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Task lists

Create and manage task lists in a project to group tasks and sort your work.

Lucas Bauche avatar
Written by Lucas Bauche
Updated yesterday

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

A task can be in several lists at the same time (or in no list at all). It always remains the same task—if you complete it, it is completed in all lists.

Create a new list

You can create a task list in a project’s Tasks tab in three different ways:

  • If your project has no list yet, click the dashed box to create your first list

  • Click the blue + task button (top left), then select Task list

  • Hover below an existing list and insert a new list after it (or between two lists)

Enter a name for the new list.

Change the list order

There are two ways to sort lists:

  • Drag and drop: Click on the header of a list (where the list name is) and drag it to the desired position.

  • Manage task lists (list icon in the top right corner): In the window, you can see all lists and rearrange them using drag and drop.

Add or move tasks to lists

When you create a new task from the task window, use the Task lists field to select where it should appear.

You can also update task lists for existing tasks:

  • Via the quick action Select task lists

  • In task details in the Task lists field

  • Via the action button (three dots) and Edit

  • Via the bulk action

To create a task directly inside a list, click Task.

To insert tasks between existing tasks, hover between two tasks and click Add task here.

You can also move single tasks to another project via the task action button and changing the project. You can also move tasks via bulk action, or move entire lists via the list’s three-dot menu.

Learn more about bulk editing tasks here.

Sorting tasks

You can drag and drop tasks between lists, or change their order inside a list.

If you move a task between two lists, awork asks at the bottom of the screen whether you want to move the task or additionally show it in the new list. If you confirm, the task will appear in both lists.

The list without list is technically not a real list, so you cannot change task order there (not even in task templates). To work around this, create a new list named “without list” and reorder tasks there.

Quick actions in lists

Some actions can be done directly in the list view:

  1. Edit the status of a task

  2. Mark the task as prio

  3. Select task lists

  4. Add and remove tags

  5. Edit recurrence

  6. Start tracking

  7. Set due date

  8. Set assignee

  9. Edit further details of a task

  10. Edit Custom Field (if added in the project)

If a timer is running on a task, you’ll see it in the list view. Hover over it to pause or stop. Learn more about time tracking here.

Show work progress of a task list

When you hover over a list, it shows the current progress. Click the progress indicator to switch between:

  • Completed tasks / Existing tasks

  • Tracked time / Planned time

Switch views for task lists

In the task overview, you can choose between two modes:

  1. Full width mode
    The task lists and columns adapt to your browser size. For smaller viewports, task details are shown in smart-stacking mode. When more space is available, the view changes to columns so you can manually show or hide them

  2. The compact list
    This mode is available for task lists and task filters

Tip: To get to the wide screen mode with the column view faster, drag your browser to full size and collapse the sidebar.

Open task details

To open the detail view, click the task name. The task opens on the right side.

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

Learn more about task details here.

Show completed tasks

When you complete a task in a project, it will be automatically hidden in the list view after the next reload.

Use the icon above the lists (top right) to display completed tasks. You can choose:

  • Show recently completed tasks: Loads and displays completed tasks from the last 30 days

  • Show all tasks: Loads and displays all completed tasks of the project

awork remembers this setting for your user and the project.

Duplicate, link, or move a task list

From the list action menu (upper right corner of a task list), you can manage the entire list:

  • Duplicate task list incl. tasks: Hidden completed tasks will be duplicated as well. Subtasks and descriptions are also copied. When duplicated, 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 map tasks to a new status if task statuses differ. When moved, the list disappears from the original project after saving.

Important: Attachments are currently not duplicated.

Filter by task lists

When creating task filters, you can select task lists and filter by them. You can also enter only parts of a list title (for example, “Onboarding”). All tasks from all lists whose title includes that word will be displayed. This gives you more options to refine filters and build cross-project overviews.

Hide, archive or delete unused lists

To hide a list’s tasks, click the arrow icon in the top right corner of the list header.

To remove a list from view, use the list action button to Delete or Archive it.

Archived lists are hidden. Only lists without any open tasks can be archived.

If a list still contains open tasks, you can choose one of these options:

  • Move open tasks to be without a list

  • Assign open tasks to another task list

  • Set open tasks to done

  • Delete open tasks from this list

Unarchive lists

To manage archived lists:

  1. Click the list icon in the project header to open Manage task lists

  2. Use the action button next to an archived list to Unarchive the list, delete tasks, or delete the list permanently

Search for tasks

Use the magnifying glass icon (top right) to search within task lists.

In addition to the task name, you can search for:

  • Task lists

  • Priority (prio)

  • Tags

  • Due date

  • Status name

Note: Task descriptions cannot be searched.

Import task templates

You can import ready-made task templates to your projects.

Learn more about task templates here.

Edit multiple tasks at the same time

You can edit multiple tasks of a project at the same time (for example, move them to another project or delete them).

Learn more about editing multiple tasks here.

Best practices and limitations

  • Searching is limited because task descriptions cannot be searched

  • Sorting has an exception because task order in without list cannot be changed

  • Duplicating has a gap because attachments are currently not duplicated

FAQs

Can a task be in more than one task list?

Yes. A task can appear in several lists at the same time (or in no list). It always stays the same task, so completion status is shown consistently across all lists.

Can I search task descriptions in task lists?

No. You can search by task name and criteria like task lists, priority (prio), tags, due date, and status name, but not by task descriptions.

Why can’t I reorder tasks in “without list”?

Because “without list” is technically not a real list. Task order there cannot be changed (not even in task templates).

Are attachments duplicated when I duplicate a task list?

No. Attachments are currently not duplicated, even though tasks (including hidden completed tasks), subtasks, and descriptions are copied.

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

If the target project uses different task statuses, you must choose which new status your existing tasks should get. After saving, the list is moved and disappears from the original project.

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