Advanced Task Features

Overview #

Beyond basic task creation and management, Corcava provides powerful advanced features that enhance task organization, team collaboration, and project transparency. These features transform simple task lists into comprehensive work management systems that support complex workflows, detailed documentation, and precise tracking.

Understanding and utilizing these advanced features will significantly improve your team’s productivity, client communication, and project delivery quality.

Task Labels – Color-Coded Organization #

Label System Fundamentals #

What are Task Labels?

Task labels are color-coded tags that provide visual organization and categorization for tasks within project boards. They enable quick identification, filtering, and management of related work items.

Label Properties:

• Title – Descriptive name for the label category
• Color – Visual identifier from available color palette
• Board-Specific – Each board maintains its own set of labels
• Multiple Assignment – Tasks can have multiple labels simultaneously
• Team-Wide – All team members can view and apply board labels

Label Management #

Creating New Labels:

1. Access Label Management – Open task details modal or board label settings 2. Add New Label: – Enter descriptive, clear title – Choose color from available palette – Save to make available for all tasks on the board 3. Apply to Tasks: – Select tasks to label – Choose relevant labels from dropdown – Multiple labels can be applied to single tasks

Label Operations:

• Create Labels – Add new label categories as needed
• Edit Labels – Modify title and color of existing labels
• Delete Labels – Remove unused labels (removes from all tasks)
• Apply to Tasks – Add labels to individual tasks
• Remove from Tasks – Remove specific labels from tasks

Label Organization Strategies #

By Priority Level:

• 🔴 High Priority – Critical tasks requiring immediate attention
• 🟡 Medium Priority – Important tasks with moderate urgency
• 🟢 Low Priority – Tasks that can be completed when time allows
• ⚫ Blocked – Tasks waiting for external dependencies

By Work Type:

• 🔵 Development – Technical implementation and coding work
• 🟣 Design – Creative work, mockups, and visual assets
• 🟠 Marketing – Promotional activities and outreach
• 🟤 Admin – Administrative and organizational tasks
• 🟨 Research – Investigation and analysis work

By Status Indicators:

• 🔴 Bug – Issues requiring fixes and corrections
• 🟢 Feature – New functionality development
• 🟡 Review – Tasks pending review or approval
• 🔵 Enhancement – Improvements to existing functionality
• ⚪ Documentation – Writing and documentation tasks

By Client or Project Phase:

• 🟣 Client A – Tasks specific to particular clients
• 🔵 Client B – Different client work identification
• 🟠 Phase 1 – Project phase organization
• 🟢 Phase 2 – Sequential project phases

Label Benefits and Usage #

Visual Organization:

• Quick Identification – Instantly recognize task types and priorities
• Color Coding – Consistent visual system across all boards
• Pattern Recognition – Easy identification of workload distribution
• Status Awareness – Immediate understanding of task characteristics

Filtering and Search:

• Label-based Filtering – Show only tasks with specific labels
• Multiple Label Filters – Combine labels for precise task selection
• Quick Sorting – Organize task view by label categories
• Search Integration – Find tasks by label names and types

Reporting and Analytics:

• Category Reporting – Progress tracking by label types
• Workload Analysis – Team capacity by task categories
• Time Analysis – Time spent on different types of work
• Client Reporting – Organize deliverables by label classifications

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File Attachments – Comprehensive Media Management #

Attachment System Overview #

What are Task Attachments?

Task attachments are files, documents, images, and media that are directly associated with specific tasks. They provide context, deliverables, and supporting materials for task completion.

Supported File Types:

• Images – JPEG, PNG, GIF, WebP for visual content and mockups
• Documents – PDF, DOC, DOCX for specifications and requirements
• Spreadsheets – XLS, XLSX for data and calculations
• Presentations – PPT, PPTX for client presentations
• Archives – ZIP, RAR for bundled deliverables
• Media Files – Various audio and video formats
• Code Files – Source code and technical documentation

File Upload Methods #

Method 1: Direct Upload in Task Modal

1. Open Task Details – Click on task to open modal interface 2. Access Attachments Section – Navigate to attachments area 3. Click “Select File” – Use file selection button 4. Choose Files – Select one or multiple files from computer 5. Automatic Upload – Files immediately attached to task

Method 2: Drag & Drop Upload

1. Drag Files – Drop files directly onto task cards or upload areas 2. Visual Feedback – Clear indication of drop zones and upload progress 3. Instant Attachment – Files immediately attached upon drop 4. Batch Upload – Multiple files can be uploaded simultaneously

Method 3: Drag & Drop Task Creation

1. Drag Image File – Drop image file onto any column 2. Automatic Task Creation – System creates task with image attachment 3. Auto-naming – Task name matches uploaded filename 4. Instant Availability – Task immediately ready for editing and assignment

File Management Features #

File Organization:

• Original Names Preserved – Files maintain their original filenames
• Type Detection – Automatic file type identification and appropriate icons
• Secure Storage – Encrypted storage with access controls
• Path Management – Organized file structure with task-specific folders

Visual Integration:

• Image Previews – Thumbnail previews for image files on task cards
• File Icons – Type-specific icons for different file formats
• Quick Access – Direct download links and viewing options
• File Lists – Organized display of all task attachments

Access Control:

• Team Access – All project team members can access task attachments
• Client Portal – Optional client access to relevant files through portal
• Download Tracking – Activity log of file downloads and access
• Permission Respect – File access follows task and project permissions

File Management Best Practices #

✅ Descriptive Naming – Use clear, descriptive filenames before upload ✅ File Organization – Group related files on appropriate tasks ✅ Version Control – Upload new versions with clear naming conventions ✅ Size Management – Optimize large files before upload ✅ Security Awareness – Be mindful of sensitive information in files ✅ Client Consideration – Consider what files clients should access

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Task Comments – Team Discussions #

Comment System Features #

Real-time Discussions:

Task comments provide contextual discussion spaces where team members can communicate about specific work items, maintaining focus and preserving conversation history.

Comment Capabilities:

• Rich Text Input – Multi-line text with formatting support
• User Attribution – Every comment shows author and timestamp
• Real-time Updates – Comments appear immediately for all team members
• Threaded Conversations – Maintain discussion flow and context
• Notification Integration – Comment activity triggers notifications

Comment Workflow #

Adding Comments:

1. Open Task Details – Access task modal or inline commenting 2. Navigate to Comments – Find comments section in task interface 3. Enter Comment Text – Type message in comment textarea 4. Submit Comment – Click “Add Comment” to post message 5. Automatic Notification – Assigned team members notified of new comment

Comment Features:

• User Mentions – @mention team members for direct notifications
• Link Support – Include URLs and references in comments
• Context Preservation – Comments remain with task throughout lifecycle
• Edit History – Track changes and updates to comments
• Delete Options – Remove inappropriate or outdated comments

Comment Best Practices #

Effective Communication:

✅ Be Specific – Provide clear, actionable information in comments ✅ Use Context – Reference specific aspects of the task ✅ Ask Questions – Use comments to clarify requirements and blockers ✅ Document Decisions – Record important decisions and reasoning ✅ Stay Professional – Maintain professional tone for client visibility

Team Coordination:

✅ Regular Updates – Use comments to provide progress updates ✅ Blocker Communication – Clearly communicate obstacles and dependencies ✅ Knowledge Sharing – Share relevant information and resources ✅ Handoff Notes – Provide context when transferring task ownership

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Task Events – Automatic Activity Tracking #

Event System Overview #

What are Task Events?

Task events are automatically generated activity records that track every significant action and change related to tasks. They provide a complete audit trail and timeline of task development.

Event Types Tracked:
Task Authorship (TYPE_AUTHOR):

• Task Creation – Record of who created the task and when
• Initial Settings – Original task configuration and properties
• Creation Context – Project and board context at time of creation

User Assignment Events:

• User Attach (TYPE_USER_ATTACH_TO_TASK) – When team members are assigned
• User Detach (TYPE_USER_DETACH_TO_TASK) – When assignments are removed
• Assignment History – Complete record of all assignment changes
• Notification Triggers – Automatic alerts for assignment changes

Task Modification Events:

• Column Changes (TYPE_CHANGE_COLUMN) – Movement between workflow stages
• Description Updates (TYPE_CHANGE_DESCRIPTION) – Changes to task details
• Property Changes – Updates to dates, estimates, amounts, and other fields
• Status Modifications – Changes to task status and completion state

Communication Events:

• Comments (TYPE_COMMENT) – All team discussions and communications
• User Mentions – When team members are mentioned in comments
• Discussion Threads – Complete conversation history and context

Event Benefits #

Complete Audit Trail:

• Full History – Every change and interaction recorded with timestamps
• User Attribution – Know exactly who made what changes when
• Change Context – Understand the sequence and reasoning behind changes
• Compliance Support – Meet audit and documentation requirements

Team Coordination:

• Change Awareness – Team members see all task developments
• Context Preservation – Maintain decision history and discussion context
• Knowledge Transfer – New team members can understand task evolution
• Conflict Resolution – Clear record helps resolve disagreements

Client Communication:

• Progress Documentation – Show clients detailed work progression
• Transparency – Complete visibility into task development process
• Quality Demonstration – Prove thorough work processes and attention to detail
• Billing Support – Detailed activity records support billing discussions

Event Timeline and History #

Activity Timeline:

• Chronological Order – Events displayed in time sequence
• Visual Indicators – Different event types have distinct visual representations
• User Photos – Team member photos show who performed each action
• Contextual Information – Events include relevant details and changes

Historical Analysis:

• Pattern Recognition – Identify common workflow patterns and bottlenecks
• Performance Metrics – Analyze how long tasks spend in different stages
• Team Behavior – Understand how different team members work
• Process Improvement – Use historical data to optimize workflows

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Time Tracking Integration #

Task-Level Time Tracking #

Direct Integration:

Tasks integrate seamlessly with Corcava’s time tracking system, providing precise time capture and analysis at the individual task level.

Time Tracking Features:

• Task-Specific Tracking – Time recorded directly against individual tasks
• Real-time Display – Current tracked time visible on task cards
• Automatic Aggregation – Task time rolls up to project and board totals
• User-Specific Tracking – Individual time tracking per team member
• Historical Records – Complete time tracking history per task

Time Tracking Methods #

Desktop Application Integration:

• Task Selection – Choose specific task when starting time tracking
• Automatic Association – Time intervals automatically linked to tasks
• Screenshot Integration – Optional screenshot capture during task work
• Idle Time Detection – Automatic pause for inactive periods
• Background Tracking – Minimal system impact during work

Manual Time Entry:

• Retroactive Entry – Add time for work already completed
• Task Association – Link time entries to specific tasks
• Bulk Entry – Enter multiple time periods efficiently
• Note Integration – Add descriptions and context to time entries

Time Tracking Benefits #

Accurate Project Data:

• Task-Level Precision – Exact time allocation for each work item
• Estimate Comparison – Compare estimated vs actual time for accuracy
• Productivity Analysis – Understand time investment patterns
• Bottleneck Identification – Find tasks that consistently take longer

Financial Management:

• Precise Billing – Exact time data for client billing
• Rate Application – Different billing rates for different task types
• Budget Tracking – Monitor task costs against estimates
• Invoice Generation – Automatic invoice creation from tracked time

Performance Optimization:

• Individual Metrics – Track personal productivity and improvement
• Team Analysis – Compare team member efficiency on similar tasks
• Process Improvement – Use time data to optimize workflows
• Capacity Planning – Better resource allocation based on actual data

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Task Estimates – Planning and Budgeting #

Estimation System #

Time Estimates:

• Hours-based Estimates – Decimal hour estimates (e.g., 2.5 hours)
• Planning Tool – Help with project planning and resource allocation
• Comparison Baseline – Compare actual time against estimates
• Learning Tool – Improve estimation accuracy over time

Budget Estimates:

• Amount Field – Financial estimates for task completion
• Cost Tracking – Monitor task costs against project budgets
• Billing Integration – Connect estimates with actual billing
• Profitability Analysis – Compare estimated vs actual costs

Estimation Best Practices #

Accurate Estimation:

✅ Break Down Work – Estimate smaller, well-defined tasks more accurately ✅ Include Buffer – Add time for unexpected complications and revisions ✅ Team Input – Involve team members who will do the work in estimation ✅ Historical Data – Use past similar tasks to inform estimates ✅ Regular Review – Compare estimates with actual time to improve accuracy

Using Estimates Effectively:

✅ Project Planning – Use task estimates for overall project timeline planning ✅ Resource Allocation – Distribute work based on estimated effort ✅ Client Communication – Provide realistic timelines based on estimates ✅ Budget Management – Track project costs against estimated budgets ✅ Performance Tracking – Identify areas where estimates are consistently off

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Advanced File Management #

File Upload Optimization #

Supported File Operations:

• Single File Upload – Upload individual files to specific tasks
• Bulk Upload – Upload multiple files simultaneously
• Drag & Drop – Intuitive file dropping onto tasks and upload areas
• File Replacement – Upload new versions while maintaining history
• Batch Processing – Handle multiple file operations efficiently

File Type Management:

• Image Files – Automatic thumbnail generation and preview
• Document Files – File type detection and appropriate icons
• Media Files – Support for audio and video content
• Archive Files – ZIP and compressed file handling
• Custom Types – Flexible support for various file formats

File Organization Features #

Automatic Organization:

• Task-Specific Folders – Files organized by task ID automatically
• Original Name Preservation – Maintain original filenames
• Sanitized Storage – Secure filename processing for storage
• Type Classification – Automatic categorization by file type

Access and Sharing:

• Team Access – All project team members can access attachments
• Download Links – Direct download functionality for all file types
• Client Portal Integration – Optional client access to relevant files
• Permission-Based Access – File access follows task and project permissions

Visual File Integration #

Task Card Previews:

• Image Thumbnails – Image files displayed as thumbnails on task cards
• Visual Task Identification – Tasks with images easily recognizable
• Preview Quality – High-quality thumbnails for clear identification
• Fallback Icons – Appropriate icons for non-image files

File Management Interface:

• Organized Lists – Clear display of all task attachments
• File Information – Original names, file types, and upload dates
• Quick Actions – Download, preview, and delete options
• Upload Progress – Visual feedback during file upload process

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Advanced Comment Features #

Enhanced Communication #

Comment Formatting:

• Multi-line Support – Long-form discussions and detailed explanations
• Link Integration – Include URLs and references in comments
• User Mentions – @mention team members for direct notifications
• Rich Content – Support for formatted text and structured information

Comment Management:

• Edit Comments – Modify comments after posting
• Delete Comments – Remove inappropriate or outdated comments
• Comment History – Track changes and updates to comments
• Notification Control – Manage who receives comment notifications

Communication Workflows #

Structured Discussions:

• Question and Answer – Clear Q&A format for problem resolution
• Decision Documentation – Record important decisions and reasoning
• Progress Updates – Regular status updates through comments
• Handoff Communication – Context transfer between team members

Client Communication:

• Professional Tone – Comments visible in client portal require professional language
• Selective Visibility – Control which comments clients can see
• Client Feedback – Enable client participation in task discussions
• Documentation Quality – High-quality communication for client confidence

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Integration with Other Systems #

Cross-Module Connections #

Contact Management Integration:

• Contact Association – Link tasks to specific client contacts
• Relationship Tracking – Connect task work to client relationships
• Communication History – Task comments become part of contact history
• Client Context – Understand client-specific work and requirements

Deal and Pipeline Integration:

• Deal Connection – Associate tasks with specific sales deals
• Pipeline Stages – Task completion can trigger deal progression
• Revenue Tracking – Connect task work with revenue opportunities
• Sales Coordination – Align project work with sales activities

Outreach Integration:

• Campaign Tasks – Tasks related to marketing and outreach campaigns
• Lead Generation – Tasks for lead development and nurturing
• Campaign Coordination – Align project work with marketing activities
• Performance Tracking – Measure task effectiveness in outreach efforts

External System Integration #

Time Tracking Systems:

• Desktop Application – Native time tracking application integration
• API Connectivity – Connect with external time tracking tools
• Data Synchronization – Keep time data synchronized across systems
• Reporting Integration – Unified reporting across time tracking platforms

Communication Platforms:

• Slack Integration – Task updates and notifications in Slack channels
• Telegram Integration – Bot commands and notifications in Telegram
• Email Integration – Task-related email notifications and updates
• Webhook Support – Custom integrations with external communication tools

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Getting Started with Advanced Features #

Quick Setup Guide #

Step 1: Set Up Labels

1. Define label categories that match your work types 2. Choose consistent color coding across your boards 3. Create initial set of 5-7 essential labels 4. Train team on label usage and conventions

Step 2: Configure File Management

1. Establish file naming conventions for uploads 2. Define which file types are appropriate for different task types 3. Set up client portal file access policies 4. Train team on drag & drop and upload procedures

Step 3: Establish Comment Guidelines

1. Define professional communication standards 2. Establish when to use comments vs other communication methods 3. Set up notification preferences for team members 4. Create templates for common comment types

Step 4: Integrate Time Tracking

1. Set up desktop time tracking application 2. Train team on task-specific time tracking 3. Establish time tracking policies and procedures 4. Configure time tracking notifications and reports

Advanced Feature Best Practices #

Label Management:

✅ Consistent Usage – Ensure all team members use labels consistently ✅ Regular Review – Periodically review and clean up label systems ✅ Color Logic – Use logical color associations (red for urgent, green for complete) ✅ Documentation – Maintain clear definitions of what each label represents

File Management:

✅ Organized Uploads – Use descriptive filenames and organize logically ✅ Version Control – Clear naming for file versions and updates ✅ Security Awareness – Be mindful of sensitive information in uploaded files ✅ Client Access – Consider what files clients should see through portal

Communication Excellence:

✅ Professional Tone – Maintain professional language in all comments ✅ Clear Communication – Be specific and actionable in comments ✅ Timely Responses – Respond promptly to questions and mentions ✅ Documentation Value – Use comments to create valuable project documentation

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Troubleshooting Advanced Features #

Label Issues #

Labels Not Appearing:

• Board Context – Ensure you’re working on the correct board
• Permission Check – Verify user has label management permissions
• Browser Refresh – Reload page to see latest label updates
• Cache Issues – Clear browser cache if labels don’t appear

Label Application Problems:

• Task Access – Verify user can edit the specific task
• Label Existence – Ensure label exists on the current board
• Multiple Selection – Check if multiple label selection is working properly

File Upload Issues #

Upload Failures:

• File Size Limits – Check if files exceed maximum size restrictions
• File Type Restrictions – Verify file types are supported
• Network Issues – Check internet connection stability
• Browser Compatibility – Try different browser if uploads fail

File Access Problems:

• Permission Issues – Verify user has access to task and project
• File Corruption – Re-upload files if they appear corrupted
• Storage Issues – Contact support if persistent storage problems occur

Comment and Communication Issues #

Comments Not Saving:

• Permission Verification – Ensure user can comment on specific task
• Network Connectivity – Check internet connection stability
• Browser Issues – Try refreshing page or different browser
• Text Length – Verify comment isn’t exceeding length limits

Notification Problems:

• Notification Settings – Check user notification preferences
• Email Delivery – Verify email addresses and spam folder settings
• Integration Issues – Check Slack/Telegram integration settings

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Next Steps #

Now that you understand advanced task features, you’re ready to explore:

• [Activity Tracking & Events](activity-tracking.md) – Deep dive into automatic activity logging
• [Drag & Drop Interface](drag-drop.md) – Master the visual interface and bulk operations
• [File & Media Management](file-management.md) – Advanced file organization and sharing
• [Team Collaboration](team-collaboration.md) – Optimize team coordination and communication

Remember: Advanced task features transform simple task lists into comprehensive work management systems. Mastering these features – labels, attachments, comments, events, and time tracking – will significantly enhance your team’s productivity and client satisfaction.