All task details

In the task details, you can see the task, its information and progress, and edit it directly.

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Key features

The task details are your control center for everything related to a task:

• Quickly check and update information: name, description, status, dates, tags, and more

• Keep collaboration in one place: comments, @mentions, files, and the activity log

• Plan and review: planned effort, logged time, remaining effort, and calendar scheduling

• Manage notifications: using the bell icon and the list of watchers

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Task name and description

The task name is the task's title. The description lets you write detailed briefs, for example.

The text editor's toolbar supports the following formatting options:

• Text sizes: Header, Title, Subtitle, Text
• Text styles: Bold, Italic, Strikethrough, Underline
• Code: Display text in a code font
• Links: Insert hyperlinks
• Quote: Insert quotes
• Lists: Numbered and bulleted lists, checklists
• Divider: Separate content with a decorative line
• Files: Attach files

The toolbar appears when your cursor is on a blank line (click the + button) or when you select text.

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Task status

Every task has a current status. Change it using the round status icon.

For project tasks, you can define statuses separately for each project. They also appear as columns on the project's Kanban board.

What task status colors mean

• Gray / Blue (To-Do): Tasks that aren't being actively worked on yet.

• Yellow (In Arbeit): Tasks that are actively being worked on.

• Purple (In Freigabe): Tasks in a feedback or approval loop.

• Red (Geblockt): Tasks that can't currently be worked on or have been put on hold.

• Green (Fertig): Tasks that are complete.

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Projects and task lists

You can change a task's project in the edit window using the action button > Bearbeiten. Alternatively, select Verschieben ins Projekt directly from the action button.

Task lists (projects only)

Task lists are only available in projects. That's why the list fields are only visible for project tasks.

One task list is the primary list.

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Activity

Activity categorizes tasks and time entries. This helps you analyze and bill time, and filter tasks and time entries.

Every task must be assigned exactly one activity. By default, the activity you used most recently is preselected.

Learn more: How to use activities.

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Assignees

You can assign tasks to users in the workspace that are visible to you. When a task is assigned, it appears in the assigned users' task filters. Assigning a task also enables notifications for updates to that task for those users.

One or multiple assignees in the workspace

You can choose in the workspace settings whether tasks can have one or multiple assignees.

1. Go to Settings > select Workspace and scroll to the Aufgaben section
2. Enable Eine Aufgabe kann mehrere Bearbeiter*innen haben

One assignee

If you disable multiple assignees, you can assign only one user. A new assignment then replaces the previous one.

Multiple assignees

When multiple assignees are enabled, you can select several users one after another and remove them individually.

Use the people icon in the user selector to replace all assignees with one user.

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Start date, due date, and times

A task can have a start date and an end date, or just one of the two. If both fields are filled in, the task appears on the timeline in the project timeline.

The end date is the due date. This field is shown in lists and overviews and is used to flag tasks that are due soon.

You can also set start and end times along with the dates. awork automatically sets 8:00 AM as the start time and 6:00 PM as the end time.

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Checklist

Every task can have a checklist with any number of items. A checklist item has only two statuses: open and complete.

Items can be any length and wrap automatically. You can change their order by dragging and dropping them, and edit their text by clicking on it.

You can see checklist progress in the task list view.

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Subtasks

awork has two task levels: you can add more tasks under first-level tasks. These are subtasks, and they work just like regular tasks.

The details of a top-level task include an Tasks section, where you can create and view subtasks.

You can also add a checklist in a subtask's details.

Learn more: Subtasks.

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Planned effort, logged time, and calendar scheduling

Geplant

You can set a planned effort for each task. This is the expected amount of time the task will take.

When setting the planned effort, you can choose whether to distribute it automatically or manually among the assignees:

• A = Automatisch: The effort to be distributed is assigned automatically.

• M = Manuell: The effort to be distributed is assigned manually.

If you set only a total value, it's distributed evenly among all assignees. You can also enter a separate planned effort for each user.

Erfasst

In the task details and in lists, you can see the total time logged for the task.

To view all time entries for a task, open the detail view and click the green Erfasst button in the task KPIs. A window opens with all logged time entries. From there, you can search and export the entries directly.

Im Kalender

If a task is scheduled in the calendar, you can see its planned entries directly in the task details. Click Im Kalender to view the date, time, and duration of the scheduled entries.

Use the action button to Umplanen and adjust the time range, or to Planung entfernen.

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Files and attachments

You can attach as many files as you like to a task, such as images or PDFs. Upload them using the Datei hochladen button or the Büroklammer icon in comments, or drag and drop them into the task or comment.

You can also link files from Google Drive or OneDrive. These files are only linked, so other people need the appropriate permissions in the relevant Drive to open them.

Here's how: Google Drive & Microsoft OneDrive integration.

Mentioning files

Type @ followed by the file name to refer to a file in the description or a comment. Only files attached to the task can be mentioned.

You can view files attached to tasks in the project under the Dateien tab, including which task each file belongs to.

Learn more: Files in projects.

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Tags

Tasks can have tags. You can create new tags or choose from the tag pool.

Learn more: Using tags.

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Priority flag

Use the flag icon to mark a task as a priority. The flag is visible in the task details and overviews. You can then filter by it or use it to create automations.

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Activity log and comments

In the Activity log below the task details, you can see all changes and comments on the task.

Use "@" to mention other users and send them a notification.

You can also mention:

• @Workspace to notify every user in the workspace

• @Task to notify everyone assigned to the task or who has enabled the bell icon

• @"Team" (for example, @Marketing) to notify every team member

The following conditions must be met for these notifications to be sent:

• Profile settings: the relevant notifications are enabled

• Bell icon: enabled on the task

• Permissions: the task is visible to the user according to the permission settings

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Notifications and observers

Use the bell icon in the top-right corner of the task details to turn notifications for a task on or off.

Learn more: Receive or turn off notifications.

Observers are users who receive notifications for a task. They're listed in the task details.

Notifications are automatically enabled for a user when they:

• Create the task

• Are assigned to the task

• Are mentioned in a comment

If you turn off notifications, you'll be removed from the observer list and won't receive any more updates.

Add an observer

1. In the task details, click the Add observer button.
2. Choose a user from one of the categories (Recently used, Members, or All).

Remove an observer

1. In the task details, click an observer. The Edit observer tooltip will appear.
2. Click the X next to an observer to remove them from the task.

Click outside the field to save and apply your changes.

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Recurrence rule

You can mark tasks as recurring using the circular arrow icon.

Learn more: Recurring tasks.

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Custom fields

You can use custom fields in the task details.

Learn more: Custom fields.

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Tips and best practices

• You can resize the details view: hover over its edge and drag it to make the view larger or smaller.
• For the To-Do status, you can choose between two layouts: gray or with a blue background.

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FAQ

I deleted a task. Can it be restored?

Yes. If you accidentally deleted a task, our support team can restore it. Contact support and provide the task title.

Can I make the details view larger or smaller?

Yes. Hover over the edge of the details view and drag it to make the view larger or smaller.

Can private tasks have multiple assignees?

No. You can't assign a private task to multiple people.

Is there a file size limit for attachments?

No. awork doesn't have a file size limit.

How can I see all the time entries for a task?

Open the task details and click the green Tracked button in the task KPIs. A window will open with all the time entries.