task's left to open the people picker, then click the + on a person's right to assign them to the task.
    • When multiple people are selected, an additional checkbox option to Create a task for each assignee is shown. Leaving this unchecked creates a single task with multiple assignees. 
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    Set task dates: Click the calendar icon to open the date picker.
    • Due date: Select a date to populate the Due date field. Use the arrows at the top to toggle between months. Use the options at the bottom (Today, +1 day, +7 days, None) to quickly set a date.
    • Start date: Click the Start date field, then select a date from the calendar.
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    Add a description: Click the description icon to expand the task's description field.
    • Type the task's description and use the toolbar to format the text.
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    Estimated time: Click the hourglass icon, enter an amount of estimated time, then click Add estimate.
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    Add tags: Click tags in the dropdown to apply to the task.
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    Attach files: Click the paperclip icon and select an upload option:
    • Upload new files: Select one or multiple files from your computer.
    • Choose from existing files: Choose from files already uploaded to the project.
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    Notify assignees: Click the envelope icon to notify selected assignees of the task's creation. Only clickable when the task has at least one assignee.
    Icon
    		Property
    Image Placeholder
    Assign the task: Select the user icon on the task's left to open the people picker, then click the + on a person's right to assign them to the task.
    • When multiple people are selected, an additional checkbox option to Create a task for each assignee is shown. Leaving this unchecked creates a single task with multiple assignees. 
    Image Placeholder
    Set task dates: Click the calendar icon to open the date picker.
    • Due date: Select a date to populate the Due date field. Use the arrows at the top to toggle between months. Use the options at the bottom (Today, +1 day, +7 days, None) to quickly set a date.
    • Start date: Click the Start date field, then select a date from the calendar.
    Image Placeholder
    Add a description: Click the description icon to expand the task's description field.
    • Type the task's description and use the toolbar to format the text.
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    Estimated time: Click the hourglass icon, enter an amount of estimated time, then click Add estimate.
    Image Placeholder
    Add tags: Click tags in the dropdown to apply to the task.
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    Attach files: Click the paperclip icon and select an upload option:
    • Upload new files: Select one or multiple files from your computer.
    • Choose from existing files: Choose from files already uploaded to the project.
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    Notify assignees: Click the envelope icon to notify selected assignees of the task's creation. Only clickable when the task has at least one assignee.

  8. Type /  (forward slash) in the task name field to open the commands menu. In addition to the options mentioned in step 7, the commands menu also includes:
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    Board column: Add the task to one of the project's existing board columns.
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    Make private: Limit access to the task to only certain project members.
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    Set to repeat: Choose a due date, select a repeat interval, then click Save changes. 
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    Board column: Add the task to one of the project's existing board columns.
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    Make private: Limit access to the task to only certain project members.
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    Set to repeat: Choose a due date, select a repeat interval, then click Save changes. 
  9. Press Enter / Return on your keyboard to create the task.

Another option...

You can also create a task from the following places:
  • A project's Table, Board, or Gantt views. Views change how you see (and interact) with tasks. Switch between views depending on what you need.
  • The + Quick add menu
  • My work
  • Via email
     

Best practices

  • Create as you go: Create a task for each manageable piece of work within a task list. For even more granularity, use subtasks.
  • Guarantee visibility: Delegate tasks to the right people, creating a clear picture of responsibilities.
  • Get the basics in: Add start and end dates, along with a task assignee, to ensure everyone knows basic task details.
     

Elevate your tasks

  • Efficiency: Create task list templates (i.e. templates made up of tasks!) if processes regularly require the same set of tasks.
  • Automation: Save time by automating steps in your workflow. You don't need to update key details as tasks progress. Teamwork.com can do that for you.
  • Resource management: Add key task data (dates and assignees) to be able to schedule and manage work.
  • Reporting: Apply tags to tasks, then report on tasks based on tag criteria.