This article is an overview of using the Tasks Lists. This applies to the Tasks List and also, when displaying the Client - Tasks, Job - Tasks and from the Home - My Tasks and Home - Delegated Tasks.
The following is an example of the Tasks list. A count of the rows in the current list is displayed in the top right-hand corner.
Note: When scrolling through the Tasks in a list, depending on the number currently shown, there may be delays in loading the list if you scroll too far ahead. A message displays that the Tasks are "loading". It is recommended that you scroll at an appropriate speed to allow the list time to load.
Tasks Lists Views
At the top of the Tasks list is a drop-down that shows the Views that can be selected for that list.
Where there are more than 10 Views for the list, the View selector displays with a scroll bar.
The Tasks lists are initially set to display "Incomplete Tasks" which displays all Tasks that are not "Completed" in descending Due Date order.
You can change the view by selecting from the View selector.
Click the down arrow next to the Tasks menu option from any list or workspace to select or search for a Tasks View, or one of the last 5 Tasks you have used. From the Quick Access, click a Tasks View or a Task to display it. Refer to Quick Access to Recently Used Tasks and Views.
Scrolling the Columns Left and Right
Where a lot of columns are displayed in the selected view, you can use the scroll bar at the bottom to scroll the list left and right.
Using the Tasks Lists
You can use the column headings to sort that column and use the options to pin or autosize columns.
From the column headings you can also filter that column and include or exclude columns in the list. Refer to Sorting and Filtering Tasks Lists and Adding/Removing/Moving Columns in the Tasks Lists.
List Icon
The List icon is displayed as three vertical dots.
The options displayed are used to pin and autosize columns.
Autosize columns
All or any columns can be set to Autosize This Column. This expands the column width(s) to automatically fit the contents.
You can also select Autosize All Columns to set the widths of all the columns currently included in the list to automatically fit the contents.
Unless you save the view with the column(s) set to Autosize, leaving the list or selecting a different view resets the column(s) back to the default width.
Pin Column
One or more columns can be set to Pin Column so it is "pinned" to the left or right of the list. This keeps the pinned column(s) displayed when scrolling left or right so they are always visible. This is similar to the Freeze Panes feature in an Excel spreadsheet.
When any columns are pinned, they display with a vertical line in the list.
Filter Icon
The Filter icon is displayed as a funnel with three horizontal lines. If the icon is not displayed in the column heading, that column cannot be filtered.
When applying a Filter to the Subject column, the Filter is always added with the qualifier of "Contains".
For other columns, tick and untick options to filter as required, or click Reset to return to the default settings.
When a column has been filtered, the Filter icon will be displayed in green.
Dragging the Column Headings to Change the Column Width
You can drag the edge of the column heading to increase or decrease the column width.
Using the Columns and Filters Tabs
On the left-hand side of the lists are the Columns and Filters tabs.
Click on Columns or Filters to expand the tab and display the selections and options for each of these.
- For details on using the Columns tab, refer to Adding/Removing/Moving Columns in the Tasks Lists.
- For details on using the Filters tab, refer to Sorting and Filtering Tasks Lists.
Click on Columns or Filters again to collapse the tabs.
Resetting the List
When any columns have been sorted or filtered, or any changes made to the columns that are shown, or if you have entered any search criteria, you can reset the list to the default settings of the selected View by selecting Reset View from the View Tools.
Opening the Drawer or Workspace from the Tasks Lists
You can open the drawer for the Task, or the workspace for a Job or Client as follows:
- Click the Task Subject in the list to open the drawer for the Task (refer to Using the Task Drawer).
- If relevant for the Task, click on the Client Name in the list to display the Client Workspace for that client (refer to Displaying Information for a Client).
- If relevant for the Task, click the Job Name in the list to display the Job Workspace for that Job (refer to Opening a Job).
Displaying Tasks as a Board or List
Tasks can be displayed as a Board or as a List. Click the Board button in the top right-hand corner. Refer to Using the Tasks Board.
Selecting Board displays Tasks by Status, with a total count of all Tasks for each Status, and a summary of each Task within that Status. Use the scroll bar at the bottom of the screen to scroll left and right.
Where a search criteria has been entered in the Tasks list this is carried over to the Tasks Board if this is selected.
When navigating between the Task features in Tasks, Clients - Tasks, Jobs - Tasks, Home - My Tasks and Home - Delegated Tasks, and when you logout, your choice of the Board or List view is automatically retained.
To re-display the workspace as a list, click the List button.
Updating Tasks from Lists
There are several ways in which you can update tasks from the list. Refer to Updating Tasks from Lists.
Selecting Tasks in a List
To select a single Document in the list, click the checkbox on the left-hand side.
To select multiple tasks, click the checkboxes on the left-hand column of the list.
You can also select consecutive tasks in the list by pressing the Shift key on your keyboard and then clicking the first and the last.
Selecting Multiple Tasks in the List
You can also click the checkbox in the column heading to select multiple Tasks. This function is useful if you have filtered the list to show only what you want to select, for example, if you want to use Bulk Update on certain Tasks.
Clicking the checkbox in the column heading selects the first 50 Tasks that are displayed in the list. You can then use any relevant functions for the selected Tasks (such as Bulk Update, or functions that are relevant for the current list).
If required, you can click on the checkbox next to any individual Tasks to de-select these.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Select All
You can use drop-down next to the checkbox in the column heading to select the option Select all.
This selects all the Tasks currently displayed in the list. Up to 10,000 Tasks can be selected in this way. When Tasks have been selected in this way, you cannot then de-select individual Tasks so the selection is displayed as greyed out. You still have access to any relevant functions such as Bulk Update.
To cancel all the selections, click the checkbox in the column heading or click Cancel.
Actions in the Tool Bar
When one or more Document is selected in the list, the buttons display in the toolbar.
Displaying the Toolbar as a Pop-up Menu
You can also display the tools as a pop-up menu. This is also useful if you have scrolled down and are working on something that is at the bottom of the list, and the toolbar is not visible. Refer to Using the Document Action Tool Bar.
To display the toolbar functions as a pop-up menu:
- Right-click over a task in a list.
or - When hovering over a task in a list, a vertical ellipsis icon displays next to the name. You can click this to access the tools from the pop-up menu in the same way as right-clicking over the item.
You can also copy a value from the pop-up menu. Copy copies the value that the mouse is currently over when you right-click (for example the Task Name) to the clipboard. Right-click over the value and select Copy from the pop-up menu. Ctrl+c can also be used to copy a value.
Saving Changes to a View
Changes to the layout can be saved as a View.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are not available if a Document is checkmarked to select it in the list. - Select Save view.
Refer also to Saving Changes to the View Layout, Modifying and Deleting Views.
Exporting a List
You can export the current Tasks in the list to a .csv file.
- If needed, select a View that shows all the Documents you want to export.
- Click the View Tools button which is at the end of the column headings, on the right-hand side of a list.
Note: The View Tools are not available if any Documents are selected and checkmarked in the list. - Select CSV Export to export the current Documents in the list to a .csv file (comma separated).