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If there is a to-do for a specific file or collection, you can also create a corresponding task directly in that object.
You can find the "Create new task" toolbox action in both the main view and the detail view in the Files or Collections module.
Open, closed, or ongoing tasks are displayed in the left sidebar of the detail view of a file or collection.
task overview and creating a new task in the detail view of a file
Creating a task for a file or collection
You can create tasks for both files and collections – either from the main view or the detail view:
Open the Files or Collections module.
Select a file or collection using the checkbox or open it in the detail view.
Click on the "Create new task" button
or the "Create new task for this collection" button 
.A pop-up window will open. Define the properties of your task:
Name: The name will be displayed in the list of all tasks.
Description: Enter additional details if necessary (max. 2000 characters).
Due date: Open the selection window via the calendar-button
. Set the date by which the task should be completed.Assigned user: Open the selection window via the button
. Select one or more users who should work on the task.
Notify users: If this setting is active, assigned users will receive notifications when the task changes.
Click on "Create" to save the task.
pop-up window for setting the properties of a task in the Files module
Where does the new task appear?
Your new task appears directly in the left sidebar of the detail view of the respective file or collection.
There is a separate group for each status. The number in parentheses shows how many tasks are in that status.
Your new task is located in the "Tasks" group for open tasks.
Also, the properties for each task are displayed here, e.g., the assigned user.
Three days before a task expires, the due date is displayed in orange/red.
Your new task will also appear in the main view of the Tasks module, where you can find, open, and edit it via the list.
Managing tasks for a file or collection
You can edit and manage the tasks assigned to a file or collection directly in the respective detail view. To do this, open the group in which a task is located in the left sidebar, e.g., "Tasks" or "Tasks in progress".
Use the three-dot menu 
next to the task name to manage a task directly:
open task in the sidebar with the three-dot menu open
Available actions
You can perform the following actions (depending on the status):
Task status | Available actions |
Open tasks |
|
Tasks in progress |
|
Completed tasks |
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You can find all the details about the available actions and changing the status in the Help Center article The Tasks module.
Edit task
If you want to edit a task, e.g., change the description or assign a different user, you can do so directly in the sidebar.
Once you have made a change, the "Save" button becomes active:
Configuration note for admins
The advance warning time for an expiring task due date can be adjusted in the role-based module settings.
💡 Frequently asked questions (FAQ)
Can I create tasks for multiple files or collections?
No, tasks can only be created for a single object.Do users automatically receive an email about the task?
Yes, provided you have enabled notifications and the users have not disabled task notifications in their profile.Where can I find a task I have created?
In the "Tasks" module and in the left sidebar of a linked file or collection.Can I create tasks for share users?
No, you can only create tasks for logged-in users.