For effective resolution of tasks, collaborate with other users of your space by monitoring work on a task board. You can notify all the members of the space by creating new tasks, updating the status of existing items, and adding checklists to tasks. Enrich collaboration by attaching content to tasks so that the users have all the information that they need.

Use case

A team of salespeople in a large insurance company wants to prepare a presentation for their customers. The presentation needs to include data from the previous three months and a prognosis for the next three months. The team needs a single tracking solution because they are located at different sites.

The use case is based on the following tasks:

• Adding tasks to a task board
• Editing task details
• Adding content to a task
• Managing tasks

Before you begin

Create a space and enable task tracking. For more information, see Creating a space in Dev Studio or Creating a space in App Studio.

Adding tasks to a task board

Add tasks to your board, so that all the space members are well-informed about the assignments that they need to complete.

1. In the navigation panel of your portal, for example App Studio, click Spaces, and then choose the space that you want to update with tasks.
2. On the Tasks tab, in the Open column, click the Create task icon.
3. In the Add task window, provide basic information for your task, for example:

   Task name: Collect data

   Due date: 19 June 2019

   

   

4. Click Submit.
5. Create more tasks by repeating steps 1 through 4.

   For example, create the following tasks:

   • Collect additional information
   • Conduct research for prognosis
   • Create draft presentation
   • Prepare graphics.

   The following graphic shows a sample list of tasks:

   

   

Editing task details

After creating tasks for your board, add categories to your tasks to quickly filter them and check progress. By adding a checklist, provide more detailed but smaller action items in the task.

1. In the Category section, define the categories for the task:
   • To add a new category, enter the name of the category.
   • To add an existing category, select the category from the list.

   The list only contains the categories that you create in the space that you currently use.

2. Create a checklist by clicking the Add checklist item icon for every action item that you want to add.

   For example, enter the following items:

   • Go through accepted offers
   • Go through rejected ofers
   • Sum up the income
3. Click Submit.

Adding content to a task

Make tasks more meaningful by adding attachments. For example, create an agenda of the presentation, upload charts with sales results and prognosis, pin a document with sales results from a different space, and add URLs to the sites of prospective clients.

1. On the task board, create the presentation agenda by using the rich text editor:
   1. Hover over a task, for example Create draft presentation, and then click Show more > Add content.
   2. In the Manage content window, click Rich text.
   3. In the Name field, enter the name of the document, for example Presentation agenda.
   4. In the Content field, create the document. For example, enter the presentation agenda:
      1. Introduction.
      2. Present the results from previous 3 months - overview.
      3. Present the results from previous 3 months - details.
   5. Click Submit.

      

      

2. Upload a graphic with charts:
   1. Hover over a task, for example Prepare graphics, and then click Show more > Add content.
   2. In the Manage content window, click Local file.
   3. In the dialog box, select a file that you want to upload.
   4. In the Name field, enter the name of the file, for example Graphics - charts.
   5. In the Description field, provide additional information about the charts.
   6. Click Submit.
3. Pin a document, for example sales results:
   1. Hover over a task, for example Collect data from previous months, and then click Show more > Add content.
   2. In the Manage content window, Click Add existing.
   3. In the autocomplete field, press the Down arrow button, and then select a document that exists in your application, for example Sales results file.
   4. Click Add.
   5. Click Submit.
4. Add an URL, for example to a site of a prospective client:
   1. Hover over a task, for example Conduct research for prognosis, and then click Show more > Add content.
   2. In the Manage content window, click URL.
   3. In the Name field, enter the name that you want to use for the URL, for example uPlusTelco.
   4. In the URL field, enter the Internet address, for example http://uplustelco.com.
   5. Click Submit.

Managing tasks

Effectively process your case by changing the priority and the status of tasks, modifying checklists, or deleting unnecessary tasks.

• To emphasize the priority of a task, for example Collect data from previous months, drag the task to the top of the column.
• To change the status of a task, for example Prepare graphics, drag the task to the In-Progress column.
• To inform other users about the progress of a task, edit the checklist:
  • Click a task, for example Collect data from previous months.
  • In the Checklist section, select a check box next to an item that you want to mark as complete, for example Go through approved offers.
  • Click Submit.
• To filer tasks so that only tasks with a specific category are displayed, click Filter, and then select the category, for example Data.
• To delete a task, hover over the task, for example Collect additional information, and then click Show more > Delete.

Conclusions

You populated a task board in a space with tasks that needed to be completed to prepare the presentation for your customers. You enriched the tasks and facilitated communication between space members by attaching content to the tasks. You also tracked and managed the progress of a case by updating the status of the tasks.

What to do next

Enhance communication between space members by exploring other features of spaces. For more information, see Collaborating with users by using spaces in Dev Studio or Collaborating with users by using spaces in App Studio.