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Tasks

What are tasks?

Tasks help you track work and organize it on a kanban board where you can manage priorities, track progress, and collaborate with your team.

You can:

  • Create and manage tasks and their subtasks.

  • Assign tasks to others or ask for assistance.

  • Send a request for change.

  • Manage access request workflow tasks.

  • Review and manage approval workflow tasks.

Review and access request tasks are created automatically and work differently. See Workflow tasks.

Where to find tasks?

From the main navigation, go to Tasks and workflows > Tasks. Click any task to view its details in the sidebar.

Task board

Understand the board

Tasks are grouped by status.

  • New: Newly created tasks.

  • In progress: Tasks that have been started.

  • Complete: Finished tasks.

Each column header shows the total number of tasks in that status. Tasks in all columns are sorted by creation date, with the most recent first.

What’s shown on a task

Each task shows its status (New, In progress, or Complete), priority (Low, Medium, or High), author and assignees, due date, and related data asset.

For workflow tasks (access request and review request), the task type corresponds to the task state while the Workflow step indicates where the task is in the workflow process.

If a task has subtasks, a progress line shows completed subtasks (for example, "2/5 complete"). If there are no subtasks, the progress line is not shown.

Filter and search for tasks

There are two filters that can help you search for tasks on the board.

Ownership filter

  • All: Shows the tasks you created and the tasks assigned to you.

  • I’m owner: Shows only the tasks you created.

  • I’m assignee: Shows the tasks that you were assigned to (by yourself or other users).

    Ownership filter
Task parameter filter

If All tasks are displayed, you can filter by task parameters.

  • Due date: Select the date by which the task must be completed.

  • Priority: Specify the priority of the task.

  • Task type: Specify the type.

  • Author: Select a user from the list, which includes all authors that have assigned tasks to you, including yourself.

  • Assignee: Select a user from the list, which includes all assignees that you have assigned tasks to, including yourself.

    Task filter

Work with tasks

Before you start

Tasks can be created for the following asset types:

  • Catalog items

  • Attributes

  • Catalog item profiles

  • Terms

  • Rules

To be able to create tasks from custom asset types, add the task:ableToCreateTask trait to those entities in the metadata model.

Create task

You can create tasks from an asset or from the tasks board.

Workflow tasks (access request and review request) are created only automatically. See Workflow tasks.

  1. Select Create task.

    1. From a specific asset.

      Create task from entity

    2. From the Task and workflows tab. Go to Task and workflows > Tasks.

      Create task

  2. Provide the necessary information.

    1. Task name: Name of your task.

    2. Task type:

      1. General: The default task type that refers to a generic unstructured task.

      2. Your custom task type. See Create task type.

    3. Priority: Low, Medium, or High.

    4. Description: What the task should achieve or other useful information.

    5. Assignee: Select User if you want to assign the task to a particular user, or Group and Role if you want to assign this task to a group and a specific governance role within this group. Then select an assignee.

    6. Due date: Optionally, specify a deadline for the task by selecting a date from the calendar.

    7. Entity type: Optionally, select the asset type you are referring to in the task.

    8. Instance: Select the specific asset. For example, if you have selected term in Entity type, you see the list of terms in the instances list.

  3. Optionally, you can create one or more subtasks at the same time. This can help you split the main task into smaller ones, or assign the task to more than one person at once. See Create subtask.

  4. Select Create. Your task appears on the kanban board in the New tasks column.

Once a new task is submitted, it appears on the assignee’s kanban board and they’ll receive a notification.

If the task is assigned to a group or a specific role within a group, all users belonging to that group or role will see the task on their kanban board. If no assignee is selected, the task remains unassigned and is only visible to its author.

Currently, there can be only one assignee per task. If you want to assign more people to one task at the same time, you can create subtasks for each required assignee.

The task assignee can edit both the main task and subtasks (update the task status, assignee, or task details). The subtask assignees can view all related tasks but edit only the subtask.

To be able to submit the main task, all subtasks must be submitted first.

Edit task

To edit task details:

  1. In the three dots menu of the task, select Edit.

    Edit task

  2. Make your changes.

  3. Select Save.

Edit assignee

You can add and delete assignees of the task directly from the board, with two exceptions:

  • The assignee is a group or role. In this case, you need to edit the task.

  • A subtask has no assignees yet. To assign one, edit the subtask details.

To manage the task assignee:

  • To add, select the assignee icon and start typing a user name. New assignees are notified about updates.

    Edit assignee

  • To delete, select the X icon next to the group or user name. You can then add a new task assignee or leave it unassigned.

To change the assignee of a subtask:

  1. Select Reassign from the task detail view.

  2. Select the Group or User to whom you want to reassign the subtask.

Change the status

You can drag and drop tasks to another column to change their status, or select a task and change the status in the sidebar.

The status of workflow tasks cannot be changed manually. See Workflow tasks for details.

Change status

Create subtask

To add a subtask:

  1. Select Create subtask from one of the following locations:

    • Expand the main task detail view on the board.

    • Edit the main task screen.

  2. Provide the following information:

    1. Subtask name: The name of the subtask.

    2. Description: What the subtask should achieve or other useful information.

    3. Entity type: The asset type you are referring to in the task.

    4. Instance: The specific asset you are referring to in the task.

    5. Assignee: Select User if you want to assign the task for a particular user, or Group/Role if you want to assign this task to a group and a specific governance role within this group.

      Then expand the list of users or groups and roles, and select an assignee. Otherwise, it is left unassigned.

  3. Select Create subtask.

Delete tasks

Only the task author can delete a task. This deletes all related subtasks as well.

To delete a task:

  1. In the three dots menu of the task, select Delete task.

    Delete task

  2. Confirm the deletion.

Workflow tasks

Workflow tasks (access request and review request task types) are a particular subset of tasks that are created automatically when a user submits an access or review request.

As such, some actions available for other task types cannot be performed on these tasks:

  • The status of workflow tasks cannot be updated manually by moving the task on the board.

  • You cannot create new workflow tasks manually. This only happens automatically after an access or review request is submitted.

  • You cannot manage the access request type from the board (edit task details, change the task status, and so on).

  • You cannot edit or delete these task types nor set them as inactive.

An access request task can be in one of the following states:

  • Started

  • Waiting for approval

  • Approved

  • Permission Granted

  • Permission Declined.

A review request task has one of these states:

  • Started

  • In Progress:

    • Waiting for complete configuration

    • Approved

    • Waiting for review

  • Resolved:

    • Published

    • Publish rejected

    • Canceled.

Manage task types

If required, your admin can create a new task type for your organization.

Create task type

To create a new task type:

  1. Navigate to Tasks and workflows > Task types.

    Task type

  2. Select Create and provide the necessary information.

  3. Check the preview and, if everything is fine, select Save. The task type is added as active and can now be used.

Edit task type

To edit a task type:

  1. Navigate to Tasks and workflows > Task types.

  2. In the three dots menu of the task type, select one of the following:

    • Edit to change the task type information.

    • Delete to instantly delete a task type.

When you delete a task type, all tasks of this type are automatically deleted from the board. To avoid this, we recommend making the task type inactive instead.

You can make a task type unavailable for new tasks by moving it to the inactive state in the Active column. To revert this, change the status to active again.

This is particularly useful if you don’t want to delete all tasks of this type.

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