Working with Task Lists

Task lists help you organize tasks in the project's Tasks tab. You can bundle tasks in lists, reorder lists, and move tasks flexibly between lists.

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Creating a new task list

There are three ways to create a new list:

• If you don't have a list in your project yet, click the dashed box to create a new list
• Click + Task (top left) and select Task List
• Hover your mouse below an existing list to add a new list after it (or between two lists)

Give the list a name.

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Changing the order of task lists

You can sort lists in two ways:

1. Via drag and drop: Click on a list's header (where the list name is) and drag it to the desired position
2. Via Manage task lists (list icon top right): In the window you can see all lists and reorder them via drag and drop

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Adding tasks to lists or moving them between lists

When you create a new task via the task window, you can select in the Lists field which lists it should appear in.

This also works for existing tasks:

• Via the quick action Select task lists
• In the task details in the Task lists field
• Action button (three dots) via Edit
• Multi-select

You can create tasks directly in the New task row of a list.

If you hover between two tasks and click new task, you can also create tasks between existing tasks in the list.

Learn more: Editing multiple tasks at once.

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Sorting tasks

Via drag and drop you can move tasks between lists or change their order.

The grab icon for moving (the 6 dots) is only shown to you when

• no sort option is selected
• no custom grouping is active

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Quick actions in task lists

You can perform some actions directly in the list, for example:

1. Adjust a task's status
2. Mark the task as priority
3. Select the task lists
4. Add and remove tags
5. Edit recurrence rule
6. Start timer
7. Set due date
8. Assign assignee
9. Edit more task details
10. Edit custom field (if configured in the project)

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Displaying progress of a task list

At the top right next to the list name you can see the list's progress:

• Task progress as "Completed tasks / Existing tasks"
• Time progress as "Logged time / Planned time"

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Opening task details

Click on the task name in the list. The task opens on the right.

If your awork window is too small for the split view, you'll automatically navigate to the task details.

Learn more: All task details.

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Showing completed tasks

When you complete a task, it's automatically hidden in the list view after a refresh.

At the top right you'll find the icon to show completed tasks. You have two options:

• Show recently completed tasks: Shows only tasks that were completed within the last 30 days. This is especially useful if many tasks accumulate over time in ongoing projects.
• Show all: Shows all completed tasks of the project.

awork automatically remembers this setting for you and the project.

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Duplicating, linking, or moving a task list

Via the list action menu (top right in a task list) you can manage the entire list:

• Duplicate task list including tasks: Hidden completed tasks will be duplicated. Subtasks and descriptions are also copied. After duplicating, the new list appears below the original list along with all tasks.
• Copy link to task list: Use the action button (three dots) to copy a direct link to the list.
• Move task list to another project: Select the target project and assign the tasks a new status if the task statuses differ. After moving, the list disappears from the original project after saving.

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Filtering by task lists

In task filters you can select task lists and filter by them. You can also specify only parts of a list title (for example "Onboarding"). Then tasks from all lists are displayed whose title contains this word. This way you can refine your filters further and get project-spanning overviews.

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Collapsing, archiving, or deleting unused lists

You can hide the tasks of a list by collapsing it via the arrow icon at the top right in the header.

If a list should no longer be displayed at all, you can delete or archive it via the list's Action button.

With Archive the list is hidden. Archiving is only possible if the list no longer contains any open tasks. If there are still open tasks, you can:

• Move open tasks to Without list
• Move open tasks to another list
• Complete open tasks (mark as done)
• Delete open tasks

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Showing archived lists again

Here's how to manage archived lists:

• Click the list icon to open Manage task lists.
• Use the action button next to an archived list to restore the list, delete tasks, or permanently delete the list.

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Searching task lists

Via the search icon at the top right you can search task lists.

Next to the task name you can search specifically by criteria:

• Task lists
• Priority (Prio)
• Tags
• Due date
• Status name

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Importing task templates

You can import pre-made task templates into projects.

Learn more: Templates for tasks.

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Editing multiple tasks

You can edit multiple tasks at once (for example move them to another project or delete them).

Learn more: Editing multiple tasks at once.

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Known limitations

• "Without list" does not support drag and drop sorting
• search is limited and does not include the task description

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FAQ

Can a task be in multiple task lists?

Yes. A task can be in multiple lists at the same time (or in no list at all). It always remains the same task and will be shown as completed in all lists, for example, when you complete it.

Can I search the task description in the task list search?

No. Via the search (search icon) you can search for task lists, priority, tags, due date, and status name, but not in the task description.

Why can't I reorder tasks in "without list"?

Because "without list" is not technically a real list. The order of tasks cannot be changed there (not even in task templates).

Why am I not seeing the grab icon for moving tasks via drag and drop?

Check if a sort option or custom grouping is selected and disable it.

What happens to the task status when I move a task list to another project?

If the target project uses different task statuses, you need to select what new status the existing tasks should receive. After saving, the list is moved and disappears from the original project.