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Domo Knowledge Base

Creating and Assigning Project Tasks

Version 23

 

Intro

You can create and assign tasks in any project for which you have access. When you assign a task to a user, that user receives a notification of the assignment in the Buzz feed for this project, as well as via email/SMS.

There are several ways to do this, including the following:

  • Entering a task directly in the box at the bottom of the desired task list in the project details page.

  • Clicking the Assign Task button in the project details page and filling out the details of the task in the dialog.

  • Clicking a user's profile picture, clicking Assign Task, and specifying the task details in the dialog.

  • Entering a task in Buzz, selecting Create Task from the  menu, and specifying the task details in the dialog.  

    Notes

    • You can only assign tasks in projects of which you are a team member (unless you have an "Admin" default security role or a custom role with "Manage All Projects and Tasks" enabled). A user does not already need to be a team member for the current project to receive a task assignment in that project. 
    • You can assign a task to anyone in your company with a Domo account. If you do assign a task to a non-team member, they are added as a new team member for this project.
    • You can assign tasks to others while in your "Personal Tasks" project. If you do not choose a different project, these tasks do not remain in your "Personal Tasks," but are sent to the "To Do" list in the assignee's "Personal Tasks" project.

Video - Creating and Managing Tasks


Video - Viewing and Organizing Tasks

 

Entering a Task Directly into a Task List

When you create a task by entering it directly into the Add a task box in the project task list, you are automatically assigned as the task owner.

To enter a task into a list,

  1. Open the Projects & Tasks page by selecting Projects and Tasks in the More menu at the top of the screen.

  2. Click the name of the project you want to edit.

  3. Type the task into the Add a task box in the desired list.

  4. Press Enter.

The task appears in the workflow where you entered it.

When you create a task in this way, you are automatically assigned as the task owner and the first contributor. The owner of a task is intended to be the person accountable for the task completion and can be the point person for decision-making and clarification. Contributors are any people besides the owner who are involved with the task and need visibility. 

If you want, you can change the owner and contributors of a task in the task edit dialog. You change the owner by clicking the Change link in the Owner field and selecting a new owner. You change and add new contributors in the Contributors field. 

task_owner_and_contributors.png

To change the owner and/or contributors assigned to a workflow task,

  1. Click the task.
    The dialog for editing the task appears.

  2. Do any of the following:

    • Change the task owner by clicking the Change link next to the name of the current owner then entering the name of the new owner.

    • Remove contributors no longer assigned to the task by clicking the "x" to the right of the name in the Contributors field.

    • Add new contributors by clicking in the empty space in the Contributors field then selecting the name of the new contributor. 
      When you select a name, it is added to the field. You can assign as many contributors to a task as you want.

  3. Click Save.
    For information on the other options in this dialog, see Editing Project Tasks.

Creating a Task Using the Assign Task button

When you create a task using the Assign Task button, you can change the owner and contributor(s) during the task creation process (you are automatically assigned to both by default). Tasks you create in this way are sent to the first list for this project (or whichever project you choose, if you select a different project). 

To create a task using the Assign Task button,

  1. Open the Projects & Tasks page by selecting Projects and Tasks in the More​​​​​​​ menu at the top of the screen.

  2. Click the name of the project you want to edit.

  3. Click the Assign Task button.

    Tip: You can also open this dialog from anywhere in Domo by selecting in the app toolbar and selecting Tasks > Task.
  4. Specify whether the task is a personal task or belongs to a specific project.

  5. (Optional) If you want this task to be assigned to a different project, select that project in the Project menu. (If you indicated that the task was a personal task in Step 4, this menu does not appear.)

  6. Enter a name for the task in the Task field.

  7. (Optional) Enter a due date for the task.

  8. (Optional) Add a description for the task in the Description field.

  9. (Optional) Change the task owner by clicking the Change link next to the name of the current owner then entering the name of the new owner.

  10. (Optional) Add new contributors by clicking in the empty space in the Contributors field then selecting the name of the new contributor. 
    When you select a name, it is added to the field. You can assign as many contributors to a task as you want.

  11. (Optional) Remove contributors no longer assigned to the task by clicking the "x" to the right of the name in the Contributors field.

  12. (Optional) Enter tags for the task. Tags appear in the "Tags for this project" area in the project details view.
    Clicking a tag filters the project view to show only tasks that include that tag. For more information about tagging, see Filtering Project Tasks.

  13. Click Save.

The new task is sent to the "To Do" list for this project.

Creating and Assigning a Task from a User's Avatar Card

You can quickly create a task and assign it to a user from his/her avatar card (the pop-up window that appears when you click the user's profile picture).

hover_profile.png

To create and assign a task from an avatar card,

  1. Click the user's profile picture.
    The user's avatar card appears.

  2. Click Assign Task.
    A dialog where you can enter information for this task pops up.

  3. Specify whether the task is a personal task or belongs to a specific project.

  4. (Optional) If you want this task to be assigned to a different project, select that project in the Project menu. (If you indicated that the task was a personal task in Step 4, this menu does not appear.)

  5. The new task is sent to the "To Do" list for this project.

  6. Enter a name for the task in the Task field.

  7. (Optional) Enter a due date for the task.

  8. (Optional) Add a description for the task in the Description field.

  9. (Optional) Change the task owner by clicking the Change link next to the name of the current owner then entering the name of the new owner.

  10. (Optional) Add new contributors by clicking in the empty space in the Contributors field then selecting the name of the new contributor. 
    When you select a name, it is added to the field. You can assign as many contributors to a task as you want.

  11. (Optional) Remove contributors no longer assigned to the task by clicking the "x" to the right of the name in the Contributors field.

  12. (Optional) Enter tags for the task. Tags appear in the "Tags for this project" area in the project details view.
    Clicking a tag filters the project view to show only tasks that include that tag. For more information about tagging, see Filtering Project Tasks.

  13. Click Save.

Creating and Assigning a Task in Buzz

You can assign a task to a user from a Buzz discussion. For more information see, Buzz.

To create and assign a task in Buzz,

  1. Mouse over a Buzz comment.

  2. Click the ellipsis icon (...). 

  3. Select Create Task.

    A dialog where you can enter information for this task pops up.

  4. Specify whether the task is a personal task or belongs to a specific project.

  5. (Optional) If you want this task to be assigned to a different project, select that project in the Project menu. (If you indicated that the task was a personal task in Step 4, this menu does not appear.)

  6. The new task is sent to the "To Do" list for this project.

  7. Enter a name for the task in the Task field.

  8. (Optional) Enter a due date for the task.

  9. (Optional) Add a description for the task in the Description field.

  10. (Optional) Change the task owner by clicking the Change link next to the name of the current owner then entering the name of the new owner.

  11. (Optional) Add new contributors by clicking in the empty space in the Contributors field then selecting the name of the new contributor. 
    When you select a name, it is added to the field. You can assign as many contributors to a task as you want.

  12. (Optional) Remove contributors no longer assigned to the task by clicking the "x" to the right of the name in the Contributors field.

  13. (Optional) Enter tags for the task. Tags appear in the "Tags for this project" area in the project details view.
    Clicking a tag filters the project view to show only tasks that include that tag. For more information about tagging, see Filtering Project Tasks.

  14. Click Save.