Task Lists

Overview

The Task Lists feature allows for efficient task management by enabling users to create individual tasks or use predefined lists for consistency across projects. There are three levels of task list management, each catering to different user roles.

Understanding Task Lists

Task lists help streamline task management across different levels of the CAG Database. Whether you’re a regular user, a project admin or a super admin, task lists provide a structured way to manage and standardise tasks.

Task Management Flow Diagram

Below is a chart that illustrates the relationships between the different roles and how task lists can be created and used across the system. The larger boxes highlight the focal point of this section.

flowchart TD

    subgraph User
        A1[Create New Task] --> A2[Tasks]
        A3[Import Tasks from Project Task List] --> A2
    end

    subgraph Project Admin
        B1[Create Project Task List]:::focus --> B2[Task List]:::focus
        B3[Import Task List from Template]:::focus --> B2
    end

    subgraph Super Admin
        C1[Create Task List Template] --> C2[Template]
    end

    C2 --> B3
    B2 --> A3
    classDef focus font-size:1.2em,font-weight:bold,stroke-width:3px

Tips for Effective Task Management

• Start with Templates: Use task list templates for consistent task structures across projects.
• Modify as Needed: Project Admins can customise imported templates to fit specific project requirements.
• *Leverage Groups: Assign tasks at the group level for better granularity in task tracking.

Managing Task Lists

Project admins can organise tasks more systematically by using task lists:

• Create a New Project Task List: You can create a reusable task list within a project by navigating to the Task Lists section in the project. This helps ensure consistency across tasks in the same project.
• Import Tasks from a Template: To speed up the process, project admins can import tasks from pre-defined templates. These templates are created by super admins and can be adjusted as needed for the specific project. Find out more in task list templates

Using project-level task lists helps maintain structure while allowing customisation based on project requirements.

By standardising workflows and procedures, Task Lists ensure consistency in task assignment and facilitate efficient project management. Project admins can customise these lists to suit different project requirements, thereby ensuring that tasks are completed in a systematic and organised manner. Understanding Task Lists enables teams to streamline collaboration, monitor progress effectively and achieve project objectives more efficiently.

Task Lists within the CAG Database include the following information, they are split into two sections. The first is the information about the lists:

Name	Description	Input type	Requirement Type	Linked To
Task List Name	The name assigned to this list. It provides a descriptive label for the task list, aiding in easy recognition.	text	required	n/a
Task List Description	Additional information about this list, aiding both users and volunteers in understanding its context.	text	optional	n/a

The second is the information about the tasks:

Name	Description	Input type	Requirement Type	Linked To
Task Order	The number order that this task is set to by default.	choice	required	n/a
Task Description	Additional information about this task, aiding both users and volunteers in understanding its context.	text	optional	n/a

How to Import a task list template from the owner

1. Navigate to the Task Lists section within a specific project.
2. Press the Import from Task Template button.
3. Search for the relevant task list.
4. Press the Save button.
5. The template tasks have been added and are now visible in the Tasks Table.

How to Add a Task List

1. Navigate to the Task Lists section within a specific group in your Project.
2. Press the Add task list button, which will open the Add Task List pop-up.
3. Fill in the Task Information:
   • Name: Enter the name of the task list.
   • Description: Provide a brief description of the task.
4. Press the Save button.
5. A new task list has been added and is now visible in the Task Lists Table.

How to Edit a Task List

1. Navigate to the Task Lists section within a specific project.
2. Locate the task list you wish to edit in the Task Lists Table.
3. Press the button in the Actions column, which will open a menu.
4. Press the Edit option to open the Edit Task pop-up.
5. Update the task information as needed:
   • Name: Modify the title of the task.
   • Description: Update the description of the task.
6. Press the Save button to apply the changes.

How to Delete a Task List

1. Navigate to the Task Lists section within a specific project.
2. Locate the task list you wish to delete in the Task Lists Table.
3. Press the button in the Actions column, which will open a menu.
4. Press the Delete option, which will open a confirmation pop-up.
5. Press Yes, I'm sure to confirm the deletion or choose No, cancel to stop the task list from being deleted.

How to Search and Navigate Task Lists

To efficiently manage and locate specific tasks, use the search functionalities provided on the Task Lists page:

1. Search Task Lists:

   • Use the search bar at the top of the page to enter keywords related to the task lists you are looking for.

2. Navigate Through Pages:

   • Use the pagination controls at the bottom of the table to navigate through different pages of task lists. Adjust the number of rows displayed per page using the dropdown menu.

Managing Tasks within a Task List

Task lists are only as good as the tasks that are in them. The task lists hold together all the tasks that can be added to a group. Once a task list has been created, tasks need to be added.

How to get to the tasks within a Task List

1. Navigate to the Task Lists section within a specific project.
2. Locate the task list you wish to add tasks to in the Task Lists Table.
3. Press the button in the Actions column, which will open a menu.
4. Press the Edit Tasks option to open the Tasks page.

Once on the Tasks page users can:

• Add tasks
• Edit tasks
• Delete tasks

How to Add a Task to a task list

1. Navigate to the Tasks section within a specific task list.
2. Press the Add new task button, which will open the Create Task pop-up.
3. Fill in the Task Information:
   • Title: Enter the title of the task.
   • Description: Provide a brief description of the task.
   • Status: Select the current status of the task (e.g., Pending, In Progress, Completed).
4. Press the Save button.
5. A new task has been added and is now visible in the Tasks Table.

How to Edit a Task in a task list

1. Navigate to the Tasks section within a specific task list.
2. Locate the task you wish to edit in the Tasks Table.
3. Press the button in the Actions column, which will open a menu.
4. Press the Edit option to open the Edit Task pop-up.
5. Update the task information as needed:
   • Title: Modify the title of the task.
   • Description: Update the description of the task.
   • Status: Update the current status of the task.
6. Press the Save button to apply the changes.

How to Delete a Task from a task list

1. Navigate to the Tasks section within a specific task list.
2. Locate the task you wish to delete in the Tasks Table.
3. Press the button in the Actions column, which will open a menu.
4. Press the Delete option, which will open a confirmation pop-up.
5. Press Yes, I'm sure to confirm the deletion or choose No, cancel to stop the task from being deleted.

How to Search and Navigate Tasks within a task list

To efficiently manage and locate specific tasks, use the search functionalities provided on the Tasks page:

1. Search Tasks:

   • Use the search bar at the top of the page to enter keywords related to the task you are looking for.

2. Navigate Through Pages:

   • Use the pagination controls at the bottom of the table to navigate through different pages of tasks. Adjust the number of rows displayed per page using the dropdown menu.