Tasks module

Tasks administration settings

The
Tasks admin
 page is used to configure the Tasks module, including available views, the default appearance, lists and statuses.
Select
Admin
 then
Tasks
 from Module settings.
The
Tasks
 administration page includes:

Restrict edit access for task assignees

By default, a user who can view tasks can also edit the assigned task.
As of August 2022, you can restrict an assignee's ability to edit their tasks. Click the
Select editable fields for assignees
 drop-down and
deselect
 fields you want to
protect
.
If the default selection is changed, the drop-down shows how many fields are editable.
Select
Save
 to apply your changes.

Delete all completed tasks

Select
Delete all completed tasks
 to remove all completed tasks and associated sub-tasks from the site.

Task lists

Lists and sub-lists allow you to categorise tasks and sub-tasks for better project management. Lists can be used to describe the bigger workstreams, or phases, within a transaction or matter.
For example, in a litigation matter, you could set up a list for disclosure, one for witness statements, and one for expert reports. You can further break down individual lists into sub-lists to categorise the tasks within them. Within the 'Witness statements' list, you can break that down and have a sub-list for 'Drafting', one for 'Information gathering', and one for 'Interviews', and then allocate tasks within those sub-lists.
Add a list/sub-list
You can create up to five levels of lists (i.e. lists and sub-lists) and each level can have up to 20 sub-lists.
Lists and sub-lists can be created in four ways:
  1. From Tasks admin - Top-level lists can be created from
    Admin > Tasks > Lists
    . By default, there is a
    None
     list for any tasks that do not have an associated list. Type in the name of your list and hit enter to create the list.
  2. From the Add task window - When creating a task in the Add task modal window, if a list does not already exist, you can select
    Add new list
     and select where the new list/sub-list should be located for the new task to be added.
  3. From Hierarchy view - From the Add button in Hierarchy view, you can choose to add a list. An
    Add list
     modal window will open, where you can type in the list name and select its location to create a list/sub-list.
  4. From Card View - When Card View > Group by: List is selected, you can select
    Add column
     to add a new top-level list.
Once a list is created, you can select it from the List field when adding or editing a task. If a top-level list is created, you can also group and view tasks belonging to this list in the different view settings.
Edit or reorder a list/sub-list
Lists can be edited or reordered via the following:
  1. From Tasks admin - Top-level lists can be renamed and reordered from
    Admin > Tasks > Lists
    ..
  2. From Hierarchy View - You can edit a list/sub-list by clicking
    More Actions
     against the relevant list in Hierarchy View. The
    Edit list
     window opens, where the list name and its location can be changed.
  3. From Card View - When Card View>Group by: List is selected, you can click
    More Actions > Rename
     against the relevant list title to rename it, or drag and drop a list column to reorder the lists.
Set list permissions
Permissions for a particular list can be set via
Admin > Tasks > Lists
. Select
More actions > Set permissions
 to customise the settings. All sub-lists will inherit the same permission settings as their top-level list.
By default, permissions will be set according to
site permissions
. You can tailor permissions for individual lists by selecting
Restricted
 and giving different groups view or edit access rights.
List permissioning can be very powerful when coupled with Tasks custom metadata as you can control the task information shown to particular groups.
Archive a list
You can archive a top-level list and all its sub-lists, tasks and sub-tasks. Doing so will hide the list from view to all users in the tasks module. When a list is archived, the outline numbers for all other lists and sub-lists will be re-numbered in Hierarchy view.
Lists can be archived as follows:
  1. From Tasks admin - You can archive a top-level list from
    Admin > Tasks > Lists
     and selecting
    More actions > Archive
    .
  2. From Hierarchy View - You can archive a list from the
    More Actions
     menu for the list in Hierarchy View.
  3. From Card View - You can archive a list from Card View if Group: List is selected, followed by
    More actions then Archive
     in the list column.
You can access an archived list in
Admin, Tasks, then Lists
. You can unarchive a list by selecting
More actions, then Unarchive
.
Delete a list/sub-list
You can delete a list or sub-list. Doing so will permanently delete any sub-lists, tasks or sub-tasks within that list and this action cannot be undone. Lists/sub-lists can be deleted as follows:
  1. From Tasks admin - You can delete a top-level list from
    Admin > Tasks > Lists
     and selecting
    More actions > Delete
    .
  2. From Hierarchy View - You can delete a list from the
    More Actions
     menu for the relevant list/sub-list in Hierarchy View.
  3. From Card View - You can delete a list from Card View if Group: List is selected, followed by
    More actions > Delete
     in the list column.
If you wish to delete the list but move any sub-lists, tasks or sub-tasks within that list to a destination list instead, you can select the destination list in the Delete list modal. Once a list is deleted, all other lists, sub-lists, tasks and sub-tasks will be renumbered accordingly.
Tasks attachments
By default, attachments added to a Task are stored in the
Attachments section
 of the Files module.
As of October 2023, when users upload attachments to a task, a site admin can set that they are uploaded to a folder in the Files module. Files can then follow folder permissions and trigger workflow rules.
A site admin can set a custom folder location for attachments.
Click
Change location
 to set a new default folder location for all attachments in Tasks.
Set different folder locations per Task list
You can set multiple folder locations for tasks, automatically assigning the location for each Task list.
Select
Different folder location per task list
.
Select
Change location
 for a task list to set a new location for tasks added to that list, or select multiple Task lists and select
Change location
 at the top of the section to set a single location for all selected Task lists.

This article applies to:

  • PRODUCT: HighQ
  • Subject: Setup,Workflow