Task Assistant User Help





Quick Guide

To create a new tasklist

Create new tasklist
  1. Click the New Tasklist button located at the top, left-hand corner of Task Assistant
  2. A blank tasklist will open in a new tab
  3. Start typing to give the blank tasklist a new name

To create a new task

new task
  1. Click the Add Task icon in the toolbar
  2. Or press enter while a task is selected. A new task will appear below.

To edit a task

  1. Double click the text of the task to open a text edit box
  2. Or click the Gear icon to open the Properties pane. Click a field to edit a property.

To indent a task

indent task
  1. Select the task you want to indent
  2. Press the tab key on your keyboard
  3. Or click the Left Arrow button in the toolbar

To unindent a task

unindent task
  1. Select the task you want to unindent
  2. Press the Shift + tab keys together on your keyboard
  3. Or click the Left Arrow button on the toolbar

To add a due date

properties pane
  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the Deadline checkbox in the Properties pane
  3. Select the Date radio button to specify an exact date
  4. Click the Calendar icon to set the date or time

To add a comment

properties pane
  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Type your comment in the textbox under the Comments heading
  3. Click the Post button or press enter to submit your comment

To delete a task

  1. Select the task you want to delete
  2. Click the Delete task icon in the toolbar
  3. Or use the Delete button on your keyboard

To delete a tasklist

  1. Click the first task in the tasklist
  2. Press Delete on your keyboard
  3. Or click the magnifying glass icon, locate the tasklist and click the Delete button in the toolbar

To search for a tasklist

Search task
  1. Click the magnifying glass to open the Tasklist Browser. A list of the available tasklists will be shown in the left-hand column.
  2. Type the name of the tasklist in the “Filter by name” textbox. The list of tasklists will filter to show only those that match.

Full tutorial

General

How do I change my password?
How do I logout?
What are the keyboard shortcuts?
How do I print a tasklist?
How do I resize the Task Assistant window?

Adding and editing tasklists

Create a new tasklist
Delete a tasklist
Create a new task
Delete a task
Move a task
Edit a task
Indent a task
Unindent a task
Delegate a task
Mark a task as complete
Mark a task as active
Mark a task as canceled
Collapse a task
Expand a task
Create a copy of a tasklist
Create a tasklist from a word doc
What does the lightbulb on my task mean?

Adding and editing task properties

Edit a task name
Add a description to a task
Add a duration on a task
Attach a file to a task
Delete a file on a task
Add a URL to a task
Add a due date on a task
Add a tag to a task
Add a comment on a task
Set task permissions
Remove task permissions
What are the permission levels?

Tracking tasks and tasklists

Receive emails on events
Set email notifications for tasklist changes
Remove email notifications for tasklist changes
Show the recent changes made on a task
View critical alerts on a task
What are channels?
Add a new channel
Delete a channel
Move a channel in the dashboard
Create a channel of all tasks delegated to me
Create a channel of all tasks delegated to someone else
Create a channel of all tasks due soon
Create a channel of all tasks with a particular tag
Create an alerts channel of all changes to a tasklist
What does that number on my tasklist tab mean?

Searching for tasklists

Search for a tasklist
Search tasklist by tag
Search tasklist by delegated to
Search tasklist by created by
Search tasklist by status

General

How do I change my password?

  1. Click the Home tab to open the Dashboard
  2. Click the Preferences button on the toolbar
  3. Click the Profile link
  4. Click the Change Password button and enter a new password

How do I logout?

To logout, click the Logout button at the top right-hand corner of Task Assistant.

What are the keyboard shortcuts?

Create new task Enter
Finish editing task Enter
Edit task name Double click or F2
Delete task Del
Go to next task Down Arrow
Go to previous task Up Arrow
Collapse a task group Right Arrow
Expand a task group Left Arrow
Go to first task Home
Go to last task End
Go to next tab Ctrl + Right Arrow
Go to previous tab Ctrl + Left Arrow
Go to first tab Ctrl + Home
Go to last tab Ctrl + End
Indent task Tab
Unindent task Shift + Tab

How do I print a tasklist?

print
  1. Select the tasklist you want to print
  2. Click the Print icon on the toolbar. The selected tasklist will open in a new window and a print dialog will appear.
  3. Click the Print button in the print dialog

How do I resize the Task Assistant window?

  1. Click the Expand icon (Arrows outward) in the upper, right-hand corner of Task Assistant to automatically resize the width of the window
  2. Or click the left or right edge of the Task Assistant window and drag it to a custom width

Adding and editing a tasklist

To create a new tasklist

new tasklist
  1. Click the New Tasklist button located at the top, left-hand corner of Task Assistant. A blank tasklist will open in a new tab.
  2. Start typing to give the blank tasklist a new name

To delete a tasklist

  1. Click the first task in the tasklist
  2. Press Delete on your keyboard
  3. Or click the magnifying glass icon, locate the tasklist, and click the Delete button in the toolbar

To create a new task

new task
  1. Click the add task icon in the toolbar
  2. Or press enter while a task is selected. A new task will appear below.

To delete a task

delete task
  1. Select the task you want to delete
  2. Click the Delete task icon in the toolbar
  3. Or use the Delete button on your keyboard

To move a task

  1. Click and hold the task you want to move, and then drag and drop it to the new location

To edit a task

  1. Double click the task you want to edit. A text edit box should open around the selected task.
  2. Or click the Gear icon to open the Properties pane. Click a field to edit a property.

To indent a task

indent
  1. Select the task you want to indent
  2. Press the tab key on your keyboard
  3. Or click the Left Arrow button in the toolbar

To unindent a task

unindent
  1. Select the task you want to unindent
  2. Press the Shift + tab key on your keyboard
  3. Or click the Right Arrow button in the toolbar

To delegate a task

delegate
  1. Select the task you want to delegate
  2. Click the Delegate icon in the toolbar. A delegate dialog box will open up.
  3. Type the delegatee’s name in the text edit box and press enter. Or select a name from the list.
  4. Click OK to complete the delegation

To mark a task as complete

  1. Click the checkbox next to the tasklist name twice
  2. To uncheck the box, click the check box twice until the empty checkbox appears

To mark a task as active

  1. Click the checkbox next to the tasklist once. A filled in green checkbox will indicate the person has started the task.
  2. To uncheck the box, click the check box three more times until the empty checkbox appears

To mark a task as canceled

  1. Click the checkbox next to the tasklist name three times. An X will replace the checkbox to display that the task has been canceled.
  2. To uncheck the box, click the check box once until the empty checkbox appears

To collapse a task

  1. Click the dropdown arrow to the left of the task name. You can only collapse a task if there is at least 1 subtask beneath the selected task.
  2. To expand the task click the dropdown arrow again

To expand a task

  1. Click the dropdown arrow to the left of the task name. You can only expand a task if it is currently collapsed.

To create a copy of a tasklist

  1. Click the Magnifying glass icon to open the Tasklist browser
  2. Click the tasklist you want to make a copy of
  3. Click the Duplicate button in the right-hand side of the toolbar. A new copy of the selected tasklist will open in a new tab.

To create a tasklist from a Word document

  1. Create a new task in a tasklist
  2. Select the outline or text in your word doc
  3. Copy the outline or text in your word doc (Ctrl + c)
  4. Paste the outline or text into the new task
  5. Press Ctrl + enter on your keyboard. The outline should be recreated as separate tasks in the tasklist.

What does the light bulb on my task mean?

The light bulb indicates that Task Assistant has suggestions for relevant tasklists that could be inserted into the current tasklist or a person to delegate the task to.

Tasklist insertion suggestion

  1. Click the light bulb icon to see Task Assistant's suggestion
  2. Select a tasklist to view its contents in the viewing pane below
  3. Click the Insert button to add the selected tasklist into the currently open tasklist

Delegation suggestion

  1. Click the Delegation link to automatically delegate the task to the suggested person
  2. Click the X to remove the suggestion

What does the number on the tasklist tab mean?

Task Assistant keeps a history of the recent changes made to a tasklist. The number in each tab indicates the number of changes made to that tasklist since you have last viewed it. Clicking on the tasklist tab will reset the number to zero.


Adding and editing task properties

To edit a task name

  1. Double click the task you want to edit. A text edit box will open around the selected task.
  2. Or click the Gear icon to open the Properties pane. Click a field to edit a property.

To add a description to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the text next to the Description field name. A text edit box will open.
  3. Press enter or click outside the text edit box when you are finished

To add a duration to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click in the text box next to the Duration field name. A text edit box will open.
  3. Use the dropdown arrow to change the duration to hours, minutes, or days.

To attach a file to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the Attach file link. A file browser dialog will open.
  3. Select the file you would like to attach in the file browser dialog
  4. Click the Submit button on the file browser dialog. Your file will be listed below the Attach file link.

To delete a file to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Find the file you would like to delete
  3. Click the Trashcan icon located to the right of the file name

Add a URL to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the Add URL link. A text edit box will open.
  3. Add the URL and a name for the link
  4. Click the Add URL button when you are finished

To add a due date on a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the Deadline checkbox in the Properties pane
  3. Select the date radio button to specify a date and time
  4. Click the calendar icon to set the date

To add a tag to a task

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Click the text to the right of the Tags field named. A text edit box will open.
  3. Start typing your tags, using spaces to separate each tag. An autocomplete will show previous tags that you have used.
  4. Or click the library of tags displayed below the tags field. The text you click will automatically be added to the Tags field above.
  5. Or right click a task and select a tag. A list of previously created tags will display. Click a tag to add it to the task.

To add a comment

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Type your comment in the textbox under the Comments heading
  3. Click the Post button to submit your comment

To set task permissions

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Open the Collaboration heading
  3. Click the Add permission link
  4. Select a person from the drop-down list
  5. Select a permission level

To remove task permissions

  1. Click the Gear icon in the toolbar to open the Properties pane
  2. Open the Collaboration heading
  3. Click the X next to the permission you want to remove

What are the permission levels?

The different permission levels are None, Read, Write, and Owner. When a person is delegated a task they automatically receive Write permissions.


None: If a person has "None" permissions or is not listed in the permissions group then they are unable to find or access the tasklist
Detailed actions: None

Read: A person with "Read" permissions is able to open and view the tasklist, but is unable to edit it.
Detailed actions: View task, view attachments, view links.

Write: A person with "Write" permissions is able to edit the tasklist and any of its properties. However, he or she is unable to delete the tasklist or add permissions.
Detailed actions: View task, Add task, Delete task, Duplicate task, Change task duration, Change task description, Change task status, Attach file, Attach URL, Add tag, Remove tag, Change task deadline, Add comment, Move task, Add subtask, Remove subtask, Change task notifications.

Owner: A person with "Owner" permissions is able to perform all actions on a tasklist including editing the tasklist, editing any of the properties, changing task permissions, and deleting the tasklist. By default, the creator of the tasklist is an owner.
Detailed actions: View task, Add task, Delete task, Duplicate task, Change task duration, Change task description, Change task status, Attach file, Attach URL, Add tag, Remove tag, Change task deadline, Add comment, Move task, Add subtask, Remove subtask, Change task notifications, Change task permissions.


Tracking tasks and tasklists

To receive email messages on events

  1. Click the Home tab to open the Dashboard
  2. Click the Preferences button
  3. Select Instant email alerts to configure your email settings

To set email notifications for tasklist changes

  1. Click the Gear icon in the toolbar to open the Properties pane of the selected task
  2. Open the Collaboration heading
  3. Click the Add notification link
  4. Select a person from the drop-down list
  5. Select a notification level

To remove email notifications on tasklist changes

  1. Click the Gear icon in the toolbar to open the Properties pane of the selected task
  2. Open the Collaboration heading
  3. Click the X next to the name under the Notification heading
  4. Or change your default email settings in the Dashboard (Home tab) by changing your email preferences

To show the recent changes made on a task

history
  1. Click the Clock icon on the toolbar of the tasklist
  2. A recent actions window will open that shows the latest actions that occurred on the tasklist
  3. Or right click a specific task and select Show history to view the recent actions on the selected task
  4. Or create an alert channel
  5. Or set up to receive email alerts

To view critical alerts on a task

If a task is past due then an alert icon will appear on that task and each of its parent tasks.

  1. Click the Alert icon on the task. A description of the alert will appear in a menu.
  2. Click the task name to jump to the task.

What are channels?

Channels allow you to monitor or watch groups of related tasks or tasklists. For example, you can create channel to view all tasks delegated to yourself or all tasks due in 12 days. More generally, it is possible to create channels based on due date, delegation, tags, summary, and events. Multiple channels can be active at a given time to provide different perspectives on your current tasks.

To add a channel

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the channel you want to add: due date, delegation, tags, summary or alerts. The new channel will be added to your dashboard.
  4. Click the Wrench icon to change the settings for each channel.

To delete a channel

  1. Click the Wrench icon to the right of the channel you want to delete. A dialog box will open.
  2. Click the Delete channel button in the dialog box

To move a channel in the dashboard

  1. Click and hold the channel header or on any white space of the channel
  2. Drag and drop the channel to the new location

Create a channel of all tasks delegated to me

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the delegate channel
  4. By default, the channel shows all tasks delegated to you
  5. To change the delegatee, click the Wrench icon
  6. Click the dropdown next to the Assigned to whom field

Create a channel of all tasks delegated to a particular person

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the delegate channel
  4. By default, the channel shows all tasks delegated to you
  5. To change the delegatee, click the Wrench icon
  6. Click the dropdown next to the Assigned to whom field to select a different delegatee

Create a channel of all tasks due soon

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the due soon channel
  4. By default, the channel shows all tasks delegated to you that are due in 1 hour
  5. To change the duration or delegatee, click the Wrench icon
  6. Enter a new time constraint
  7. Click the dropdown next to the Assigned to whom field to change the delegatee

Create a channel of all tasks with a particular tag

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the tag channel
  4. By default, the channel shows all tasks with tag template
  5. To change the tag, click the Wrench icon
  6. Enter a new tag in the Show all tasks with this tag field

Create an alerts channel of all changes to a tasklist

  1. Click the Home tab to open the Dashboard
  2. Click the Add channel button in the toolbar
  3. Select the alerts channel
  4. Click the Wrench icon to customize the types of alerts to receive

Searching for tasklists

To search for a tasklist

  1. Click the magnifying glass tab to open the tasklist browser. A list of all the tasklists viewable to you will be shown in the left-hand column.
  2. Type a portion of the name of the tasklist in the Filter by name textbox. The list of tasklists will filter to show only those whose name contains the entered text.

Search tasklist by tag

  1. Click the magnifying glass tab to open the tasklist browser. A list of all the tasklists viewable by you will be shown in the left-hand column.
  2. Enter the tag in the right-hand text edit box labeled Filter by tag and press enter
  3. To stop filtering by the tag uncheck the checkbox to the left of the tag

Search tasklist by delegated to

  1. Click the magnifying glass tab to open the tasklist browser. A list of all the tasklists viewable by you will be shown in the left-hand column.
  2. Click the Delegated to checkbox
  3. Select the delegatee using the dropdown menu located to the left of the delegated to field name
  4. Uncheck the checkbox to remove the delegatee name from the search

Search tasklist by created by

  1. Click the magnifying glass tab to open the tasklist browser. A list of all the tasklists viewable by you will be shown in the left-hand column.
  2. Click the Created by checkbox
  3. Select the task creator using the dropdown menu next to the Created by field name
  4. Uncheck the checkbox to remove the creator name from the search

Search tasklist by status

  1. Click the magnifying glass tab to open the tasklist browser. A list of all the tasklists viewable by you will be shown in the left-hand column.
  2. Click the Status checkbox
  3. Change the status to complete, active, or canceled using the dropdown menu
  4. Uncheck the checkbox to remove the status from the search