Tasks Overview

A task has several arguments. It contains a title and a description describing what the assigned users or roles should do, it contains an ID which is used to identify the task in any command, and it has one of three states. It can optionally contain a deadline.

States

Each task has a state. These can be configured to be custom for each project or can be the default ones.

The default states are:

  • Todo: The state with which each task starts. It means that no one has started working on the task.
  • In Progress: This state means that someone has started working on the task.
  • Done: The last state means that the task has been completed.

The state of a task can be changed by executing the task status command.

Assignees

A task can be assigned to multiple users and roles. When a user is assigned to a task, the will receive a direct message from the bot with the task details and a link to the task in the app. The message will contain two buttons to set the state to "In Progress" or "Done", if the user has the " SET_STATE" permission at the moment of the assignment. If the assigning user is the same as the assigned user, the bot will not send a direct message.

Task assignment message

When you don't receive a direct message from the bot, check the following:

  • You have direct messages from server members enabled in your privacy settings
  • You don't have direct messages in your preferences disabled (/preferences direct_messages)
  • Direct messages aren't disabled server-wide by an admin (/settings direct_messages)
  • When a role is assigned to a task, we may have not been able to find all role members due to Discord limitations. In this case, the user should execute a command and we will store their roles for future assignments

Deadline

The deadline is set by executing the task deadline command.

Deadline reminders

When a deadline is set and due in less than 24 hours and the task is not done, the bot will send a reminder to every assigned user (not to assigned roles), the manager of the project the task is in and a logging message, if logging is configured. Deadline reminders for upcoming deadlines are sent every half hour (so 00:00, 00:30, 01:00, ...), if the deadline is due in less than 24 hours.

Users in pro seats will receive daily reminders about tasks, with a deadline set in the past and the task not done. These reminders will be sent at 00:00 CEST and can be turned off for each task by clicking the "Turn off reminders" button in the message.

Deadlines in calendar

When using the Calendar Manager you can see all tasks with a deadline in the calendar. View how to set it up here.

ToDos

Info: 

The ToDos feature is only available to users in a pro seat.

A task can hold multiple ToDos in it. Other than the normal tasks, they don't have three states as they just can be completed or not completed. All ToDos can be viewed by using the /task info command.

Auto priority

With the auto priority feature enabled, the bot will use AI to determine the priority of a task based on the title and description of the task. This feature is disabled by default and has to be enabled manually.

Auto labeling

With the auto labeling feature enabled, the bot will use AI to determine the labels of a task based on the title and description of the task. This requires labels to be set up and the feature to be enabled.

Info: 

See labels page to learn how to set up auto labeling.

Shortly after a task has been created, the bot will check the title and description of the task and assign the label that fits best. If the task already has labels, the bot will not change them.

When a user is placed in a pro seat, they can get label recommendations for a task by using the app. The app will suggest a label while the user is typing the title or description of the task. This works only when auto labeling is enabled. This can be disabled in the server settings. Auto Labeling is not required for this feature to work.

History

Every task has a history. This history contains all changes made to the task, like changing the state, the deadline, the priority, etc.

Info: 

The history is only fully visible to users placed in a pro seat. Users in a free seat can only see the last 2 changes.

Response of task history command

Watchers

Info: 

The watchers feature is only available to users in a pro seat.

Watchers are users who are not assigned to a task but want to be informed about changes to the task. They will receive a direct message from the bot with the task details and a link to the task in the app.

Task Commands

Create a task

This command creates a new task. The task will get a consecutive number as id and the given title will be linked to it.
/task create
title
My task
description
Do this and then do that
assignee
@User
project
default
deadline
10/30/2023 09:00
repeat_interval
10
label
My label
milestone
First milestone
Task Manager
Requires MANAGE_TASKS permissions

Assign a user/role to a task

This command adds a new assignee to the specified task. Roles and users can get assigned to a task. There can be a maximum of 15 assignees per task, counting users and roles.
/task assign
assignee
@User
Task Manager
Requires MANAGE_TASKS permissions

Unassign a user/role from a task

This command removes an assignee from a task.
/task unassign
task_id
12
assignee
@User
Task Manager
Requires MANAGE_TASKS permissions

Get task info

Provides detailed information about the task.
/task info
task_id
12
show
FALSE
Task Manager

Set task status

Sets the status of the task to the given state. This can be a custom column which can be configured in the app
/task status
task_id
12
status
Done
Task Manager
Requires SET_STATE permissions

Edit a task

Allows the command author to change the task title and/or description.
/task edit
task_id
12
title
My new task title
description
The new description of the task
priority
high
milestone
login
effort
4
Task Manager
Requires MANAGE_TASKS permissions

List tasks assigned to a user/role

Displays all tasks assigned to the specified assignee.
/task list
project
default
assignee
@User
filter
IN_PROGRESS
show
FALSE
Task Manager

List tasks inside a project

Displays all tasks inside a selected project.
/task project
project
default
filter
IN_PROGRESS
label
My label
show
FALSE
Task Manager

Move a task to a different project

/task move
task_id
12
project
default
Task Manager
Requires MANAGE_TASKS permissions

Set task deadline

Sets the deadline of a task.
/task deadline
task_id
12
deadline
12/31/2024 23:59
Task Manager
Requires MANAGE_TASKS permissions

Delete a task

Move task to trash bin. Tasks moved to the trash bin are permanently deleted after 30 days.
/task delete
task_id
12
Task Manager
Requires MANAGE_TASKS permissions

Restore a deleted task

Restores a deleted task that was previously moved to the Recycle Bin.
/task restore
task_id
12
Task Manager
Requires MANAGE_TASKS permissions

Repeat a task

Makes the task repeatable. If the repeat_interval option is set, the task will be repeated every x days. This means the task will be moved back into the todo state when it reached the done state after the repeat interval is reached.
/task repeat
task_id
12
repeat_interval
7
repeat_end
5 weeks
Task Manager
Requires MANAGE_TASKS permissions

Display the history of a task

Displays the history of a task. The history contains all changes made to the task.
/task history
task_id
12
Task Manager
Requires VIEW_TASKS permissions

Change task priority

Changes the priority of a task. The default priority is normal.
/task priority
task_id
12
priority
high
Task Manager
Requires MANAGE_TASKS permissions

Manage todos of a task

Manages todos of a task. Todos are tasks that are linked to a parent task. They can be used to split a task into smaller tasks.
/task todos
task_id
12
action
add
title
Remove the test button
number
1
Task Manager
Requires MANAGE_TASKS permissions

Add a comment to a task

Adds a comment to a task. Comments can be used to add additional information to a task.
/task comment
task_id
12
comment
This is a comment
Task Manager
Requires VIEW_TASKS permissions

Add an attachment to a task

Adds an attachment (file) to a task. Attachments can be used to add additional information to a task.
/task attach
task_id
12
attachment
File.png
Task Manager
Requires MANAGE_TASKS permissions

Display all attachments of a task

/task attachments
task_id
12
show
FALSE
Task Manager
Requires VIEW_TASKS permissions

Remove an attachment from a task

/task detach
task_id
12
attachment_name
File.png
Task Manager
Requires MANAGE_TASKS permissions

Watch a task

Adds you to the list of users watching the task. Users watching a task will receive a notification when the task is updated.
/task watch
task_id
12
Task Manager
Requires VIEW_TASKS permissions

Stop watching a task

Removes you from the list of users watching the task.
/task unwatch
task_id
12
Task Manager

Manage dependencies of a task

Adds or removes a dependency to a task. Dependencies are tasks that have to be completed before the task can be started.
/task dependency
task_id
12
dependency_action
add
dependency_id
14
Task Manager
Requires MANAGE_TASKS permissions