Tasks

Last modified: 08 Apr 2025

Tasks are any job that needs to be carried out for asset management, such as finalizing budgets with stakeholders, evaluating O&M suppliers, optimizing maintenance schedules, and preparing tax documents.

Views of the tasks domain

Enter the tasks domain in platform view, by selecting the dedicated domain tab Tasks at every asset level. Display your tasks in three different views: overview, quick view, and detailed view.

Overview

In the overview, you see a list of all tasks grouped by their status into different tabs: To do, In progress, Done, Cancelled. Select a tab to see only the tasks with the respective status.

Note

Tasks from sub-assets are consolidated to higher asset levels. You can see the respective sub-asset in the column Organizational level.

Overview of the task domain — Overview of the tasks domain

Quick view

Select a task in the overview to display a quick view of its details in a side panel.

	Name	Details
1	General info	View the task details you enter on creation.
2	Linked items	Link other items of the portal to the task. See also Link other items with a task.
3	Attachments	View attachments for the task.
4	Detailed view	Go to detailed view.

Detailed view

Select Go to detailed view in the quick view to open the task’s details on a separate page.

Create tasks

Either create single tasks or import a task list via CSV import.

Note

You can not create tasks on ORGANIZATION LEVEL.

Create a single task

You can assign work and set deadlines for yourself and other users. You can classify tasks by status and priority, and add tags and attachments.

Prerequisites

An organizational structure with assets already exists.

Steps

Select an asset level from the side bar and select the domain tab Tasks.
Select +New task.
Enter a descriptive task Title and add a Description if desired.
Select an Assignee (a user in your organization who should carry out the task), a Due date, Status, and Priority. Add Attachments if desired. Tags are also optional but highly recommended. See also Tags for optimized search.
Select Create.
The assignee will receive a notification email, and the task will appear in the Tasks domain for both you and the assignee.

Import several tasks via CSV file

Prerequisites

An organizational structure with assets already exists.

Steps

Select an organizational level from the side bar and select the domain tab Tasks.
Select Upload file and select the CSV file with the tasks you want to import. After the upload, the system scans your file for matching columns: The system matches your data to the system columns with the task attributes automatically. If some of your data could not be matched to a system column, you will have to match the columns from your CSV file manually to the missing system columns:
- Select the column of your CSV file to match the missing system column. Then select Next.
- On the next page, a table with all the matching data is displayed. Select Finish when you reviewed the table.
All imported tasks appear in the tasks list with the corresponding assignees:
- The system matches the assignees in your CSV file with the corresponding users of your organization (via matching mail addresses). The tasks will be assigned to these users automatically.
- If your file does not contain information about assignees, then you as the file importer will be assigned to all tasks. You can then assign users manually by selecting Options > Edit for each task.

Manage existing tasks

Edit or delete a task

TASK CREATOR OR ASSIGNEE ONLY As task creator or assignee, edit or delete existing tasks in any view by selecting Options > Edit or Delete. Change the status of a single task by editing it.

Note

You can no longer edit tasks with the status done or cancelled.

Change the status of multiple tasks at once

Steps

Navigate to the task Overview.
Change the status of multiple tasks at once by ticking the respective Checkboxes of the tasks. A floating button appears.
Select Change status. A pop-up appears.
Select the new Status from the dropdown.
Select Change. The selected tasks now have the new status and appear in the respective tab.

Link other items with a task

Note

Linking items is always bidirectional. See also Linking items.

Prerequisites

The items you want to link already exist.
You have access rights to the domain with which you want to link an item. See also User groups and permissions.

Steps

Select a task from the overview to open its Quick view or go further to the Detailed view.
In the area Linked items, select +New. A pop-up window appears.
Choose the domain with which you want to link the task:
- Contact: Select the contact you want to link from the dropdown.
- Document: Select the document you want to link from the dropdown.
Select Link to link the task with the chosen item. The item appears in the area Linked item of the task. Navigate to the linked item by selecting it. You will see the task as linked item there as well.

Monitor tasks on the dashboard

To help you work efficiently, tasks are evaluated in the following widgets on the dashboard: