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Tasks and boards

With Tasks, you keep track of what you still need to do, alone or together with a group. You work on boards with columns, such as To do, In progress, and Done, and move a task by dragging the card to another column. Tasks work entirely within the app; you do not need a connection to another service.

Open Knowledge base → Personal → Tasks.

My tasks​

At the top are your boards, below that My tasks: all open tasks for which you are responsible, from all your boards combined. They are the same tasks as on the boards, not copies. They are grouped by deadline: overdue, today, tomorrow, next week, later, and no deadline.

  • Choose New task to quickly add a task. It will be added to your personal board; when you create your first task, that board is created for you.
  • Check off a task to complete it. The card will then move to the Done column on the board.
  • Click a task to edit it.
  • Turn on Show completed tasks to also see your completed tasks.

A task​

A task has a title and can also have a column, deadline, priority, labels, and a description. On a shared board, you also choose one or more assignees. If you do not choose an assignee, you intentionally leave the task open; no one is filled in automatically.

Checklist. Start a line in the description with - [ ] to create a checkbox item:

- [ ] reserve a venue
- [ ] send invitation

The task then shows the items as a checklist, and on the card you can see the progress, for example 1/2.

Comments. You can post comments under an existing task. Everyone who can see the board can read them.

Only the creator of a task and the board administrators can delete a task.

A board​

Click a board to open it. Drag a card to another column or to another place in the same column. A card that you drag to a completion column is completed; if you drag it back, it becomes open again. Use My tasks, the label filter, and the search field to narrow what you see.

Choose New board to create a board, or Manage board to modify an existing board:

  • Columns: add columns, rename them, and arrange them in the desired order. Mark the column where completed tasks end up as Done. You cannot remove a column that still contains cards; move the cards first.
  • Labels: create labels with their own color, for example per project or topic.
  • Archive: an archived board remains readable, but the tasks disappear from My tasks.
  • Delete: removes the board with all tasks and comments. Only the owner can do this.

Sharing a board​

A board that you do not share with anyone is personal: only you can see it. You share a board via Manage board.

You can share with:

  • Colleagues: choose employees from your own location by name. Useful for a working group or a small team.
  • All employees of a location or department: everyone who works there can see the board, including anyone who joins later.
  • Groups: the members of a team of which you yourself are a member.

Employees who can see the board can always add, edit, and comment on tasks. Access follows the current situation: anyone who leaves the location, department, or group no longer sees the board.

The My tasks filter is a search aid, not a restriction: everyone who can see the board can see all tasks on it.

Administration​

The owner manages the board: columns, labels, sharing, archiving, and deleting. The owner can also:

  • appoint co-admins: employees who help manage the board;
  • transfer the board to another employee; the previous owner then becomes a co-admin.

If the owner leaves, the board is transferred to a co-admin. If there is no co-admin, an employee who can see the board will see a message that the owner is no longer active and can take over administration.

Collaborating on a board​

  • Live: if someone else changes something on a board you have open, the board refreshes automatically.
  • Simultaneous editing: if someone has edited a task while you had it open, you will get a notification and reopen the task. This prevents you from overwriting each other's work.
  • New for you: a task that another person assigns to you gets the New marker in My tasks. On the home screen, the My tasks panel shows the number of open and overdue tasks; a dot indicates that there is something new.
  • Clean up: with Clean up completed tasks, the administrator removes completed tasks from the board. They remain stored; with Show archive you can see them again. A reopened task returns to the board.

Microsoft To Do and Google Tasks​

If your organization allows it, you can connect My tasks to Microsoft To Do or Google Tasks, one at a time. At the top of Tasks, choose Connect for the service you use and give permission there. In that service, a list appears with the app’s name, containing the open tasks you are responsible for.

  • What syncs: title, completed, due date, and description, and in Microsoft To Do also the priority. You can change these on either side.
  • What stays in the app: boards, columns, labels, comments, and other assignees. Google Tasks has no priority; that stays in the app too.
  • Checking off in the service also completes the task here; the card moves to the completed column on the board.
  • A task you add to the list in the service appears on your personal board.
  • A task you delete in the service stays here and is not sent back to the service.
  • If you may only view a task on a board, you can still check it off in the service; other changes are reverted.
  • Google Tasks stores a description of up to about 8,000 characters. A longer description is sent to Google in shortened form and is not changed from there.

A change in the app appears in the service almost immediately. A change in the service appears as soon as you open Tasks, and otherwise within about half an hour.

With Disconnect, the connection stops and the list disappears from the service. Your tasks in the app remain. If you switch to the other service, the same happens with the old list.

You can also turn the connection on and off under Preferences → Integrations. An administrator allows the connection under Admin → Tools → MCP, by Microsoft To Do or Google Tasks in the integrations list. Google Tasks only works if the organization has set up its own Google app.

Your data​

With the download button at the top of Tasks, you can download an overview of your own boards, tasks, and comments. If an account is deleted, that person's personal boards disappear. Shared boards remain for others; the name of the departed person disappears from tasks and comments.

Tasks via AI​

In a chat or voice conversation, you can ask the AI about your tasks and have tasks adjusted. The AI works with the same permissions as you: it only sees the boards that you can see.

  • Ask questions: "What is still open on Team marketing?", "Which tasks are overdue?", "Who is handling customer day?"
  • Make changes on request: "Put 'Plan customer day' on my board", "Check off the quote", "Set the deadline for the report to December 1", "Add a comment to the task about the location."
  • Action items from a conversation or report: ask the AI to turn them into tasks. The AI prepares them as suggestions; they only become tasks once you add them.

Adding suggestions​

Suggestions from the AI appear at the top of Knowledge base → Personal → Tasks, under AI suggestions. For each suggestion, you can see which board it is for and which tasks it contains. Choose Add for a single task, Add all for the entire suggestion, or Do not add to discard the suggestion. The My tasks panel on the home screen shows a dot to indicate that suggestions are ready.

A task that you explicitly ask for ("put this on my board") is created by the AI immediately.

The AI does not fill in an assignee or deadline that you did not mention, and only deletes a task if you explicitly ask it to. A task created by the AI includes a reference in the task window to the chat it came from.

If all tools are turned off for an assistant or conversation, the AI cannot access your tasks either.

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