Managing Tasks

Day-to-day task management in Pasco Cloud covers everything from rapid capture during site meetings to detailed tracking of who is doing what and when it is due. This page covers creating tasks, managing their lifecycle, filtering your view, and working with comments and sharing.

Creating a Task

Full Creation

To create a task with all details:

1. Navigate to Tasks in the sidebar.
2. Click Create Task to open the creation modal.
3. Fill in the required fields:
   • Title — a clear, actionable description (up to 200 characters).
   • Reviewer — the person who will sign off on completion. This is required. Defaults to you.
4. Optionally fill in:
   • Description — a longer explanation with context (up to 5,000 characters).
   • Category — classify the task (inspection, procurement, safety, etc.).
   • Priority — low, medium, high, or critical. Defaults to medium.
   • Assignee — the person who will do the work. Can be left unassigned.
   • Project — the project this task relates to.
   • Organisation — the organisation context.
   • Start date — when work should begin.
   • Due date — when the task should be completed.
5. Configure sharing — choose which groups or users can see this task.
6. Click Create.

The task is created with To Do status. If you assigned someone, they receive a notification.

Quick Task Input

For rapid capture, use the quick input bar at the top of the tasks list:

1. Type a task title in the input field.
2. Press Enter.

The task is created instantly with defaults — To Do status, medium priority, and you as the reviewer. Open the task later to add assignee, due date, and other details.

💡 Tip

Quick task input is perfect for site meetings. As action items come up in discussion, type each one into the quick input and hit Enter. You can capture ten tasks in under a minute without breaking the flow of the meeting. Go back and add details afterwards.

Task Detail Page

Click any task to open its detail page. The detail page shows:

• Status selector — change the task status from a dropdown.
• Priority and category badges.
• Assignee and reviewer with avatars and names.
• Project and organisation context.
• Start date and due date with overdue highlighting.
• Linked report — if the task was created from a report field.
• Subtasks — child tasks created under this parent task, with a progress indicator.
• Attachments — files attached to the task.
• Comments — the discussion thread, including system comments for status changes.
• Sharing — the groups and users who have access.

Status Transitions

Tasks follow a defined workflow. Here are the available transitions:

When a task goes on hold, it remembers its previous status. Taking it off hold returns it to where it was — To Do or In Progress — so you do not need to manually reset it.

ℹ️ Did you know?

Reviewer skip logic: When the reviewer and the creator are the same person, the In Review step is skipped. Moving from In Progress goes directly to Done. This is common for personal tasks where you do not need someone else's sign-off.

Editing a Task

You can update any field on an existing task:

• Title and description — refine the task as requirements become clearer.
• Priority and category — adjust as the situation changes.
• Assignee — reassign to a different team member.
• Reviewer — change who will sign off.
• Dates — adjust the start date or due date.
• Project and organisation — update the context.

Changes are saved immediately and recorded in the audit trail.

⚠️ Watch out!

Due date reminders are not yet automated. Pasco Cloud does not currently send automatic reminders when a task is approaching or past its due date. This is a planned future feature. For now, use the list filters to check for overdue tasks regularly.

Subtasks

Tasks can have subtasks — smaller action items that break down a larger task:

• Click Add Subtask on the task detail page.
• Each subtask is a simplified task with its own title, assignee, and status (to-do, in-progress, done).
• Subtasks do not have reviewers — they use a simpler three-status workflow.
• The parent task shows a progress indicator with the count of completed subtasks.

Subtasks are useful for breaking complex tasks into manageable pieces while keeping everything organised under one parent.

Filtering and Searching

The tasks list provides filters to help you find specific tasks:

• Status — filter by one or more statuses (to-do, in-progress, in-review, on-hold, done).
• Priority — filter by priority level.
• Category — filter by task category.
• Assignee — find all tasks assigned to a specific person.
• Reviewer — find all tasks you need to review.
• Project — filter by project.
• Date range — filter by due date.
• Search — free-text search across task titles.

These same filters are available in both list view and Kanban board view.

Comments

Every task has a comment thread for discussion. Comments work the same way as issue comments — type your text, optionally attach files, and post.

Tasks also include system comments that automatically log status changes. These appear in the comment thread as distinct entries (for example, "Task moved to In Progress by Jane Smith"). System comments provide an audit trail directly in the discussion flow.

Sharing and Visibility

Tasks use the same group-based visibility model as issues, reports, and other documents. You can share tasks with:

• Specific users — add individual team members.
• Groups — share with a group so all members have access.
• Public — make the task visible to everyone in the system.

The creator, assignee, and reviewer always have access regardless of sharing settings.

Notifications

Pasco Cloud sends notifications for key task events:

• Task created — the assignee is notified.
• Task assigned — the new assignee is notified when a task is reassigned.
• Status changed — the creator, assignee, and reviewer are notified.
• Review requested — the reviewer is notified when a task moves to In Review.
• Task shared — you are notified when a task is shared with you.
• New comment — participants in the comment thread are notified.

What's Next?

• Want the visual board? Learn about the Kanban Board.
• First time? Follow the Tutorial: Using Tasks to Track Work.
• Looking for issue tracking? See the Issues Overview.
• Need contract management? See the Contracts Overview.