Checklists & tasks
Create lists, assign tasks, maintain deadlines, and document progress
Checklists organise related tasks. Create them under To-dos or inside a project's checklist component.
Creating a checklist
A template-based list inherits its name, tasks, order, assignments, and calculated deadlines. It then becomes independent and can be changed without altering the template.
Private or shared?
A private checklist is visible only to you and suits personal preparation or drafts. For teamwork, make it shared and assign users.
Private does not mean project-shared
A private checklist attached to a project is not automatically visible to its team. Change it deliberately to shared when others should use it.
Assigning the complete checklist
Use Assign users to place the complete checklist in people's personal to-do views. Assigned users see all its tasks. Project checklists prioritise appropriate team members in the search.
Alternatively, assign a person only to an individual task. The checklist then appears for them, while their personal view focuses on relevant tasks.
Creating a task
A task has a required name and may contain a deadline, description/comment, and—on shared lists—one or more assignees. State the expected result, such as “Approve technical rider” rather than simply “Rider”.
Deadlines and overdue work
Open tasks display deadlines and overdue dates are highlighted. Tasks without a deadline remain possible but should represent genuinely time-independent work. Assignment and deadline notifications depend on personal notification settings.
Completing tasks
The checkbox completes a task. Artwork shows who completed it and when; an accidental completion can be reopened. The checklist menu can mark all tasks complete or unfinished together. Completed work is hidden or shown at the end depending on the personal filter.
Editing, deleting, and moving
With the required rights, change a task's name, comment, deadline, and assignees or delete it. Drag and drop can move tasks into another checklist; afterwards verify project context, visibility, and responsibility.
A checklist itself can be renamed, changed between private and shared, duplicated, saved as a template, completed or reopened as a whole, and deleted. Deletion also removes its tasks and should not be used as archiving.
Checklists in projects
A project may contain several checklist components on different tabs. A list created outside the project must therefore reference both the project and the correct tab. The project link in My To-dos opens the associated checklist area directly.
Handover checklist
- Does every task state a clear outcome?
- Are responsible people—not only observers—assigned?
- Are deadlines realistic and complete?
- Does the list belong to the right project and tab?
- Is private/shared set correctly?
- Is completed work documented rather than deleted?