All Tasks

A task is a single piece of work — inside a project, or standing on its own. All Tasks is where you find, filter and open every task you're allowed to see, in whichever view suits the work: a list, a drag-and-drop board, a calendar, or a timeline.

#Before you start

What you can do here depends on your organization role and, for tasks inside a project, your role on that project — see Access, in plain words. A New task button appears in the toolbar only if you're allowed to create tasks. In an organization that uses permission groups, the list and Timeline need All Tasks › View, the Board Board › View and the Calendar Calendar › View; every view shows only the tasks your All Tasks permission lets you see. Commenting, reacting, logging time, the timer, attachments, dependencies, recurrence and every change to a task need All Tasks › Edit. Assigning tasks, changing who can see a task, editing or deleting other people's tasks and correcting other people's time may also need a special permission — see Special permissions.

#The task list

Open Projects & Tasks > All Tasks. Links at the top switch between List, Board, Calendar and Timeline — List is the view shown here.

When your organization has business units, each task shows its project's business unit as a small badge beside the project; tasks with no project show none, and the list is not filtered by the header's unit.

Filters, all applied as you use them:

Tasks are listed by most recently updated first, and the list shows at most 200 matching tasks — narrow your filters if you're looking for something further down. Selecting a task opens its task page. Empty state: "No tasks match these filters."

#Create a task

A + New task button is available throughout Projects & Tasks — on the projects list, a project's profile, My Work, All Tasks and its Board, Calendar and Timeline views — and always opens the same drawer.

1. Select + New task anywhere it appears.

2. Enter a Title — required.

3. Optionally choose a Project. Leaving it as "No project" creates a free task.

4. Choose Who can see this:

   • Same as the project — only available once a project is chosen; the task follows the project's own visibility.
   • Only me — the default when no project is chosen.
   • Selected people.
   • Everyone in this organization. Help text: "Organization means everyone here — never public on the internet."

   Choosing Only me shows a warning: "Personal work stays yours. It can only be assigned to you, and it never appears in organization reports, search or workload. Share it first to hand it to someone else."

5. Choose a Priority — Urgent, High, Normal, Low or No priority (defaults to Normal).

6. Optionally set a Due date.

7. Optionally enter a Description.

8. Select Create task (Cancel closes the drawer without saving).

If you started the task from another record's Related Tasks panel, a "From: {record}" chip appears at the top — remove it with its own × button if you don't want the link.

If you close the drawer without submitting, your Title, Due date and Description entries are kept and restored the next time you open it in the same browser session; they're cleared once you successfully create a task. On success, the toast reads "Task created."

#The Board

The Board shows one workflow's columns at a time — either a chosen project's own workflow, or, with no project chosen, the organization's default workflow for free tasks.

• Project select — "Free tasks (no project)" by default, or any project you can see.
• Group by select — "No grouping", "Group by assignee", "Group by priority" or "Group by section", shown as swimlanes.

OCTO Ops remembers your last Project and Group by choice, and which columns you've collapsed, the next time you open the Board on the same device.

Each column is one status, in order, with a count badge — it turns red and shows "{count}/{limit}" once a column's WIP limit is reached. A column shows at most 50 tasks; if there are more, a "{n} more — view in List" link at the bottom takes you to the List view, pre-filtered to that project and status.

• Drag a card to another column or position to change its status. On error, a toast shows the first validation message, or "Could not move that card." if none is given.
• Dragging is turned off while grouped by a swimlane: "Drag disabled while grouped — switch to "No grouping" to reorder."
• + Add task at the bottom of a column (if you can create tasks) adds a task directly into that column — type a title and press Enter or click away. If no project is selected, the new task is created as Personal visibility. On error: the first validation message, or "Could not create that task." if none is given.

#The Calendar

• Prev / Today / Next move the visible period; a label shows what's displayed.
• Month / Week / Day switches the view.
• The same filters as the List view, plus Visibility (Any, Personal, Selected people, Everyone in this organization).

Month and Week views show a grid of days; each day cell lists its tasks as chips, with a "+{n} more" button that switches to Day view for that date if there are too many to show. Day view lists that day's tasks in full; empty message: "Nothing scheduled for this day."

Drag a chip to a different day to reschedule it. On error: the first validation message, or "Could not reschedule that task." if none is given.

#The Timeline

The Timeline is a Gantt chart, scoped to one project at a time. Choose a project from the selector at the top; until you do, it shows "Select a project above to see its timeline."

• Zoom buttons — Day, Week, Month, Quarter.
• The main pane draws each task as a bar, with dependencies shown as connecting lines.
• Critical path panel — a list of the tasks on the project's critical path. Empty message: "No critical path in this project yet."
• Unscheduled panel — a list of tasks with no start or due date. Empty message: "Nothing unscheduled."

Drag a bar to reschedule it (error fallback: "Could not reschedule that task."), or drag its edge to change its duration (error fallback: "Could not resize that task."). Drag from one bar to another to create a dependency between them (error fallback: "Could not create that dependency."). Summary bars, which roll up a group of tasks, aren't draggable or resizable — their span is worked out from the tasks inside them.

#The task page

Opening a task from any list, board, calendar or timeline takes you to its full page.

The header shows the task's title and reference (for example TSK-1042), with badges for its status, priority, visibility, and — where they apply — Overdue and Archived. If the task is shared more widely than its project, a banner reads "This task is shared more widely than its project" with the reason recorded for it, or "No reason was recorded." if none was given. A task waiting on another one shows "Blocked by dependency — waiting on another task to finish first."

#Status and priority

If you can update the task, a status dropdown in the header changes it immediately. The main form below also has editable Title, Description, Priority and Due date fields, plus Estimate (hours). Select Save to apply your changes — the toast reads "Task updated." If you don't have permission to update the task, the form is read-only with the note "You have read-only access to this task." instead of a Save button.

#Schedule and duration

Due date and Estimate (hours) are editable in the main form, as above. Start date is shown read-only in the sidebar Details card (hidden entirely for milestones, which have no duration).

#Dependencies

The Dependencies card lists what this task is Waiting on (tasks it depends on) and what it's Blocking (tasks that depend on it), each with a type badge and a link to the other task. If you can update the task, each line has a remove (×) button, and a mini-form lets you add one:

1. Choose whether this task depends on or blocks the other task.
2. Enter the other task's reference (for example TSK-123).
3. Choose a Type — Finish to Start, Start to Start, Finish to Finish, or Start to Finish.
4. Select Add.

#Related work

The Relationships card links this task to others that aren't dependencies — with a type badge, a link, and (if you can update the task) a remove button. Add one with a mini-form: enter the other task's reference, choose a Type — Relates To, Duplicates or Blocks — and select Add.

If the task has subtasks, they're listed in a read-only Subtasks card; there's no control here to add one.

#Recurrence

If you can update the task, a sidebar Recurrence card lets you set it to repeat. If it's already configured, the card shows "Generated {n} occurrence(s) so far." with a link to the latest one.

1. Choose a Pattern — Daily, Weekdays, Weekly, Monthly, Yearly or Custom.
2. For Monthly, enter the Day of month.
3. Choose when the next occurrence is generated — "When this task completes" or "Ahead of schedule".
4. Select Configure (or Update, if recurrence is already set).

Select Stop to remove an active recurrence.

#Comments and reactions

The Comments card lists the discussion on the task. If you can comment, a composer at the top lets you write a comment, with @mention to bring in a colleague; select Comment to post it.

Each comment shows its author, a relative timestamp, and "· edited" if it's been changed. Depending on what you're allowed to do with it, a comment offers:

• React — pick from five reactions (👍 like, 🎉 celebrate, 🙌 support, ❤️ heart, 💡 insightful); selecting one you've already used removes it.
• Reply — opens a one-level reply composer under the comment (replies themselves can't be replied to).
• Attach — attaches a file to that comment. If the upload fails, an error titled "The attachment could not be uploaded." appears.
• Edit — changes the comment's text in place.
• Delete — removes the comment's content but keeps its place in the thread, showing "Comment removed" instead.
• Resolve / Reopen — marks the comment as resolved (shown with a Resolved badge) or reopens it.

Empty state: "No comments yet."

#Attachments

The Attachments card lists everything attached to the task as download links — but there's no "attach a file" control here. Files are attached to the task by attaching them to a comment (see Attach, above); once uploaded, they appear both on that comment and in this card.

#Time entries and the timer

The Time tracking card totals estimated against logged time.

• If you're allowed to log time and don't already have a timer running, Start timer begins one; a live elapsed badge counts up while it runs, with a Stop button to end it. You can only have one timer running at a time, on any task.
• A manual entry form lets you log time directly: Date, Hours (in quarter-hour steps), Note, and a Billable checkbox (checked by default). If you're allowed to manage financials, a Rate ($/hr) field also appears. Select Log time to save it.
• Existing entries are listed with their date, the person who logged them, duration, a Billable badge where it applies, and a note. Rows you're allowed to change or remove show Edit and Delete icons; editing an entry changes the form's button to Save, with a Cancel option alongside it.

Empty state: "No time logged yet."

#Archiving

If you can archive the task and it isn't already archived, an Archive button appears in the header. There's no Delete or Restore control on this page, or anywhere else in the app — a task can only be archived, never deleted, from the current screens.

#The Details sidebar

Alongside the sections above, the sidebar's Details card shows the task's Project (linked, or plain grey text with the tooltip "You do not have access to this project" if it's restricted, or "No project" for a free task), Assignee (name, or "Unassigned" — read-only here), Created by, Start and Due dates (labelled Target date instead of Due for milestones, shown in red and bold if overdue), and Type.

A Followers card, if the task has any, lists who's following it, with the note "Following sends notifications. It does not grant access on its own." An Activity card shows the task's most recent history, up to 50 entries.

#Notifications for this module

You're notified when a task is assigned to you, and when you're mentioned in a comment. Choose, per event, whether you're notified immediately or as part of a digest — see Preferences.

#Current limitations

• The task page has no controls to change its project or visibility after creation — those are only set in the New task drawer. Assignee, section, start date, tags and type can't be set anywhere, including at creation.
• There's no way to add or remove a watcher (follower) or a collaborator from a task.
• Checklists appear on a task if it has any, but only as a read-only, ticked-off list — there's no control here to check an item, or to add a checklist or an item to one.
• There's no way to reassign a comment, even though a comment can be shown as assigned.
• The recurrence form only offers a pattern, a day of month for Monthly, and when to generate the next occurrence — interval, specific days of the week, an end date, an occurrence limit, and what gets copied into each new occurrence aren't exposed here.
• The Timeline doesn't show a baseline or variance against one.
• The List view has no control to see archived tasks or to filter by assignee, even though both exist as filters elsewhere in the module.
• Deleting or restoring a task has no control anywhere in the application.