The basic unit of a project, a task is an action or step to help you reach and accomplish a goal. Think of tasks as a piece of a larger puzzle that, when putting one in place after the other, creates a significant result.
In Cloudship, all tasks are created and saved to a project. They are concrete steps to help you focus, be more productive, and eventually complete the project.
Scenario: Let’s say you have a project wherein you would do research on Van Gogh and conduct a survey on art students studying the artist. On Cloudship, you have an open project where you can create a task labeled as “Do research on Van Gogh.” You can then add another task and label it as “Conduct a survey on 15 art students.” These tasks are added to the project.
The goal is to take that task out of your mind and place it in something concrete that you can work with.
Two Main Types of Tasks
On Cloudship, there are two main types of tasks based on status and urgency.
These are tasks that need to be done either by you or by other members of the project. There are three kinds of active tasks:
- Todo – all active tasks created and assigned to a project. You can select the dashboard to view your assigned tasks segregated according to project. Select a project from the Projects list to view tasks assigned to every member of the project.
- Today’s tasks – these are tasks due today or that are overdue. The due date of an overdue task is usually marked in red.
- Flagged tasks – these tasks are higher priority and urgency. They require more emphasis and follow-up than regular todos. You can flag a task by clicking on the red flag icon under the Detail/Flag column of your list.
These are tasks that are either awaiting action or that do not need to be done. There are three kinds of inactive tasks:
- Scheduled tasks – tasks that you plan to start work on in the future. These tasks do not appear in your To Do list until the day you’ve scheduled them to appear. To create a scheduled task, click on the Scheduled tab, set a Start date, write the task and add it to the Scheduled task list.
- Completed tasks – tasks you have already completed. To mark a task as complete, tick the check box beside the task name. Completed tasks will then appear under the Completed tab, which you can view and edit again when necessary.
- Trash – tasks that are removed or deleted from your task list and the project. Select the task you want to delete, right-click the task, and select “Remove.”
How to Work With Tasks
Creating a task is actually the easy part of the process. You simply click on the task box, type the task name (and possibly a hashtag for better search) and hit Enter. By hitting the Enter key itself, your cursor automatically appears on the task box to start adding tasks. It’s that quick.
The challenge therefore is how you work with your tasks to reach completion. Cloudship provides a suite of tools to tackle the various aspects of working with tasks, such as capturing information, sharing that information with other members of the project, and adding useful resources to add context to a task.
The table below explains the different tools used to work on tasks and a concise definition of each.
|Notes||Captures information related to the task at hand. Notes can be written in plain text or rich formatting with the help of the formatting toolbar at the bottom. To open a note associated with a task, click on the Detail (pencil) button.|
|Check items||Create a list of items to break a task into parts, while keeping your main task list short and concise. A check item does not have a due date and is not visible in your task list. To add a check item, go to Checklist at the top right portion of a task’s details, click on the box, type a check item name, and hit Enter.|
|Comments||For easy collaboration between members of a project, comments allow you and other members to exchange ideas, suggestions, and information in an organized manner. To leave a comment, go to Detail, click on the comment box, and type your comment. When done, hit the Enter key.|
Attach documents, images, spreadsheets, and other files to a note. Sort files based on file name, date/time, and size. To attach a file, to a note, click on the Attachment button.
You can also drag and drop a file to upload as an attachment. To delete an attachment, right-click an uploaded file and click Delete.
|Tags||A tag is a label or description (highlighted in yellow) used to identify a task. Type a hashtag (#) symbol followed by the label or description of choice to create a tag. It allows users locate a task when using the Search tool.|
|Reminders||A reminder notifies you in-app about a task in your list. Right-click a task and select the date you want Cloudship to remind you. Reminders are highlighted in green and appear beside a task.|
|Flags||A flag adds emphasis to a task, usually indicating higher priority. Flagged tasks appear under Flagged with a badge indicating the number of flagged tasks.|
|Cloning||This allows you to clone a task that you think would be needed for either the same project or for a separate project. Right-click a task and click “Clone task(s)”.|
|Change project/owner||To re-assign a task to another project or owner, simply right-click a task, click on “Change project/owner” and select the new project or owner.|
|Nested task||Also known as a “sub-task,” this task is nested under the main task. Consider it as a mini-step to take before actually completing a task in full. To create a nested task, drag a task underneath the main task as indicated by the blue line.|
You can select multiple tasks by pressing the Control key (Command for OS X) while clicking on two or more tasks. You can then move these tasks to a different project via right-click.|
Going back to our previous example, working on the Van Gogh project would mean using notes to save research, important ideas, and links. You would also attach PDFs to existing studies or photos of Van Gogh’s artwork as attachments to a specific task. All these tools eventually contribute to the project’s completion, resulting in a comprehensive and substantial output on Van Gogh.
The idea is to equip you with the necessary tools to help you complete the task, which then takes you one step closer to finishing the project. It boosts your productivity, keeps things organized, and makes you even more focused and determined to work on the next task.
Users handle tasks in a variety of ways. Some would use a simple and linear task list, while others prefer a broader landscape to work with.
Calendar View is a feature that provides a monthly and daily view of your tasks.
To use the calendar, click on the Calendar tab. The calendar shows a monthly view of your tasks by default. To switch to the daily view, click on the “Day” button.
You can create a task directly on the Calendar. The calendar switches to the Day view to allow you to add a task to a specific date. To do so, double-click on a day in the calendar, select the project you want to add the task to, and enter a task using the task creation bar.
When using the Calendar, you only see active tasks assigned with a due date. You will not see completed, scheduled, or trashed tasks in your calendar.
Note: Calendar is only available only to premium users. Consider purchasing an Advanced or Professional plan to gain access to this feature.