Basic Lesson 7: Task Lists

Workspace task lists help you and your colleagues keep track of work. 

In this tutorial, you’ll learn how to add a task list and add tasks, how to link folders or other documents to a particular task, and how to use My Task List.

You can add task lists to any folder in Workspace, although task lists exist for many projects already.  Before creating a task list for your project, make sure that your project doesn’t already use a Workspace task list.

To add a task list, navigate to the page where you want to add the task list.  In the Add section of the command bar, click More Items…then, click Task List in the collaborative and communication tools section.  Give the task list a name and description.  When you’re finished, click OK.

Here is a task list.  You add tasks to the task list by clicking Task in the Add section of the command bar.  Input a name and description, provide the project name, if necessary, and assign the task to another Workspace user by using the add/remove users button.  This opens the address book, and you can browse for other Workspace users by last name or type any part of their name into the search box.  You can assign a task to more than one person.  After you’ve assigned the task, set the due date.  You can prioritize the task as well.  The assignee will change the status of the task later.  The comment section is for you or the assignee.  Then select if you’d like assignees to receive automatic email updates about the task.   When you’re finished, click OK.  If you’ve opted to send the assignees email updates, an email will be sent to them describing the task.  They will also receive reminders before the task is due, if the task has not been marked “completed.”

If your task is complex, you might want to break it down into smaller subtasks.  The procedure for adding a subtask is the same as for adding a task. 

You’ll also notice that you can add folders, documents and more items to a task.  This enables you to group all task-related documents together with the corresponding task.  In Workspace, you can also link documents and other items to tasks so that useful and pertinent information stays together and is visible for all involved. To link a document or other item to a task, navigate to the document or folder you’d like to link.  In the command bar on the left side, click link this.  Choose to put the link temporarily on your clipboard.  Then navigate to the task, click paste here, and select the correct item to link.  Now when users look at the task, they will see all of the pertinent documents.  For more information about linking please view the Linking Items video tutorial.

Now you know how to add task lists and tasks, but I’d like to show you how you can track tasks that have been assigned to you.  It’s simple with My Task List.  My Task List is part of My Home, and shows all of the tasks assigned to you.  When you navigate to My Home, click My Task List and Click Update My Task list.  The system searches for tasks assigned to you and displays them here. 

Now that you’re familiar with task lists, navigate back to workspace and see if your workgroup uses a task list.  Check out your my Task List and see if any tasks have been assigned to you.  When you’re finished, view the next video on subscriptions and searching.