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Tasks in Nozbe

How to add a new task

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.

how to add new tasks

Try to populate your projects with specific, actionable tasks. This way, you’ll show your team 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.

Extra feature: Quick Add on Android

On your Android device, you can add new tasks even quicker by using one of two available Quick Add options.

  1. Tap on Nozbe icon and hold it for a moment. You should see a drop down menu with “Quick add” as one of options. Just write the name of your task and confirm it. Unless you specify a project (from drop down menu or by using a hashtag), the task will be added to your Single Tasks view.

  2. The second one is a Quick Settings tile. To access it, simply swipe down your notification panel twice so it’s fully open, then tap the pencil icon in the bottom left corner. Tap and hold the Nozbe’s “Quick add” tile and drag it where you want it to appear. Now you can use that option to quickly add tasks to your Nozbe.

Task’s parameters

While adding a task, it’s better to add various details to it.

setting parameters

You can:

  1. specify whether you want to add the task to the top or to the bottom of your task list,
  2. delegate the task to someone else,
  3. use a hashtag to set additional parameters (project, recurrence, tags etc.),
  4. add a due date,
  5. add a reminder,
  6. add a star.

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.

Setting parameters with hashtags

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.

Setting date via parameter

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.

Advanced recurrences

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.

Setting Repeat via parameter

You can also set the repeat parameter in the task details panel:

Setting Repeat in Details

Available recurrences

All currently available options are:

How can I edit a new task

Once you create a task, you can change its parameters:

Task details
  1. Tap here to change the project this task belongs to
  2. If you create a task in a shared project or move it to one, you can delegate it to someone else. Tap on this button to delegate the task.
  3. You can also set a due date for the task.
  4. If a project is divided into sections, you can decide which section your task should belong to
  5. Add a tag to the task.
  6. If you don’t want to miss the deadline, set a reminder for your task. You will receive a notification about an upcoming task.

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:

Multi-editing

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.

Multi edit

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 to them.

Multi edit

Once you are done editing, tap “Done” to save the changes.

Pro-tip: You can also enter the multi-edit mode more quickly.

  1. 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.

  2. 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.

Task’s details

Open a task and tap on the “…” icon to view the task’s details.

Display the task's details

Here you can:

How to check who and when created a task

Sometimes you need to check who and when created a task. And you can do that in Nozbe. Just scroll the comments all the way up and tap on the grey “Task created” text. You will see the name of a person who added that task, as well as when it was added.

Check when the task was created

How to clone a task

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.

How to clone a task

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.

How to complete a task

If you are done with a task, you can do a few things with it.

Complete a task

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.

Complete a task

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.

See all completed tasks

Abandon a task

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.

Abandon a task

Delete a task

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 remember that you can do it only for five minutes after creating a task.

Delete a task

If you want to delete an older task, you need to abandon it first. To do so, click on the same “…” icon in the corner and tap on the “Abandon a task” option. After you abandon it, the “Delete” option appears, and you can choose it.

Delete an older task

Please note that this change is irreversible, and you won’t be able to restore the deleted task.

Drag and drop

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.

Drop an attachment to create a task

Please note that this mechanism works only on the web and desktop versions.

ProTip: How to handle a chain of tasks in Nozbe

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.

What is task dependency

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:

How to create a link to your 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:

How does a completed task look like

Creating a chain of tasks

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:

How to create a chain of tasks

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!