Tasks
Actionable work items in Projects and Onboarding Plan
Tasks represent the actionable work items within a onboarding plan/project. They help teams track progress, assign responsibility, and ensure activities are completed on time.
Tasks are typically created within milestones and phases of a project plan and contribute directly to milestone completion and project health.
Each task can include assignees, due dates, status updates, attachments, and additional properties depending on the task type.
Task Types
Projetly supports multiple task types to handle diverse requirements across all project types.
Standard Task
A Standard Task is the default task type used for most project activities.
It includes the following elements:
Task Name
Assignee
Due date
Status
Dependencies
Description and attachments
Standard tasks are commonly used for configuration activities, internal coordination, and execution steps within a project. Refer to the 'Add Task' section on this page for details.
Subtasks
Subtasks allow teams to break down a task into smaller actions. A task can contain multiple subtasks, each with its own completion status.
Key behaviors:
Subtasks behave like individual tasks within the parent task
Each subtask can be marked complete independently
The parent task is automatically marked complete when all subtasks are completed
Subtasks are visually indicated in the task view
Subtasks are useful when a single activity involves several steps that need to be tracked individually. Refer to the 'Add Task' section on this page for details.
Recurring Tasks
Recurring tasks automate repetitive activities within a project. When creating or editing a task, you can configure it to repeat at a defined interval.
Supported recurrence options include:
Daily
Weekly
Monthly
Quarterly
Half-yearly
Yearly
Custom schedule
Additional configuration options include:
Start date
End date
Number of occurrences
Option to never end
Option to skip weekends and holidays
Notes:
Future task occurrences are generated automatically based on the schedule
Generation happens regardless of whether the previous occurrence is completed
Recurring tasks are visually indicated with a recurring task icon
When editing a recurring task, you can choose to apply changes to:
The current occurrence
The current and future occurrences
All occurrences
Recurring tasks are useful for recurring meetings, reviews, and periodic operational checks. Refer to the 'Add Task' section on this page for details.
Form Type Task
A Form Type Task allows users to complete a form as part of the task. This task type is created using predefined form templates. When assigned, the user must fill in the required form fields to complete the task.
Form type tasks are commonly used for:
Collecting information from team members or customers
Structured checklists
Validation or verification steps
Add Form Task
Click Add New and select Forms from the task type options. Follow the steps below:
Select the required form template from the dropdown list. The list includes both default templates and custom templates that have been previously created and saved.
If a suitable template is not available, click New Form to create a new form template.
After selecting the form template, configure the remaining task details such as assignee, due date, and description.
Close the task window to save the task.
The selected form will be attached to the task, and the assigned user must complete the form as part of the task execution.
Event Type Task
An Event Type Task is used to track meetings or scheduled events within a project. When creating this task type:
A calendar event can be mapped to the task
Meeting details are associated with the task
Participants in the project can be included in the event
This allows meetings and sessions to be tracked directly within the project plan. Typical use cases include kickoff meetings, review sessions, and training sessions.
Add Event Task
Click Add New and select Event from the task type options. Follow the steps below:
Enter the task name and configure the basic task details such as assignee, due date, and status.
Select the event from the list of events created within the selected project. If no events are created, click on 'Create Event'.
Add the required event information, such as the meeting title, date, time, and participants.
Save the event to associate it with the task.
The created event will be linked to the task and can be used to track meetings, sessions, or scheduled activities directly within the project plan.
Document Type Task
A Document Type Task is used when a document must be uploaded as part of task completion. This task type allows users to upload one or more documents directly within the task.
Document tasks are useful for:
Collecting compliance documents
Uploading configuration files
Submitting approval documents
Sharing deliverables
Add Document Task
Click Add New and select Document from the task type options. Follow the steps below:
Enter the task name and configure the basic task details such as assignee, due date, and status.
In the Document Upload section, click the upload area or drag and drop the required file.
Supported file formats include PDF, PPT, DOC, and JPG with a maximum file size of 25 MB.
Add any additional task details if required.
Close the task window to save the task.
The uploaded document will be attached to the task and can be accessed by the assigned users as part of the task execution.
Custom Fields in Tasks
Projetly allows users to add custom properties to tasks within a project. Supported field types include:
Short text
Long text
Number
Single select
Date
URL
Checkbox
Once a custom field is created within a project, It becomes available for all tasks in that project. Custom fields allow teams to capture additional information required for their workflow.
Task Completion
Tasks can be marked complete once the assigned work is finished. Completion rules include:
Tasks with subtasks are marked complete only after all subtasks are completed
Task completion contributes to milestone progress
Overdue tasks impact project health indicators
Keeping task status updated ensures accurate visibility into project progress.
Add Task (Standard)
Tasks can be added in two ways:
Quick Add: Tasks can be quickly created within a selected milestone. Use the Add New option within the milestone and enter the required task details.
Add Task from Onboarding Plan: Users can also add tasks directly from the Onboarding Plan page. Click Add Task and provide the required task details.
Quick Add
Use the 'Add New' button and add the following details
Task Status
Select the status of the task
For example, Not Started.
Task Title
Add a task title/name.
For example, CRM Org Setup.
Due Date
Add a due date for the task.
See note below for recurring tasks.
User
Assign the task to a user.
Tasks can be assigned to internal users or customers.
Attachments
Click to add attachments relevant to the task.
Use the Sub-task icon of an existing task to create a sub-task.
While selecting the due date, click on 'Set Recurring Task' to set this as a recurring task. Select a start date, recurrence interval and end date to save.
Add Task from Onboarding Plan (Standard & Recurring)
Click on the 'Add Task' on the Onboarding Plan page and add the following details:
Task Title
Add a task title/name.
For example, CRM Org Setup.
Task Description
Add a small description for your task
Task Status
Select the status of the task.
Tag
Add or select an existing tag for the task.
Tags help in grouping and filtering the tasks.
Users
Add user to assign them to the task
Tasks can be assigned to internal users or customers.
Linked Tasks
Use the '+' to link the new task with other tasks from the same milestone.
Check List
You can add a checklist for each task. Each action item can be added in the checklist to track the progress.
Checklists can be used to ensure the task's goal is met efficiently.
Attachments
Use to add documents related to the task
Task details are auto-saved. Once you add the details, click Close.
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