6.5. Creating tasks

Here you can find an overview of how to create a new task. More details can be found on the next page.

Note: If you want to create a new task in a public or shared folder you need to have the permission to create objects in this folder.

How to create new tasks:
  1. In the New panel tab click the Task icon. If using the compact panel, click the Task panel icon . The Task window opens. The Task tab is displayed.

  2. If requested select a tasks folder by clicking the Folder button and selecting a tasks folder in the pop-up window.

  3. Enter a subject and notes for the task.

  4. Set the priority of the task.

  5. Set the due date and the start date. See 6.5.1: Defining a start and due date for a task

  6. Set the task reminder. See 6.5.2: Setting or replying to a task reminder

  7. If requested use additional options:

  8. Click Save in the panel. The window is closed.

Result: The task is created. The editing status is set to Not started or 0 % finished.

If you want to cancel the action click on Cancel in the panel.

Tip: You can also create a new task by clicking on Create new task in the Edit panel tab.

There are the following possibilities for creating a new task:

6.5.1. Defining a start and due date for a task

To define the start and due date for a task, use the control elements next to Start date and Due date in the Task window.

How to define the task's due and start date in the Task window:
  1. Open the Task tab.

  2. Use one of the following methods to set the task's due date:

    • Enter a valid date in the input field next to Due date.

    • Click the calendar icon next to Due date. A calendar opens where you can pick a date.

  3. Use one of the following methods to set the task's start date:

    • Enter a valid date in the input field next to Start date.

    • Click the calendar icon next to Start date. A calendar opens where you can pick a date.

6.5.2. Setting or replying to a task reminder

If you want to be reminded of the task before the due date you can define when you want to be reminded. A reminder window will alert you of this task when the end of the selected period has been reached.

How to set a task reminder in the Task window:
  1. Open the Task tab.

  2. Use one of the following methods to set a date for the task reminder:

    • Enter a valid date in the input field next to Remind me.

    • Click the calendar icon next to Remind me. A calendar opens where you can pick a date.

  3. Use one of the following methods to set a time for the task reminder:

    • Enter a valid time in the input field next to the reminder date.

    • Select a time from the drop-down menu next to the reminder date.

As soon as the end of the selected period is reached the Reminder window opens. There are several possibilities for replying to this task reminder.

How to reply to a task reminder:
  • If you want to be reminded again, select a time interval from the drop-down menu in the lower left part of the window. Click Remind me again. When the end of the selected interval is reached you will be reminded again.

  • If you do not want to be reminded again click OK.

6.5.3. Creating a serial task

A serial task is a task that is repeated several times. When creating a serial task you have to set the following:

  • The time interval for the serial task. This defines the time interval between the individual tasks of the serial task.

  • The time range of the serial task. This defines the start and end of the serial task.

How to create a serial task in the Task window:
  1. Open the Task tab.

  2. Click the Series button. The Create new series window opens.

  3. Define the time interval for the serial task.

    • If the task is to be repeated daily, activate the serial type Daily. In the serial options define the interval in days.

    • If the task is to be repeated weekly, activate the serial type Weekly. In the serial options define the interval in weeks and set the week day.

    • If the task is to be repeated monthly, activate the serial type Monthly. In the serial options define the interval in months and set the day of the month.

    • If the task is to be repeated yearly, activate the serial type Yearly. In the serial options define the day of the year.

  4. Define the time range of the serial task:

    • Next to Start date set the start of the serial task.

    • Next to Ends set the end of the serial task.

  5. Click OK.

6.5.4. Adding categories

A tag is a key word that can be used for structuring tasks. There are two possibilities for adding categories:

  • Add object-related categories.

  • Select categories from a list of predefined categories.

Information on defining categories can be found in 8.2.3: Managing Tags.

How to add object-related categories in the Task window:
  1. Select the Task tab.

  2. Double-click to the right of the Categories... button.

  3. Enter a text.

Tip: An alternative method can be found in 8.2.3.2: Managing categories in the modules.

Note: Object-oriented categories have the color white.

How to add predefined categories in the Tasks window:
  1. Open the Tasks tab.

  2. Click the Categories... button. The Categories dialog window opens. The Name list field contains all predefined categories.

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

  4. Click on OK.

Result: The categories are entered in the input field.

How to remove added categories in the Task window:
  1. Select the Task tab.

  2. Click the Categories button. The Categories dialog window opens.

  3. In the Name list field, deactivate the checkboxes of the categories to be removed.

  4. Click on OK.

Result: The categories are removed from the task.

6.5.5. Marking tasks as private

A private task is a task that is not visible to other participants if you share your tasks folder with other participants.

You can mark a task as private if all of the following conditions are met:

  • You are the sole participant in the task.

  • The task is created in a personal tasks folder.

How to mark a task as private in the Task window:
  1. Open the Task tab.

  2. Activate the Private task checkbox.

6.5.6. Adding task details

You can add details to a task, for example, costs, duration, and billing information.

How to add details to a task in the Task window:
  1. Open the Details tab.

  2. Enter appropriate values.

Result: The details are added to the task.

6.5.7. Adding participants

When creating a task you can add additional participants.

How to add additional participants in the Task window:
  1. In the panel click Add participant. The Select participants window opens.

  2. If you want to select a different address book than the global address book, click the Contact folder button. Click on a folder in the Select contact folder window.

  3. If you want to display a particular selection of participants or resources, enter a character string in the input field next to Search. Click the Search button.

  4. Select one or several participants from the list.

  5. To add the selection click the Add button next to Participants.

  6. If requested you can correct the participants selection:

    • Select single entries in the Participants field.

    • Click the Delete button next to Participants.

  7. To accept the selection click OK. If you do not want to accept the selection click Cancel.

Result: The participants are added to the task.

6.5.7.1. Notifying participants by E-Mail

Participants who have been added to a task will receive a task notification with the possibility of accepting or declining the task. Further information can be found in 6.6.1: Confirming a task.

External participants will not receive a task notification. To inform external participants about a task you can see that all participants will be notified about the task by E-Mail.

How to notify all participants by E-Mail in the Task window:
  1. Open the Task tab.

  2. Activate the Notify all participants by E-Mail checkbox.

6.5.8. Adding attachments

How to add attachments in the Task window:
  1. In the panel click Add attachment. The Select attachments dialog window opens.

  2. In the Select attachments dialog window click Browse. Select the file to be added as an attachment. Close the file selection dialog window.

  3. In the Select attachments dialog window click Add. The file is entered in the list field.

  4. If you want to add further attachments repeat steps 3 - 4.

  5. If you want to remove an attachment select the attachment in the list field, then click Remove.

  6. In the Select attachments dialog window click OK.

Result: The attachments are added to the task.