Managing tasks

Searching for tasks

By entering a search term you can find tasks in the currently open calendar folder. The search term defines the character string to be searched for.

All tasks with a title containing the search term will be found.

Example: To find tasks with the subject "Create presentation" and "Collect info for presentation" use the search term "pre".

How to search for a task:

  1. In the folder tree select the tasks folder to be searched.

  2. Select the List or H split view.

  3. In the Search panel section enter the search term in the input field.

    Note: If the Search panel section is not displayed, click the Quick settings icon in the upper right part of the panel . Activate the search function in the pop-up menu.

  4. Enter the search term in the input field.

  5. In the Search panel section click the Search icon.

Result: The overview window only displays the tasks that match the search term.

How to display all tasks in the selected tasks folder:

In the Search panel section click Reset.

Editing tasks

The data entered when creating a task can be edited later.

Note: If you want to edit a task in a public or shared tasks folder you need to have edit permissions for the objects in those tasks folders.

How to edit a task:

  1. Select a task in the list or H split view.

  2. In the Task panel section click on Edit. The Task window opens.

  3. Edit the task's data. A comprehensive description of the data can be found in : Creating tasks. Instructions for changing the edit status can be found in : Changing the editing status.

  4. In the panel click the Save icon. The window will be closed.

Result: The task is changed.

If you do not want to accept the changes click Cancel in the Window panel section.

Tip: In the List or H split view you can also edit a task in the context menu or by double-clicking on a task.

Changing the editing status

When creating a new task the editing status is set to the following values:

  • The Status is set to Not started.

  • The value for % done is set to 0.

The entries in the Status selection field and in the % done input field depend on each other.

  • The statuses Not started, Waiting, and Deferred correspond to the value 0 % done.

  • The status In progress corresponds to a value between 1% done and 99 % done.

  • The status Done corresponds to the value 100 % done.

How to change the editing status in the Task window:

Do one of the following actions:

Select an editing status in the Status selection field.

Enter an integer between 0 and 100 in the % done field.

Select a value for the % done field by clicking the - or + icons.

Result: The editing status is changed. Participants are notified about the change. Completed tasks are crossed out in the List or H split view.

Setting tasks to done

Note: If you want to set a task in a public or shared folder to done, you need to have edit permissions for the objects in those tasks folders.

How to set a task status to done:

  1. Select one or several tasks in the List or H split view.

  2. In the Task panel section click Mark as done.

Result: The tasks are displayed as done.

Tip: You can also use the context menu to mark tasks as done.

Printing tasks

There are the following possibilities for printing tasks:

  • Printing a tasks list

  • Printing the details of a task

How to print a tasks list:

  1. Select the List view in the panel.

  2. Select the tasks to be printed:

    • If you want to print only a part of the tasks in the List view, select the tasks to be printed.

    • If you want to print all of the tasks in the List view, either select all tasks or none.

  3. In the Tasks panel section click Print. A new window with the print preview and the Print system window open.

  4. If need be, change the print settings in the system window.

  5. In the system window click Print.

Result: The tasks list is printed.

How to print the details of a task:

  1. Open a task in the H split view.

  2. In the Tasks panel section click Print. A new window with the print preview and the Print system window open.

  3. If need be, change the print settings in the system window.

  4. In the system window click Print.

Result: The details of the task are printed.

Moving tasks

There are the following possibilities for moving tasks:

  • With the panel function

  • With drag & drop

Note: When moving tasks from a source to a target folder you need to have the following permissions:

  • Delete permission for the objects in the source folder

  • Folder permission for creating objects in the target folder

How to move tasks by using the panel function:

  1. Select one or several tasks in the List or in the H split view.

  2. In the Tasks panel section click Move. The Select folder window opens.

  3. Click on a tasks folder in the Select folder window. You can only click on folders that you can move tasks to.

Result: The tasks are moved.

How to move tasks with drag & drop:

  1. Select one or several tasks in the List or H split view.

  2. Drag a selected task to a target folder. An icon next to the mouse pointer indicates the following:

    • When dragging to a valid target a green tick is displayed.

    • When dragging to an invalid target a red prohibit icon is displayed.

  3. Release the mouse button over the target folder.

Result: The tasks are moved.

Marking tasks with categories

You can do the following:

  • Assign predefined categories to existing tasks

  • Remove assigned categories

Information on defining categories can be found in : Managing Tags.

How to assign predefined categories to tasks:

  1. Right-click on a task.

  2. Select the Categories > entry in the context menu. A submenu opens.

  3. Use one of the following possibilities:

    • In order to assign one of the displayed categories, click on a category in the submenu.

    • In order to assign another category:

      • In the submenu click on All categories... . The Categories dialog window opens. The Name list field contains all defined categories.

      • In the Name list field activate the checkboxes of the categories to be assigned to the task.

      • Click on OK.

Result: The categories are assigned to the task.

How to remove assigned categories:

  1. Right-click on a task.

  2. In the context menu, select the Categories > entry. A submenu opens.

  3. Use one of the following possibilities:

    • In order to remove all assigned categories, click on Remove all categories in the submenu.

    • In order to remove specific assigned categories:

      • In the submenu, click on All Categories.... The Categories dialog window opens.

      • In the Name list field, deactivate the chechboxes of the categories to be removed.

      • Click on OK.

Result: The categories are removed from the task.

Marking tasks with flags

Flags are colored labels for marking tasks. You can decide upon the meaning of the single colors. The flags are displayed in the last column of the List or H split view.

How to mark tasks with flags:

  1. Select one or several tasks in the List or H split view.

  2. In the Flags panel section click on any flag except the first one.

Result: The selected tasks are marked with flags.

How to delete flags:

  1. In the List or H split view select tasks that are marked with flags.

  2. Click on the first flag in the Flags panel section.

Result: The flags are deleted.

Deleting tasks

Warning: If you are a participant in a task you can delete the task even if you are not the task's creator. If you delete the task it will be deleted for all other participants as well. This is true even if you do not have permissions for the task's folder.

Warning: Deleted tasks can not be restored. Prior to deleting a task, make sure you no longer need the task.

How to delete one or several tasks:

  1. Select one or several tasks in the List or H split view.

  2. In the Task panel section click Delete. The Delete task window opens.

  3. If you are sure you want to delete the task click Yes.

Result: The tasks are permanently deleted.

Tip:You can also use the context menu or the <del> key to delete tasks.