Tasks allow you to organize your to-dos or team work and track progress. Create tasks including descriptions and due dates and assign them to yourself or other users.
In the Tasks module, you can create new tasks and get an overview of all tasks in the system – both your own and those of your colleagues.
If your to-do is linked to a specific file or collection, you can also create the task directly in the Files or Collections module.
Open the module via the button "Tasks" 
in the mega menu:
Please note
Permissions: The Tasks module, the available toolbox actions, and other users' tasks can be hidden in whole or in part by the administrator, depending on your role.
Main view
In the main view of the Tasks module, you will see a global list of all tasks that you have created, that have been assigned to you, or (depending on your rights) tasks assigned to your colleagues.
The following information is displayed for each task:
Preview image: linked file or collection
Name: Title of the task
Assigned users: These users are to process the task
Creator: This user created the task
Due date: The task should be completed by this date
Status: Open, In progress, Completed, or Cancelled
Workflow status: Shows the status of a file share if this task was created as part of a sharing workflow
Tip
When you open the module, the "Assigned to me" filter is active by default. Deactivate the filter to see all tasks.
What can you do here?
You can change the sorting of tasks in the header of the list.
You can select tasks using the checkbox and perform actions in the toolbox.
You can search the entries using the filter area on the left.
You can open a task in the detail view by double-clicking on it.
You can create a new task.
list of tasks with active filters and available actions in the toolbox
Actions in the toolbox
The toolbox with the available actions is available in the main view and in the detail view.
Select one or more tasks to perform actions depending on the status of the task:
View: Click on the button
to open a task in the detail view.Delete: Click on the button
to delete a task (but not any linked files or collections).Create: Click on the button
to open a pop-up for creating a new task.Start task: Click on the button
to start an open task.
The status changes to "In progress".Complete task: Click the button
to complete a task.
The status changes to "Completed".Abort task: Click the button
to abort a task without completing it.
The status changes to "Cancelled".Reactivate task: Click on the button
to reopen a completed or cancelled task.
The status changes to "Open".
Change status
The status of a task must be set manually using the corresponding toolbox action. You can do this in the main or detail view.
To ensure that the status of a task is transparent at all times, you should keep the tasks assigned to you up to date. For example, click on "Start task" to change a task to "In progress" status.
A task does not have to go through all statuses. You can also complete an open task directly, for example.
Depending on the current status, you have the following options via the toolbox:
Status | Available actions |
Open | Start, Complete, Abort, Delete |
In progress | Complete, Abort, Delete |
Completed | Reactivate, Delete |
Cancelled | Reactivate, Delete |
Filter & search
To the left of the main view is the filter area, where you can search the list of tasks, e.g., by a specific creator or status.
Use the following criteria for your search:
Creator: displays tasks created by the selected user
Status: displays tasks with the selected status
Due date until: displays tasks that are due by this date
Assigned users: displays tasks assigned to the selected user
Assigned to me: displays tasks assigned to you (active by default)
As soon as you start filtering, you will see the first results in the main view. You can also combine multiple filters. Active filters are highlighted in color.
If you want to save a frequently used filter or search for a filter that has already been saved or shared, use the "Saved filters" function.
the filtered tasks take into account the creator, status, and assigned user
Detail view
Open the detail view of a task either by double-clicking on a task or by clicking the "View" icon 
in the toolbox.
The detail view shows you the properties of the task, as in the main view. In addition, you can see the following information here:
Description: Free text field with work instructions
Created on: Date the task was created
Notify user: Shows whether the assigned users are notified of status changes by email
Below the properties, you can see the assigned users and any object (file or collection) to which the task relates.
What can you do here?
Edit properties
If you have the necessary rights, you can change the properties of the task and, for example, adjust the description or due date.
Change status
You can change the status using the toolbox actions.
Assigned user
Hover your mouse over a user and click the "View" button
to open the detail view (only with rights for the "Users" module).Click the "Add" button
or the selection window 
on the far right to add additional users as editors.Hover your mouse over a user and click the "Delete" button
to remove that user from the task.
Object of this task
Hover over the object and click the "View" button
to open the detail view in the Files or Collections module.The object cannot be changed or removed.
detail view of a task with options to add additional users
Please note
You can only edit or add to a task if you created the task yourself or are one of the assigned users.
When you delegate tasks, the necessary rights are automatically transferred to the assigned users. They can then edit the task themselves or forward it, for example.
Create new task
To create a new task directly in the tasks module:
Click the "Create" button
in the toolbox.An input window will open. Define the properties of the task here:
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 users: Open the selection window via the button
. Select one or more users who should work on the task.Object of this task: Open the selection window via the button
. Switch between the Files or Collections modules at the top of the tab. Add a file or collection to which the task relates.Notify user: If this setting is active, assigned users will receive notifications when the task changes.
Finally, click the "Save" button
in the toolbox.If you have assigned the task to another user, they will receive a notification by email.
open selection windows for due date, assigned users, and objects
Where does the new task appear?
Your new task will appear in the main view of the Tasks module, where you can find, open, and edit it via the list.
All tasks are also displayed in the left sidebar of the detail view of the respective file or collection. There they are sorted by status.
Three days before the task expires, the due date is displayed in orange/red.
this collection has a task in progress that will expire soon
Tip
You can also create and edit tasks directly in the Files or Collections module.
You will soon find all the details in the article "Tasks in Files & Collections".
Configuration note for administrators
The advance warning time for an expiring task due date can be adjusted in the role-based module settings.
Notifications
Notifications can be activated for each task. Assigned users and creators of a task automatically receive an email when a task changes, e.g., when it is reassigned or its status changes.
The email also contains a link to the corresponding task. This allows the recipient to go directly to the detail view:
notification to the creator about a status change
Settings
In order for email notifications to be sent by the system, notifications must be enabled for the corresponding task:
enable notifications for a task
In addition, recipients must have notifications enabled for the Tasks module (default: enabled).
You can find the settings for this in your profile under System settings > Notifications > Tasks.
Here you can select the available notifications using the checkboxes.
enable notifications in the user profile
Configuration note for administrators
The notifications sent by default can be set for each role and module in the administration area:
General system configurations > User settings > Role configuration > Role-based module settings
A click on "Task", "Collections", "Markups" or "Approvals" opens the permissions pop-up with the "Notifications" tab.
💡 Frequently asked questions (FAQ)
Who receives email notifications?
All assigned users. The prerequisite is that a task has notifications enabled and the users have not disabled task notifications in their profile.Where can I find a created task?
In the "Tasks" module and in the left sidebar of a linked file or collection.Why can't I see other colleagues' tasks?
By default, the "Assigned to me" filter is active. Deactivate it to see all tasks. Otherwise, ask your administrator.Can I reopen tasks after they have been completed?
Yes. You can reopen completed or canceled tasks using the "Reactivate" toolbox action.