Task Management System

Overview

Tasks are the fundamental work units in Corcava's project management system. They represent individual pieces of work that move through your workflow columns, from initial creation to completion. Each task is a rich container for information, collaboration, and progress tracking that keeps your team organized and clients informed.

Understanding how to effectively create, manage, and collaborate on tasks is essential for maximizing team productivity and delivering exceptional results to your clients.

Task Fundamentals

What is a Task?

A Task is an individual work item that represents a specific piece of work to be completed. Each task contains:

Core Information - Name, description, dates, and estimates
Team Collaboration - User assignments, comments, and activity history
File Management - Attachments, documents, and media files
Progress Tracking - Status, time tracking, and completion indicators
Organization Tools - Labels, priorities, and categorization
Integration Points - Links to contacts, projects, and external systems

Task Properties

Required Information:

Task Name - Clear, descriptive title (up to 255 characters)
Column Assignment - Workflow stage where task currently resides
Project Association - Automatic linking to project and board

Optional Information:

Description - Detailed task information (up to 5,000 characters)
Time Estimate - Expected hours to complete the work
Start Date - When work should begin
Due Date - When work should be completed
Amount - Budget or billing amount for the task
Contact Link - Connection to specific client contact
Labels - Color-coded categorization tags

Key Benefits

✅ Granular Organization - Break large projects into manageable pieces
✅ Team Coordination - Clear assignments and collaboration tools
✅ Progress Visibility - Real-time status updates and completion tracking
✅ Client Transparency - Detailed work documentation for client portal
✅ Time Accuracy - Integrated time tracking for precise billing
✅ Complete History - Full audit trail of changes and discussions

Creating and Setting Up Tasks

Task Creation Methods

Method 1: Column Footer Creation

Navigate to Target Column - Find the appropriate workflow stage
Click "Add Task" - Use the add task button in column footer
Enter Task Name - Type descriptive task title
Press Enter - Task is created and ready for additional details

Method 2: Drag & Drop File 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

Method 3: Detailed Task Modal

Access Task Creation - Click existing task or create new one
Open Task Modal - Full task editing interface
Complete All Fields - Add all necessary task information
Save and Continue - Task saved with complete details

Task Configuration

Basic Setup:

Task Name - Clear, actionable title that describes the work
Description - Detailed explanation of requirements and objectives
Column Placement - Appropriate workflow stage for current status
Project Association - Automatic linking to current project

Advanced Configuration:

Time Estimates - Expected hours for planning and resource allocation
Date Ranges - Start and due dates for scheduling and deadlines
Budget Information - Amount field for cost tracking and billing
External Links - Connections to contacts, deals, or other systems

Best Practices for Task Creation

✅ Descriptive Names - Use clear, action-oriented task titles
✅ Right-sized Scope - Break large tasks into smaller, manageable pieces
✅ Complete Information - Add descriptions, dates, and estimates upfront
✅ Immediate Assignment - Assign tasks to team members when creating
✅ Proper Categorization - Use labels and columns appropriately
✅ Client Context - Include relevant client or project context

Task Properties and Information

Core Task Fields

Task Name (Required):

Purpose: Primary identifier and description of the work
Length: Up to 255 characters
Best Practices: Use action verbs, be specific, avoid jargon
Examples: "Design homepage mockup," "Review client feedback," "Deploy staging environment"

Description (Optional):

Purpose: Detailed explanation of requirements, context, and objectives
Length: Up to 5,000 characters
Best Practices: Include acceptance criteria, background information, and relevant links
Formatting: Supports rich text formatting for better organization

Time Estimate (Optional):

Purpose: Expected hours to complete the task
Format: Decimal hours (e.g., 2.5 hours)
Benefits: Resource planning, workload balancing, accurate project estimation
Integration: Connects with time tracking for variance analysis

Date and Scheduling

Start Date (date_from):

Purpose: When work should begin on the task
Integration: Calendar integration and timeline planning
Notifications: Can trigger start reminders and notifications
Dependencies: Helps identify task sequencing and dependencies

Due Date (date_to):

Purpose: When task should be completed
Integration: Deadline tracking and overdue notifications
Reporting: Performance metrics and completion rate analysis
Client Communication: Transparent delivery expectations

Financial and Business Information

Amount Field:

Purpose: Budget allocation or billing amount for the task
Format: Decimal currency values
Integration: Connects with invoicing and financial reporting
Use Cases: Fixed-price tasks, budget tracking, profitability analysis

Contact Association:

Purpose: Link task to specific client contact
Benefits: Context for client-specific work, communication history
Integration: CRM system connectivity and relationship tracking
Reporting: Client-specific work analysis and billing

Task Assignment and Team Collaboration

User Assignment System

Single and Multiple Assignments:

Tasks can be assigned to one or multiple team members
Assignment creates accountability and ownership
Assigned users receive notifications for task updates
Assignment history tracked in task activity log

Assignment Process:

Open Task Details - Access task modal or inline editing
Select Team Members - Choose from available project team members
Role Clarity - Ensure assigned users understand their responsibilities
Notification System - Assigned users automatically notified of assignment

Assignment Benefits: ✅ Clear Ownership - Everyone knows who is responsible for what work
✅ Workload Visibility - Managers can see team member assignments
✅ Notification System - Automatic updates when tasks change
✅ Performance Tracking - Individual productivity and completion metrics

Team Collaboration Features

Task Comments System:

Real-time Discussion - Team members can comment on tasks
Threaded Conversations - Maintain context and discussion flow
User Mentions - @mention team members for notifications
Rich Content - Support for links, formatting, and references

Activity Tracking: Every task maintains a complete activity log including:

User Assignments - When users are added or removed from tasks
Column Changes - Movement through workflow stages
Description Updates - Changes to task details and requirements
Comment History - All team discussions and communications
File Activities - Attachment uploads and downloads

Notification System:

Assignment Notifications - Alerts when assigned to tasks
Update Notifications - Changes to assigned tasks
Comment Mentions - Direct mentions in task discussions
Status Changes - Movement to important workflow stages

File Attachments and Document Management

Attachment System

Supported File Types:

Images: JPEG, PNG, GIF, WebP for visual content and mockups
Documents: PDF, DOC, DOCX for specifications and contracts
Spreadsheets: XLS, XLSX for data and calculations
Presentations: PPT, PPTX for client presentations
Archives: ZIP, RAR for bundled deliverables
Custom Types: Various file formats based on project needs

Upload Methods:

Direct Upload:

Open Task Details - Access task modal interface
Click Upload Area - Use file upload section
Select Files - Choose files from computer
Automatic Processing - Files uploaded and attached to task

Drag & Drop Upload:

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

File Management Features

File Organization:

Original Names Preserved - Files maintain their original names
Type Detection - Automatic file type identification and icons
Size Management - File size limits and optimization
Secure Storage - Encrypted storage with access controls

File Access and Sharing:

Team Access - All project team members can access attachments
Client Portal - Optional client access to relevant files
Download Links - Direct download functionality
Version Control - Upload new versions while maintaining history

Visual Integration:

Image Previews - Thumbnail previews for image files
Task Cards - Images displayed on task cards for visual identification
File Lists - Organized display of all task attachments
Quick Access - Easy download and viewing options

Task Labels and Organization

Label System

What are Task Labels? Labels are color-coded tags that help categorize and organize tasks within boards. They provide visual organization and enable quick filtering and identification of related work.

Label Properties:

Title - Descriptive name for the label category
Color - Visual identifier from available color palette
Board-Specific - Each board maintains its own label set
Multiple Assignment - Tasks can have multiple labels

Label Management

Creating and Applying Labels:

Access Label System - Open task details or board label management
Create New Labels:
- Enter descriptive title
- Choose color from palette
- Save to make available for tasks
Apply to Tasks:
- Select tasks to label
- Choose relevant labels from available options
- Multiple labels can be applied to single tasks

Label Organization Strategies:

By Priority:

🔴 High Priority - Critical tasks requiring immediate attention
🟡 Medium Priority - Important tasks with moderate urgency
🟢 Low Priority - Tasks that can be completed when time allows

By Type:

🔵 Development - Technical implementation work
🟣 Design - Creative and visual tasks
🟠 Marketing - Promotional and outreach activities
🟤 Admin - Administrative and organizational tasks

By Status:

⚪ Blocked - Tasks waiting for external dependencies
🔴 Bug - Issues requiring fixes and corrections
🟢 Feature - New functionality development
🟡 Review - Tasks pending review or approval

Advanced Label Features

Filtering and Search:

Label-based Filtering - Show only tasks with specific labels
Multiple Label Filters - Combine multiple labels for precise filtering
Quick Visual Identification - Color-coded labels visible on task cards
Search Integration - Find tasks by label names and categories

Reporting and Analytics:

Label-based Reports - Progress tracking by label categories
Workload Analysis - Team capacity by task types and priorities
Time Tracking - Analyze time spent on different task categories
Client Reporting - Organize deliverables by label classifications

Time Tracking Integration

Task-Level Time Tracking

Direct Time Tracking: Tasks integrate seamlessly with Corcava's time tracking system, allowing precise time capture at the task level.

Time Tracking Features:

Task-Specific Tracking - Time recorded directly against individual tasks
Project-Level Aggregation - Task time rolls up to project totals
User-Specific Tracking - Individual time tracking per team member
Automatic Integration - Time intervals automatically linked to tasks

Tracking Methods:

Desktop Application:

Direct Task Selection - Choose specific task when starting time tracking
Automatic Screenshots - Optional screenshot capture during work
Idle Time Detection - Automatic pause for inactive periods
Background Tracking - Minimal impact on system performance

Manual Time Entry:

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

Time Tracking Benefits

Accurate Billing:

Task-Level Precision - Exact time allocation for billing accuracy
Client Transparency - Detailed time reports showing task-specific work
Rate Integration - Different billing rates can apply to different task types
Invoice Generation - Automatic invoice creation from tracked time

Performance Analysis:

Estimate vs Actual - Compare estimated time with actual time spent
Productivity Metrics - Track individual and team productivity
Bottleneck Identification - Find tasks that consistently take longer than expected
Process Improvement - Use time data to optimize workflows

Project Management:

Real-time Progress - See actual work completed on each task
Resource Planning - Better estimates for future similar tasks
Workload Balancing - Distribute work based on actual capacity
Client Communication - Provide detailed progress updates with time data

Task Events and Activity Tracking

Comprehensive Activity Log

Event Types Tracked:

Task Creation and Authorship:

Author Events - Record of who created the task
Creation Context - When and where task was created
Initial Configuration - Original task settings and assignments

User Assignment Changes:

User Attach Events - When team members are assigned to tasks
User Detach Events - When assignments are removed
Assignment History - Complete record of all assignment changes
Notification Triggers - Automatic alerts for assignment changes

Task Modifications:

Column Changes - Movement between workflow stages
Description Updates - Changes to task details and requirements
Property Changes - Updates to dates, estimates, and other fields
Status Modifications - Changes to task status and completion

Collaboration Activities:

Comments - All team discussions and communications
File Activities - Attachment uploads and downloads
Label Changes - Addition and removal of task labels
Time Tracking - Start and stop of time tracking sessions

Activity Benefits

Complete Audit Trail:

Full History - Every change and interaction recorded
User Attribution - Know who made what changes when
Change Context - Understand why changes were made
Compliance - Meet audit and documentation requirements

Team Coordination:

Change Notifications - Team members alerted to relevant updates
Context Preservation - Maintain discussion and decision history
Knowledge Transfer - New team members can understand task evolution
Conflict Resolution - Clear record of decisions and changes

Client Communication:

Progress Documentation - Show clients exactly what work was completed
Transparency - Complete visibility into task development
Quality Assurance - Demonstrate thorough work processes
Billing Support - Detailed records support billing discussions

Advanced Task Features

Task Automation

Column-Based Triggers:

Status Updates - Automatic status changes when tasks move columns
Assignment Rules - Auto-assign users when tasks reach specific stages
Time Tracking - Automatic start/stop based on column placement
Notification Rules - Send alerts when tasks reach important milestones

Completion Automations:

Done Column Triggers - Special actions when tasks reach completion
Time Tracking Stops - Automatic time tracking completion
Client Notifications - Automated progress updates to clients
Reporting Updates - Automatic inclusion in completion reports

Task Dependencies and Relationships

Cross-Task Connections:

Contact Associations - Link tasks to specific client contacts
Project Relationships - Tasks automatically connected to projects
Board Connections - Tasks can be moved between different boards
External Links - Connect tasks to deals, outreach, or other entities

Workflow Integration:

Sequential Dependencies - Tasks that must be completed in order
Parallel Work Streams - Multiple tasks that can run simultaneously
Milestone Connections - Tasks that contribute to project milestones
Resource Sharing - Tasks that require the same team members or resources

Performance Optimization

Large Task Management:

Archive System - Move completed tasks to archive for performance
Bulk Operations - Efficiently manage multiple tasks simultaneously
Search and Filter - Quickly find specific tasks in large projects
Load Balancing - Distribute tasks across team members effectively

Reporting and Analytics:

Task Completion Rates - Track how quickly tasks are completed
Bottleneck Analysis - Identify where tasks get stuck in workflow
Team Performance - Individual and team productivity metrics
Client Satisfaction - Task completion quality and timeliness

Task Lifecycle Management

Task States and Progression

Active Tasks:

Current Work - Tasks in active workflow columns
Team Visibility - All assigned team members can see and work on tasks
Real-time Updates - Changes reflected immediately across system
Collaboration Active - Comments, files, and time tracking available

Completed Tasks:

Done Column - Tasks moved to completion column
Completion Triggers - Automatic actions when tasks reach done state
Archive Candidates - Ready for archiving to maintain performance
Reporting Integration - Included in completion and productivity reports

Archived Tasks:

Historical Record - Complete task history preserved
Performance Optimization - Removed from active views for speed
Searchable - Can be found and referenced when needed
Restoration Available - Can be returned to active status if required

Task Archive and Restoration

Archive Process:

Automatic Archiving - Tasks in done columns for extended periods
Manual Archiving - Explicitly archive tasks no longer needed
Bulk Archiving - Archive multiple completed tasks simultaneously
Data Preservation - All task data, history, and files preserved

What's Preserved in Archives:

✅ Complete task details and descriptions
✅ All comments and team discussions
✅ File attachments and documents
✅ Time tracking records and history
✅ Activity log and audit trail
✅ User assignments and role information

Restoration Process:

Access Archive View - Navigate to archived tasks section
Find Specific Task - Use search and filter to locate task
Restore Task - Return task to active status with all data
Column Placement - Choose appropriate column for restored task

Getting Started with Task Management

Quick Start Guide

Step 1: Create Your First Task

Navigate to appropriate board and column
Click "Add Task" in column footer
Enter clear, descriptive task name
Press Enter to create task

Step 2: Add Essential Details

Click on task to open details modal
Add description with requirements and context
Set time estimate if known
Add start and due dates if applicable

Step 3: Assign Team Members

Select team members who will work on task
Ensure assigned users understand their role
Add any initial comments or instructions
Save task with assignments

Step 4: Begin Collaboration

Team members can add comments and questions
Upload relevant files and documents
Start time tracking when work begins
Move task through workflow as work progresses

Task Management Best Practices

✅ Clear Communication - Write task names and descriptions that anyone can understand
✅ Right-sized Tasks - Break large work into smaller, manageable tasks
✅ Timely Updates - Move tasks through workflow as status changes
✅ Complete Documentation - Use comments to document decisions and changes
✅ File Organization - Upload relevant files and keep attachments organized
✅ Time Accuracy - Track time consistently for accurate project data
✅ Team Coordination - Communicate blockers and dependencies promptly
✅ Client Focus - Consider how task information will appear in client reports

Common Task Patterns

Development Tasks:

Feature Implementation - Clear acceptance criteria and technical requirements
Bug Fixes - Steps to reproduce, expected behavior, and testing requirements
Code Reviews - Links to pull requests and review criteria
Testing Tasks - Test cases, environments, and acceptance criteria

Design Tasks:

Mockup Creation - Client requirements, brand guidelines, and deliverable format
Asset Development - Specifications, file formats, and usage requirements
Review Cycles - Feedback process, revision rounds, and approval criteria
Final Delivery - File organization, client presentation, and handoff process

Client Service Tasks:

Requirements Gathering - Discovery questions, stakeholder interviews, documentation
Client Communication - Meeting agendas, follow-up actions, decision points
Deliverable Preparation - Client presentation, file organization, quality review
Project Coordination - Timeline management, resource allocation, risk mitigation

Troubleshooting Common Task Issues

Task Creation Problems

Cannot Create Tasks:

Check Permissions - Verify user has task creation rights
Column Access - Ensure user can add tasks to target column
Project Assignment - Confirm user is assigned to the project
Board Access - Verify access to the specific project board

Task Information Missing:

Required Fields - Ensure task name is provided (required field)
Column Assignment - Verify task is assigned to valid column
Project Context - Confirm task is created within valid project context

Collaboration Issues

Comments Not Appearing:

Permission Check - Verify user has comment access rights
Browser Refresh - Reload page to see latest comments
Network Issues - Check internet connection and try again
User Assignment - Ensure user is assigned to task or project

File Upload Problems:

File Size Limits - Check if files exceed maximum size limits
File Type Restrictions - Verify file types are supported
Storage Space - Ensure adequate storage space available
Browser Compatibility - Try different browser if upload fails

Performance Issues

Slow Task Loading:

Archive Old Tasks - Move completed tasks to archive
Reduce Attachments - Optimize or remove large file attachments
Browser Cache - Clear browser cache and cookies
Network Speed - Check internet connection speed

Task Movement Issues:

Drag & Drop Problems - Refresh browser and try again
Permission Issues - Verify user can move tasks between columns
Browser Compatibility - Ensure browser supports drag and drop
Network Connectivity - Check for stable internet connection

Next Steps

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

Team Collaboration - Master advanced team coordination and communication
Time Tracking Integration - Deep dive into time tracking features
Automation and Workflows - Set up intelligent task automation
Reporting and Analytics - Track task performance and team productivity

Remember: Tasks are where the real work happens in your projects. Investing time in proper task management, clear communication, and effective collaboration will pay dividends in team productivity, client satisfaction, and project success.