Help - Tasks
What is a task?
Tasks (or Todo's) are items that need to get done. They can be your tasks or someone else's tasks.
How do I view tasks?
You can view tasks for one or more workspaces at a time. To view tasks for just one workspace move to that workspace first and select the task window. To view tasks for all of your workspace together, move to the ALL workspace.
How do I add a task?
There are two ways to add a task. First, you can click "Add Task" at the top of the screen and then fill in the various data fields. Alternatively, at the bottom of your task list (or at the bottom of each group if your data is grouped) there is a "quick add" link. You can use this to quickly enter a number of tasks at once (just keep hitting enter until you are done). They will be assigned to you but you can easily go in and change that later.
Note: If you are on the All tab/page, the Workspace and Page will say Uncategorized. You may add data to the uncategorized workspace or to an uncategorized page, but it will only appear on the uncategorized pages.
How do I edit a task?
There are two ways to edit a task. First, you can double click on it, and this will put you into editing mode. Alternatively, you can select "actions" and then select "edit" from the drop down menu. Make sure to save the changes when you are done. Only administrators can edit tasks other than their own.
How do I delete a task?
If you have completed a task please mark it as completed and then later archive it instead of deleting it. Deleting a task should only be used to delete one that was entered in error. To delete a task, select "actions" from the left side of the screen, the select "Delete" from the drop down menu. Unless you are an administrator you may only delete a task that you created.
How do I reply to a task?
Select the actions button to the left of the desired task and select "reply" from the list.
What status can a task have?
Tasks can be Open, In Progress, Completed or Archived.
When a task is completed it will have a line through it and will turn gray (as long as the task list is set to display completed tasks). We keep this on the screen so that it doesn't just disappear to someone who may have created and assigned it. After a period of time, though, the person who created the task and sees it is completed will no longer need to see it lingering on the screen. They can therefore Archive it from the "More Data Options" link, which removes it from a screen which shows completed tasks. An Archived task is therefore a completed task that has had its status changed from Completed to Archived and will no longer appear on the screen with other more recently completed tasks.
A task can only be archived by the person who created the task or by an administrator.
How do I remove a completed task?
When a task is completed it's status can be changed by the person completing it as "completed." Eventually you will want to remove these from your screen, which you can do by Archiving the task. Anyone can change a status of a task but only the person who created the task or an administrator can archive the task. To archive complete tasks select the "More data options" link then select "Clear/Archive Completed Tasks."
How do I filter or change the tasks that are showing in the list?
You can filter (select) which task appear on the list. For example, you can choose to see just your tasks or just certain types of tasks. You can select to see tasks for just one person or all people, just one task type or all task types, and just one status (open, closed, in progress) or all. Task can also be filtered by date ranges so you could, for instance, see just tasks due next week. To change which tasks you see select "More data options" and choose the ones you want to see.
Each Workspace can have different tasks set to display. A typical use of WizeHive is to have tasks set to display only your tasks in the ALL Workspace, thereby showing you all of your tasks for all of your workspaces - and then having tasks set to display all open or in progress tasks for all people within a specific workspace to see what is still due within that workspace.
How do I change the columns shown on the screen?
Use the "More layout options" to select which data to display. You can not currently change the order of the columns.
How do I move (reorder) a task?
It's easy! Just drag it where you want. Move to the far left side of the task where you will see a symbol that looks like a plus sign. Your cursor should also change to a plus sign. Now just click and hold and drag your task up or down or even into another group.
How do I change the amount of text shown for each task?
Sometimes you may want the description shown for a task to be long, yet you do not want the task to take up more than one line (or two) in your task list. Change this by clicking on the "More layout options" link and selecting or deselecting "limit characters."
Note that while you will only see one line on the list, you can hover over any entry and see the full text or you can click on view from the actions menu on the left to view the entire task text.
How do I set or change priority, due dates or the person assigned to the task
Assuming the data you want to change is showing in a column on the screen you should just be able to click on it and make the change. Otherwise, you can change it by following the editing instructions, below.
How can I print the task list?
From the task window click on the print icon.
How do I send a task through email?
You can use email to add a task to any of your Workspaces. If you are not using an email security code (specified in your Profile settings and described below): (1) address the email to: tasks@wizehive.com (2) put the name of the workspace followed by a colon (:) followed by the name of a page in brackets ([ ]) into the subject line. For instance, if you are adding a task to a workspace called ABC and a page called Marketing, you would include this in your subject line [ABC:Marketing]. You may also include other information in your subject line, just put it in outside of the brackets. (3) Then, type the rest of your text in the body of the email.
If you don't put a workspace it will be stored in WizeHive as "uncategorized." You will still be able to see it but only from the ALL workspace. If you send it in that way be accident you can always edit it from within WizeHive and move it to a specific workspace.
If you don't put in a page but DO put in a valid workspace, it will be stored within that workspace but will not appear on any specific page.
If you specify an invalid workspace or page you will get an email back from WizeHive warning you of this.
If you want to create a new page within WizeHive put an "+" in front of the page name. For instance, if you have a Workspace named Prospects and you want to create a new prospect called XYZ Company, you can enter the following within the subject line: [Prospects:+XYZ Company]
Since it may be easy for someone to send an email that looks like it comes from you, we have a security system in Wizehive that is optional. You can enter any combination of characters in the field in your Profile labeled Email security code. Once you do this, the email address you use to post to Wizehive changes. Instead of sending to tasks@wizehive.com you would send it to an address that includes the code you created. For instance, if you create a code r53k54 your new address for sending things to Wizehive would be tasks+r53k54@wizehive.com
Using Task Lists
Task lists give you another way to organize your information. For instance, you may be part of a development group that has pages for each area of development and you want to organize different releases of your product. You could create a task list for each release and then organize and group your tasks by list. Or, you could be planning a trip and create a task list to organize and group the things you plan to pack.
How do I add or change Task Lists?
The easiest way to add a list is to group your tasks by list first (by using the "Group by" drop down). Then on the far right hand side of the screen you should see "Add List". Simply click that and you will be able to add a list. If you are an administrator you can also manage (add or change) lists from the "Manage" link in the Workspace box
Does this integrate with my calendar system?
Tasks are automatically shown within your WizeHive calendar. And, you can send your WizeHive calendar entries to other calendaring systems by enabling our iCal feeds. Please review the calendar help for more information on this