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Create, edit and delete tasks


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Create and edit tasks


To create a new task, click in the Ribbon on the Home tab on New task. You will be automatically the responsible resource for this task.
 
New task in the ribbon
To further edit this task, click in the Ribbon on the Home tab on Edit.

  1. In the side panel on the right, you can now rename the task and add a description of the task.

    Side panel personal task

  2. You can also set the estimated effort required for the task. A working day equals 8 hours by default. With the arrow next to working days, you can set whether you want to display the effort in working days, hours or minutes.
  3. A personal task, i.e. a task unrelated to a specific project, has to be assigned to a resource. If you aren’t in charge of the task yourself, you can assign the task to another resource. A click on the little arrow offers you a quick selection of frequently used resources, a click on the three dots opens the global address book. A task can only be assigned to one resource to guarantee clear responsibilities.
  4. You can set the time frame for the task (i.e. the start and end date), but you don’t have to.
  5. Click on New link… in the Documents area to add a document to the task. You will then see an overview of all documents that have been added to InLoox and that you have reading permissions for. You can also add a new document by clicking on New. Now you can select a new document from your computer or your file server. 

Assign a task to a project


Tasks that you create in the cross-project task list are personal tasks by default and are not related to a specific project. If you want to change that, please follow these steps:

  1. Click on the task in the task list that you want to assign to a project. The task is not supposed to be assigned to any other project yet.
  2. Click in the Ribbon on the Home tab on Assign Project.

    Assign project

  3. You will see a list of all projects that you have reading permissions for. Please select the regarding project and confirm with OK.

Alternatively, you can also find this command in the context menu. Right-click on the task that you want to assign. You will find Assign Project there, too.
Context menu assign project

As soon as a task has been assigned to a project, there will be a note in the side panel on the right regarding the project. You can click onto the project name to get directly to the project. If the task has been assigned to a specific activity in the Gantt chart, the time frame of the activity will determine the start and end date of the task. You can change that manually, as long as task is performed within the time frame of the activity. 

Task assigned to a project

Notifications and notes


Every InLoox user can determine in the user settings how and when he or she wants to be notified about upcoming tasks.

  1. In Outlook, click on the File tab, then under InLoox, select Options.
  2. In the Options dialog, click in the navigation pane on the left on User Settings, More Options.
  3. Now you can set how and if you want to be notified before the start and/or the end of your tasks. 

User notifications options

You can specify persons that you want to notify about new notes on the task. If a task is related to a project, you can notify other persons about changes on the task.

Important The resource in charge of the task will be notified automatically if there are changes made to the task.

The notification field is meant to notify other people such as the project manager. The arrow leads you to a quick selection of frequently used resourses, whereas clicking on the three dots opens the global address book.

If you want to add additional information on the task, you can add notes. At the bottom of the editing side panel, click on the Notes tab:

Switch to notes

You can enter persons that you want to notify about new notes on the task.

Task notes

  1. Enter your project note.
  2. If you want to inform someone about it, click on the small arrow right to Notification for a quick selection of frequently used resources or click on Notification to open the global address book.
  3. Then click on Post Note.

You can also add notes with notifications to tasks that are unrelated to a specific project.

The InLoox Administrator can determine in the options how InLoox users are notified.

Mark tasks as done


You can mark finished tasks as done directly in the task list. You have several options:

Marking a task as done has several effects:

Completed tasks

Delete a task


You can delete tasks by clicking on the task you want to delete in the list and then click in the Ribbon on the Home tab on the Delete button. You’ll also find this command in the context menu. You get to the context menu by right-clicking on the task that you want to delete.

If you delete a task, the people for which you have added notifications will be informed about it. If you as a project manager delete a task for which another resource is in charge of, the resource will be informed.

Warning Deleted tasks are removed permanently – you are not able to restore them.

Tip If you want to delete several tasks at the same time, you can use Multi-Select. Press and hold the CTRL key on your keyboard and click on the tasks that you want to delete at the same time. Now select the Delete button in the Ribbon.