Tasks and ownership in project rooms
The Tasks tab is a board for the project's work. The tasks are internal: Owners, Leads, Members and Viewers see them; external members only see the text “Tasks are available to internal project members.”
At the top is the count “{n} open · {n} done” and the Add task button.
The board
The board has the columns Todo, Doing, Waiting and Done. Tasks without a column are gathered in Backlog. Each column has its own Add task button, which preselects that column. The columns can't be renamed in the app.
Create a task
Click Add task and fill in:
| Field | Contents |
|---|---|
| Title | Required, up to 240 characters |
| Column | Backlog or one of the columns |
| Status | Open or Done |
| Owner | Unassigned or an internal member of the room |
| Due date | A date |
| Description | Up to 4,000 characters |
Click Add. When editing, the button is called Save.
From a chat message
Below a message in the project room you'll find the Task button. It creates a task with the message text as its title (cut off at 96 characters), puts it in Backlog and marks it From chat with the sender's name. The button then reads Task created.
Tasks can also be created from a closed poll (Create task) and from a decision that requires follow-up. See Files, links and polls.
The task card
Each card shows the title, status (Open / Done), description and a line with Owner {name} · due date · source. The due date is shown as:
- Overdue {date} once the due date has passed
- Due today and Due tomorrow
- Due soon {date} within seven days
- Due {date} otherwise
If the room has the status Blocked or Waiting, all open tasks get the same badge.
Buttons on the card:
- Open in Tasks opens the task in the Tasks app
- Edit
- Complete / Reopen
- The ↑ ↓ arrows move the task up and down within the column; Move to moves it to another column
- Archive takes the task off the board once you confirm “Archive "{title}"?”
Who can do what
| Role | Tasks |
|---|---|
| Owner and Lead | Create, edit, move, complete and archive all tasks, and change their Owner |
| Member | Create tasks and edit the ones they own or created. The owner can be set on creation but not changed afterwards |
| Viewer | See the board |
Only internal members can own a task; an external participant can't be selected.
The tasks in the Tasks app
Project tasks also appear in Tasks under Shared projects. There you see the tasks you own, created or follow. If you choose a project in the list, you get the My tasks in this project view with the Open project room link back to the room. New tasks you create there land in Backlog in the room.
In the task details, the Assignee field is governed by your role in the room. If you're not an Owner or Lead, it says “Project policy controls who can change assignee.”
Give every task an owner and a due date
Project Pulse flags open tasks without an owner and tasks that are overdue. The board is calmer once both are in place.