A task is a single thing that can be done in one step.
Anything you can usually do in a single sitting can be a task: watering the flowers, preparing a report, or buying a birthday present for your coworker.
To add a task, go to your Priority, Single tasks, a Project, or a Tag view and tap on a big ‘+’ button in the bottom right-hand corner. A task addition bar will open.
Type in your task’s name and confirm by hitting the Enter key or the arrow located on the right side of that bar. You will create a new task in the current view.
Try to populate your projects with specific, actionable tasks. This way, you’ll show other space members what exactly needs to be done to push things forward.
If you create a task within your Priority view, it’s location will be automatically set to Single tasks.
While adding a task, it’s better to add various details to it.
When you hit the parameters icon, you will see additional parameters that can be set for your task.
Here you can:
Hit the arrow on the right to confirm adding your task.
If you forgot to set the task’s parameters before adding it, don’t worry - you can change the task’s details at any time.
In Nozbe, you can share just one task with another space member or anyone in the world. Find out how to share singular tasks
For your convenience, you can use a hashtag to set a parameter quickly. Just type ‘#’ after a task’s name or hit the ‘#’ button in the task addition bar, and you will see a pop-up with all available options.
If the list is too long, start typing the parameter’s name (e.g. ‘ap’ for ‘april’). The list of suggestions will be shorter and it will have only these options with given word or phrase.
Do you need to specify how often a task should repeat? Before setting up a “repeat” parameter on a task, make sure to set the due date first. Otherwise, you won’t be able to add the recurrence. The next occurences of that task will depend on the due date you’ve set.
When you create a new task, you can add the recurrence by clicking on the small calendar icon. Then you have to choose a starting date and the repeat option you want for that task.
You can also set the repeat parameter in the task details panel:
All currently available options are:
The currently active version of the recurring task is called a master task.
When your task renews, Nozbe will create a history task for the last completed occurrence. It contains snapshots of all pinned comments from the master task (for example, the state a checklist was in before the task was completed), and from normal comments added between last renewal and previous one. This way, you can see what was the state of the task when it was last completed. You can access the history task via completed tasks list in the appropriate project, or in the calendar.
If the comment containing a checklist is unpinned, the progress of a checklist will stay unchanged with each renewal of that task. This means that if you check off some of the checklists' elements in the currently active version of the recurring task, then the checklist’s state will be preserved. The next renewal of that task will show the checklist in the same state you left it before completing the previous occurrence of that task.
However, if your comment containing a checklist is pinned, Nozbe will reset its progress with each renewal of your recurring task. The checklist will always be cleared in each new master task.
You can check the state of the checklist from a previous occurrence of the recurring task in the history task.
Once you create a task, you can change its parameters:
If you tap on the attribute, you can use the search option (the magnifying glass icon). It will help you find a specific project, section, tag, or person.
Search is available for the following parameters:
If you want, you can work on several tasks at once. To select them, tap on the task list’s menu ("…" icon next to the view’s name) and choose “Select tasks”.
Choose the tasks you want to edit and tap the “Change” button at the bottom of the app. As you can see, you can change many different parameters here.
You can complete these tasks, abandon them, mark them as a priority, mark them as unread, move them to another project or section, delegate them to another person, add tags, due date, or a reminder, as well as set the time needed or time spent.
Once you are done editing, tap “Done” to save the changes.
Pro-tip: You can also enter the multi-edit mode more quickly.
On macOS, you can ⌘click to select the first task and enter edit mode. Then you can simply click to toggle task selection. It is also possible to ⌘Click and select a range with ⇧Click.
On Windows, you can select the first task with Ctrl+click to switch to the edit mode. Click on other tasks to select the ones you want to edit, or use Shift+Click on the last task to select a range.
When you start adding different parameters and interacting with your tasks, you’ll quickly notice the icons that will show up around its name on the task list.
If you go to a different view, then you can easily distinguish tasks that are currently in Incoming - they will be bolded and have the Incoming icon displayed next to their name:
If you forget to complete a task with a due date in time, it will show up as overdue. This means that its due date will be written in red, and a flame icon will be displayed next to it:
If you are following a task from a project that you don’t follow, a blue signal icon will show up under its name:
The inline activity is the information that shows up as grey text between the comments in a task. If a person makes a change in a task, it will be represented as a new inline activity.
To see more details about the changes made, tap on the inline activity. You will then see the name of a person that made the change, as well as when it was done.
In the inline activity, you will find information about:
If there are more than 2 changes made in a short time, the inline activity will be summarized as “X changes” (where “X” represents the number of grouped activities). Tap on that text to expand the list of activities.
Open a task and tap on the “…” icon to view the task’s menu.
Here you can:
If you want to clone a task, you need to open it, tap on the “…” icon, and select the “Clone” option.
Then you can choose the name for the copy and set additional parameters (specify a project, a section, or a delegation). You can also decide whether you want the copy to contain all comments from the original task, or just the pinned comments.
Confirm your decision by tapping on the “Clone” button.
When you clone a single task, all its attributes are also copied. This means that the cloned task will have the same reminders, due dates, tags, etc., as the original.
The first comment in the clone task will contain a link to the original task. This way, you will never lose the original.
Please note that when you clone a task, you will become its author. You will also be the author of all comments within it.
If a task becomes too complex or requires running multiple steps, you can convert it to a project.
To do this, open the task, then hit the “…” icon in the upper-right corner of the task details view. Press the “Convert into a project” button. Before confirming your action, you can choose whether all comments from the original tasks should be converted, or just the pinned comments.
When you convert a task into a project, Nozbe will create a new project with the same name as the original task.
In the project description, you will find a link to the original task you converted into that project.
All checklist items from the original task’s comments will be converted into separate tasks within the new project. Checklist items that were marked as done will be transferred to the new project as completed tasks.
Other content, such as files and text comments, will be aggregated in separate tasks in a “Project resources” section within that project.
If the original task belonged to a project you shared with other people, all tasks created within the new project will be delegated to “Anyone”.
If the original task belonged to your private project, the new project will also be marked as private. All checklist items that were converted to tasks will be delegated to you, while tasks from the “Project resources” section will be delegated to “Anyone”.
The original task will be marked as abandoned. You can restore it at any time within the original project.
If you are done with a task, you can do a few things with it.
Once you finish working on a task, you can check off the circle to the left of its name.
Completed tasks get crossed out of the list. When you change the view, they go to the “Completed today” section located at the bottom of the list.
After 3 am, tasks will be archived, and they will disappear from your list. You’ll be able to review them any time by tapping the “…” button next to the view’s name and choosing the “Show all completed” option.
What if a task isn’t completed, but you don’t need it anymore? You can abandon it. This way, you won’t see it on your list anymore. Remember: you don’t need to delete that task, because who knows - maybe you will want to access it again in the future. If you delete it, it won’t be possible.
Just open the task, tap on the “…” icon, and choose “Abandon a task.” Abandoned tasks get crossed out of the list, and when you change the view, they go to the “Abandoned today” section located at the bottom of the list.
You can delete it if you are 100% sure that you don’t need the task anymore. When you wish to delete one of your tasks, click on the “…” icon in the upper right corner and choose the “Delete” option.
Please note that this change is irreversible, and you won’t be able to restore the deleted task.
Remember that to delete a task, you need to have space owner, admin or project manager rights. In projects in which you don’t have any privileges, you can delete your tasks within the first 5 minutes from the moment you added them.
In Nozbe, you can drag pictures or screenshots and drop them in the comments to create attachments.
If you drag a file and drop it on the task list, you will create a task with this file attached.
Please note that this mechanism works only on the web and desktop versions.
Sometimes, a task may rely on other tasks to be performed before it is marked as done. We will show you a neat trick that will help you handle such tasks chains using task links.
Task dependency is the relationship between different tasks that requires us to perform them in a specific order. For example, you can’t send an offer to your customer if your co-worker hasn’t prepared it beforehand.
You can point out the correspondence of different tasks by using task links in comments.
Task link is a unique hyperlink that allows you to access that task from anywhere quickly. To copy the link to your task, click the “…” in the task details’ view and choose “Copy task link.” When you paste that link in a comment, it will be transformed into a hyperlink, showing the name of the linked task:
When anyone clicks on it, the app will move them to that task, where they can see its details and work progress. It also works when the linked task belongs to a different project.
Also, when the hyperlinked task is completed, it will be displayed as crossed out in your comment:
Thanks to task links in the comments, you can create a reference guide for a complex chain of tasks. This way, you will easily track work progress on your goals - even if they require multiple tasks from different projects to be performed in a specific order.
To start, create a task in which you will track the progress. Here, put all links to the related tasks in a comment - for example, in the form of a checklist:
Then, whenever you wish to check on the progress of work on your chain, open that task. All tasks that have been completed will be crossed out. Thanks to that, you will quickly see what remains to be done.
In that task, you can also set up a reminder for yourself. This way, you won’t forget about checking out what’s changed and how the work is going.
Want to let the person responsible for the next task know that they can start working on it? Click on the hyperlink to be moved to that task, and mention them in a comment there!