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:

Access Label Management - Open task details modal or board label settings
Add New Label:
- Enter descriptive, clear title
- Choose color from available palette
- Save to make available for all tasks on the board
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

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

Open Task Details - Click on task to open modal interface
Access Attachments Section - Navigate to attachments area
Click "Select File" - Use file selection button
Choose Files - Select one or multiple files from computer
Automatic Upload - Files immediately attached to task

Method 2: Drag & Drop Upload

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

Method 3: Drag & Drop Task Creation

Drag Image File - Drop image file onto any column
Automatic Task Creation - System creates task with image attachment
Auto-naming - Task name matches uploaded filename
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

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:

Open Task Details - Access task modal or inline commenting
Navigate to Comments - Find comments section in task interface
Enter Comment Text - Type message in comment textarea
Submit Comment - Click "Add Comment" to post message
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

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

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

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

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

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

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

Getting Started with Advanced Features

Quick Setup Guide

Step 1: Set Up Labels

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

Step 2: Configure File Management

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

Step 3: Establish Comment Guidelines

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

Step 4: Integrate Time Tracking

Set up desktop time tracking application
Train team on task-specific time tracking
Establish time tracking policies and procedures
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

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

Next Steps

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

Activity Tracking & Events - Deep dive into automatic activity logging
Drag & Drop Interface - Master the visual interface and bulk operations
File & Media Management - Advanced file organization and sharing
Team Collaboration - 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.