Tasks
Items are the fundamental units of Procezo.
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Items are the fundamental units of Procezo.
Last updated
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Generally, tasks are a representation of to-do’s that have a person who is accountable for the task for its completion and its due date. Tasks can also be used to represent: 1. Ideas, 2. Brainstorms 3. Reference notes etc.
Tasks supply its users with all files, comments, links and requirements so that the relevant information can be easily accessed in one place. They are components of a larger project and are easy to identify and can be viewed by other team members. They can contain attachments, comments and a schedule.
An example of a task could be to have a month-end review with a client, with a follow-up review task for a more senior team member. At Procezo, we give all our users unlimited tasks so everyone can start and stay productive.
To start a new task click on the ‘+’ icon on the project board and begin naming your task.
Once named, click on the task created which will open up the task.
From this window, you have a couple of options: you can assign team members to a task by clicking the ‘person’ icon, add a description and tags, a custom field (if added) and subtasks.
By default, task is unassigned. Assign a task to the dedicated user and keep them updated about the work. 📌 You can assign a task by clicking on the people icon, select the suitable assignee for the task.
Set start and end dates to tasks so you always know when to start, how long it would take to complete and work never falls between the cracks. To set dates to a task, click “Due Date” on the toolbar once inside a task. 📌 You can select a start date or a date at the bottom of the calendar.
You can track any task on Procezo based on priority and status and gain visibility into each work stage. You can organise your workload by low, medium or high priority.
📌To set priorities, open a task and click on add priority at the top right of the screen.
Subtasks are used to split your large-scope tasks into smaller items so they can be assigned to multiple users and worked on at the same time 📌 You can create subtasks by with + Add subtask. Name your subtask, set assignee and deadline.
Task Dependencies help teams specify the dependency between tasks. A task once dependent changes the start on date and the due date for the child tasks. When a task is completed, a notification will be sent to the assignee dependent on those tasks.
By sharing workflows individuals and teams can easily identify when to start their part of work and what tasks they depend on.
📌 You can make a task-dependent on other existing tasks by clicking the arrow icon once on a task. - This will bring up a dropdown menu with a list of other tasks related to the project. Select the task you want to make dependent. - Dependencies will be shown by arrows in the Gantt view.
Attach any files, images or documents required for the task. You can also access attachments straight from the taskboard. There is current a 10MB limit on each attachment. The supported types include: .html, .zip, .ppt, .pptx, .xls, .xlsx, .doc, .docx, .pdf, .csv, .txt, .jpg, .jpeg, .png, .webm, .flv, .gif, .avi, .mov, .mp4, .m4v, .mpeg, .aac, .mp3, .m4a, .ogg, .wav. 📌 Once on a task, you can attach files using the pin icon from your hard drive and can preview the attachments if required.
Comments encourage collaboration and allow users to share context with colleagues, ask questions and provide insight with comments. Comments in a task will be shown at the bottom of the task and anyone assigned to a task will be able to see all comments included. 📌 To insert a comment, open a task. At the bottom of the task, there is a comment box.
Tags really come in handy when you want to find specific information across several tasks or work that is found across several projects. An example of using tags can be to use one to highlight a client who is attending an event or a candidate attending for an interview - one-off cases, rather than repeated actions. 📌 To access tags, open a task. Once on a task, click on the tags box, select a tag or create a new tag.
Procezo’s activity timeline displays every user’s upcoming, current and past activities on tasks and projects. Track the progress of ongoing projects, adjust workloads and set follow-up tasks if tasks are overdue and receive updates on completed tasks. 📌To view recent task activity, scroll down to the bottom of your chosen task.
Add assignees to projects and follow a task to stay informed on new attachments, comments, likes and status of the tasks. Follow all tasks of a team member you may be responsible for or collaborate with. 📌To view followers of a task, open a task and look for the ‘+’ icon at the bottom of the window. You can add a new followers by clicking on the + icon
When a task is part of multiple projects, it may be easier to create a parent project. Parent projects help in reducing redundancy of tasks and providing clarity. It makes the process of identifying which tasks belong to what projects that much easier.
📌The highlighted bar underneath the tags box represents the parent project this task is part of.
