Tasks - Views

The display of tasks from your personal tasks folders as well as from public or other users' shared tasks folders is controlled via the views described below. These are available in the View panel section.

The title bar of the overview window displays the current path to the folder you selected in the folder tree. You can navigate in the path by clicking on the underlined parts of the path.

List view

The List view shows the tasks from the currently open tasks folder in a tabular display. The icons in the first column represent the task type (individual task or task series), while the key icons in the second column show whether tasks were marked as personal.

Furthermore, you will see the subject, the priority, the start and end time, percent completed, and the assigned flags - flags are colorful icons for better differentiation of your tasks, e.g., for distinguishing tasks for customers from internal tasks. You can find further information about flags under the section called “Marking tasks with flags” in this chapter.

Individual tasks as well as instances of task series whose status is set to Done (progress = 100%) are grayed out and crossed out in the table.

If a task's due date has been exceeded the task is displayed in red.

Sorting tasks in the list view

For better organization you can sort the displayed tasks: according to the fields Subject, Priority, Start date, Due date, % finished or Flag - either alphabetically or chronologically in ascending or descending order. The arrow at the column header of one of these fields indicates according to which field and in which order (ascending or descending) the currently displayed tasks are sorted.

If you would like to change the sort order, for instance to show your tasks in descending order according to the Start field, click on the title of the relevant column to choose this field as a sort criterion. Afterward you can either click on the column header again or click on the arrow in the column header to display the tasks in descending order.

Defining the default view

You can define the default view in which the Tasks module should open after logging in Open-Xchange Server - either showing the List view or the H Split view discussed below.

More information about defining the standard view of the Tasks module is available under the section called “Tasks module options” in the Settings chapter.

H Split view

The H Split view shows the tasks from the currently open tasks folder in a horizontally split display. The upper part of the H Split view corresponds to an abbreviated list view where tasks and task series are displayed as in the List view. When having selected a task from the list, you can then scroll up or down with the Arrow up or Arrow down key to select another task. The lower part of the H Split view shows all information about the task selected in the upper part in tabs.

Sorting tasks in the H Split view

In the H Split view you can also sort the display order of the tasks - as described in the section the section called “Sorting tasks in the list view” of this chapter.

Partitioning of the H Split view

The partitioning of the H Split view can be adjusted using the horizontal separation bar. You change the size of the sections by dragging the bar while holding the mouse button. The adjustment is saved with your current session.

Overview tab

The Overview tab shows a summary of the main data of the selected task: Subject, priority, start and due date, status, the task's manager. With the + icon further details like duration and cost can be displayed.

Participants tab

The Participants tab shows all persons who are involved in this task. The information in the Status column allows you to see immediately which persons have already confirmed their participation in the task, who has accepted tentatively, who has refused, and from whom a relevant response is still required. If the participants have added a comment to their response, you can see it in the Comment column.

Attachments tab

Attachments are external files (for example, text documents with task specifications, spreadsheets with part lists, images, etc.) that can be saved along with the task data and are thus directly associated with the task. Section the section called “Adding attachments to tasks” in this chapter describes how you can associate attachments with a task.

The Attachments tab lists all available attachments that are associated with the selected task. The tabular display of the attachments shows the filenames of the associated documents, their mime type as well as the file size in KB.

Opening or saving attachments from tasks

If you want to open an attachment of the displayed task or save it to a file, you can do this via the functions Open or Save as in the Attachment panel section. Select the desired attachment from the list and then click on the appropriate function in the Panel.

An attachment is opened using the appropriate application: Spreadsheets are opened with your spreadsheet program, while text documents open in your word processing application. The same is true for other file types, of course. This browser behavior can be controled via the browser settings.

If you save an attachment, a copy of this file is downloaded from the server to your local hard drive or whatever other disk drive you specify as the download destination.

Saving attachments from tasks into InfoStore

Saving an attachment into InfoStore generates a new object which is managed via Open-Xchange Server. This method has the advantage of giving you and other users access to this Info Item via the InfoStore module. You can find more information about InfoStore and Info Items in the InfoStore chapter.

In order to store an attachment from a task in one of a personal or public InfoStore folder or another user's shared InfoStore folder (provided you have the right to create objects), select the desired attachment from the list and then click on the Save in InfoStore function in the Attachment section of the panel.

This opens the New Info Item window, where you can enter a description as well as further data (such as, for instance, an Internet address or notes) for the newly created Info Item, and select the destination folder. When you have entered all the data, click on the Save icon in the Save panel section to store the Info Item in the selected folder.

Saving attachments as Items in InfoStore

In order to be able to save attachments from tasks into InfoStore, you must have enough free storage capacity on the server. If the storage space assigned to you is used up, you cannot save any further attachments from tasks into InfoStore. The InfoBox on the Start page of Open-Xchange Server provides information about your currently available storage space.