Track tasks

Use a task for work someone needs to do: check a clearance on site, revise a detail, or act on an RFI answer.

Create an action

Open Tasks and create a task.
Give it a clear title and describe the work.
Choose an assignee, priority, and due date.
Link the relevant record or document so the person doing the work can find its context.
Save your private draft, then choose Publish when it is ready to share.

Comments keep updates alongside the task. You can refer to a drawing mark using its #MARK reference.

Drafts, publishing and history

Tasks have a publication state separate from their workflow status. A task can be published while its work is still To do, or remain a private draft with In progress selected.

Full task forms save private working drafts. Other members continue to see the last published revision until you choose Publish. Opening a task alone does not create a draft. Discard draft removes your unpublished changes and keeps published history.

Use My drafts to return to your work. Published shows shared tasks on the board. Project managers can withdraw shared tasks; Withdrawn retains their history without including them in the active programme or reminders. Withdrawing a task does not withdraw its subtasks.

Activity includes published revisions and their change summaries. Open a revision to read its retained fields. Restore copies that revision into a private draft; publish it to make a new shared revision. If another member publishes first, review their current revision before publishing your saved draft.

Kanban moves, Gantt date changes and inline renames apply immediately and retain a revision. Pressing Enter to add a task in the Gantt outline also publishes immediately. These quick actions preserve existing drafts, which may then need review before publication. Required fields still need valid values before initial publication.

Configure task fields

Open Project settings → Task model to change the fields shared by tasks and subtasks in that project. You need permission to manage the project.

You can rename built-in fields, set defaults, make fields required, and turn optional fields off. Title and Status always remain required. Add custom fields for text, numbers, dates, yes/no values, or a list of choices.

Changes save automatically. Removing a field asks for confirmation and clears its saved task values; audit history retains the previous values. Required fields are checked when publishing a draft. Existing shared tasks can still move between columns or receive unrelated quick updates until those fields are filled in.

Columns

Move cards as work progresses:

Backlog → To do → In progress → Blocked → Done

Use Blocked when something prevents progress, and explain the dependency in a comment. Mark completed work Done; cancel work that is no longer needed.

Linking

A task can link to both an RFI and its drawing. The record holds the answer; the task tracks the work that follows.

Drawing links stay on the revision selected. Carry them forward explicitly when work should refer to a newer revision.

Plan on the Gantt

Where the Gantt is turned on, Gantt shows records and tasks on one programme. Records are the summary rows, tasks sit under them, and subtasks sit under their tasks:

A record can sit under another record.
A task can sit under a record (its related record) or under another task.
A record cannot sit under a task.

Use All, Records and Tasks to choose which rows show. Search matches titles, record numbers, locations, trades and tags. Filter narrows the rows further, and you can tick several values in each section:

Task status and Record status each apply only to their own kind of row.
Priority and Assignee. Me always means whoever is signed in.
Record type, Trade and Tags. A task uses the values from its related record.
Dates: overdue work, work in the next 7, 14 or 30 days, or a date range.

The number on Filter shows how many filters are on. Hover over it to see which ones. Open the menu to remove them one at a time under Applied, or all at once with Clear all filters.

To hide a single row, choose Hide row from its ⋯ menu. Hiding a row also hides everything under it. Use the hidden button to show hidden rows again.

Saved views

Save the rows you're looking at as a named view from the View menu at the left of the controls. A view keeps your filters, search and hidden rows. It doesn't keep zoom or chart style. Each project has its own views. When you save a view, choose who can see it:

Private: only you.
Public: everyone on the project. It's listed under Public views with the name of the person who saved it. In a public view, Me means whoever is looking at it.

Your views and the public views you can see are also listed under Gantt in the left panel, each labelled Private or Public. Click one to open the chart with that view. Click Gantt itself to go back to all work. A view's link opens the same view for anyone who can see it.

Only the person who saved a view can change it. To share a private view, or make a public one private again, choose Rename or share…. To change someone else's public view, choose Save a copy… and save it as your own. Project managers can delete any public view. All work shows everything.

Your own views save themselves: change a filter, search or hide a row and the view is updated a moment later, for everyone who can see it. Changes to someone else's view stay on your screen only, marked with a dot beside the view name. Pick the view again to go back to how it was saved, or choose Save a copy… to keep your changes.

The chart opens on today, or on the busiest stretch of the programme when little is planned near today. When a row's bar is scrolled out of view, a date chip at the edge of the chart shows where it is; click the chip to scroll to it.

Preview, edit and create

Click anywhere on a row (its title, bar or the space beside them) to read and edit the item in a panel on the right, without leaving the chart:

A task opens as an editable form: title, status, priority, assignee, dates, parent and the task's own fields. Changes save privately; Publish updates its shared bar. Updates shows its comments and activity.
A record opens with its details, comments and activity, and is edited the same way as on the record page.
Open task page or Open record page at the top of the panel opens the item on its own page. Ctrl- or ⌘-click a title to open the page in a new tab.

Preview keeps the panel open while nothing is selected; turn it off to hide the panel until you click a row. On a phone the panel slides over the chart.

New creates a task in the panel, or a record of any active type in the record composer.

Type tasks into the outline

Click + Add task under the last row, Add subtask in a row's menu, or the + that appears when you hover over the line between two rows (New task here). A blank row opens at that spot:

Type a name and press Enter. The task is published at that spot and a new blank row opens below it, so you can type a list one task after another.
Tab puts the row one level deeper (inside the row above); Shift+Tab brings it back out.
Esc, or leaving the row empty, cancels. More fields opens the full form in the panel instead.

New tasks have no dates; drag across their row to schedule them. The + menu also offers New (record type) here, which opens the record composer with the parent filled in. Records only sit under records, so a record inserted among tasks goes under the nearest record above them.

To rename a task, double-click its title, or focus it and press F2. Press Enter to save or Esc to cancel. Rename records in the preview.

Order and nesting

Each row has an outline number (1, 1.2, 1.2.3), and faint lines show which rows sit inside which. The numbers belong to the whole programme, so filters hide rows without renumbering them. The buttons in the Item header expand or collapse every level at once.

Rows within a group read by date until you put them in an order of your own. To move a row, drag its handle:

Onto a row to nest it inside that row.
Onto the line between two rows to place it there. Move the pointer left or right along the line to choose how deep it sits: a blue line shows the level, and the message under the chart says where it will go.
Onto the Item header to move it to the top level.

Press Esc to cancel a drag. Other ways to reorganise:

Row menu (⋯): Preview and edit, Open page, Add subtask, Add sub-record, Move up, Move down, Set parent…, Indent, Outdent and Remove parent.
Keyboard: focus a row's handle, then press Alt+Shift+→ or ← to indent or outdent it, and Alt+Shift+↑ or ↓ to move it among its siblings.
Forms: use the Parent field in the task form, or the Parent row in a record's details.

Order and parents save straight away and don't create a record revision. Placing a row orders the whole group, so its rows stay in that order from then on, and new items join the end of the group. The Kanban board uses the same order to break ties between cards due on the same day. Removing a task's parent also removes its related record, because that link is what places the task under the record.

Reading the chart

A thin bracket under a row with children spans everything inside it, from the earliest start to the latest finish. It stays when the row is collapsed.
A red end on a bar, or a red outline on a milestone, marks work past its due date that isn't finished. Finished work (done or cancelled tasks, and closed, answered or cancelled records) is hatched.
Rest the pointer on a bar for its dates, length, assignee, status and how many days overdue it is.

Task bars can be dragged to reschedule. Record bars are read-only on the chart: change a record's dates in the preview or on the record page.

Zoom

Days, Weeks and Months switch between a day grid, week starts and a month grid. Hold Ctrl (or ⌘) and use the mouse wheel, or pinch on a trackpad, to zoom smoothly around the pointer. Fit zooms and scrolls so all the work the filters show fits in view, as far as the chart can zoom out. The chart remembers your zoom on this device.

Assignment and confirmation

You can assign tasks directly, or ask the project agent to propose an assignment or status change. Check the item and person, then choose Confirm change or Reject.

An administrator can enable follow-ups for urgent work. Keep assignees and deadlines current so reminders reach the right person.

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