The "Task status" function plays a crucial role in tracking work progress with greater granularity. We have defined five different statuses for tasks, and these statuses can be changed based on user roles, permissions, and the task recipient.
Overview of the different Task statuses
Open
This is the default status for a new task and indicates that the work is currently in progress. Users with Project admin roles or the Creator can Edit the Task details, and comments and Media can be added by anyone.
Next steps:
The task recipient can set the Task to "Done" or "Rejected". It is recommended to add a comment when rejecting a Task to find an efficient solution.
The Project admin or the Creator of the Task can directly set the Task to "closed". This is typically helpful when tasks are assigned to contacts (contractors who do not have a docu tools Account). If they report the Task as completed, the Creator can close the Task to reflect this in the app as well.
Done
Once the task recipient has completed the work, they can mark the Task as "Done". Task details can no longer be Edited, but comments and Media can still be added by everyone.
Next steps:
The Creator of the Task receives a notification and can review the Task and decide between "Reopen" or "Close".
The contractor loses the ability to change the Task status but can still add Media and comments.
The Project admin can mark the Task as "closed" or reopen it.
Rejected
If the task recipient cannot Edit a Task or believes it was mistakenly assigned, they can choose "Reject". This status indicates that work still needs to be done on the Task, requiring a review and reassignment.
Next steps:
After rejection, the Creator of the Task receives a notification and can review the Task.
The Project admin or the Creator can then change the recipient, close the Task, or reopen it with the same recipient.
Closed
Once the work on the Task is completed, it can be moved to the "closed" status. The Task details can no longer be Edited, and the Task remains visible in the Pin details but becomes invisible to Subcontractors and external viewers.
Next steps:
The Project admin or the Creator of the Task has the option to reopen the Task or set it to inactive in the Task details.
If the Subcontractor has no other open Tasks on the Plan, the entire Plan becomes invisible to them.
Inactive
Similar to the "closed" status, the work on the Task is completed, and the details can no longer be Edited. However, Tasks in this state are not displayed by default in the Pin details, allowing for better visibility of ongoing work by deactivating completed Tasks.
How to set a Task to inactive:
Only Project admins or the Creator of the Task can set a Task to inactive.
Open the Task details, Click on the Task in the Pin details, select the
...menu, and choose the optionDeactivate.
How to display inactive Tasks:
In the Pin details, select the
...menu and choose the last optionShow inactive content.Alternatively, you can use Filters in the To-do list by selecting the Status
inactiveand adjusting the quick Filter forinactiveorallcontent.
NOTE: Tasks with the Status "Done", "closed", and "inactive" cannot be Edited. The available buttons depend on the user's Role and rights.
Visibility for Subcontractors and external viewers
Subcontractors and external viewers have only limited access to the project content. For more details on roles, please read our article on roles.
Both roles can manage assigned Tasks in docu tools, including adding Media and comments. External viewers can create Tasks and have the right to close and reopen them.
If a Task is marked as "closed" or "inactive", it becomes invisible to these users and is excluded when using Filters.
To-do list - Filters and Bulk Editing
The Status of Tasks can be changed in the To-do list. Most users see the options: "Add Tasks to a Report" and "Mark as 'Done'".
This affects Tasks with the Status "Open"; Tasks marked as "Rejected" are not changed.
The editing rights correspond with the Task detail view and take into account the user roles and permissions.
For more notes on bulk editing of Pins and Tasks, see this article.
For efficient Task navigation, you can use the Filters available in the To-do list. These Filters allow you to refine your Search based on various criteria, such as Task Number, Title, assignee, Due date, and other Task details. Additionally, you can further narrow your Search by using Pin-related Filters, such as Pin Number, Status, Title, and various other parameters.
