Managing tasks in the
RingCentral
app
=======================================================================================================
Tasks help you and your coworkers keep track of things that need to get done. You can create tasks for yourself or others and add them to a direct message or team conversation. After creating a new task , you can view, complete, edit, or delete it.
Select where you want to manage tasks:
## Desktop & web
Managing tasks in the desktop or web app
----------------------------------------
You can manage a task in the message where it was created, or you can manage all your tasks in Workspace.
Managing tasks in a
Message
---------------------------------------------------------------------------------------------
### Viewing a task
To find a task using the search bar:
* Type the name of the task in the **Search** bar at the top and press Enter.
* Under **Results** , hover over the task and click **View in conversation** to see where in the conversation the task was posted.
To find a task in a conversation:
* Click **
Message
** in the navigation bar.
* Select the conversation where the task is assigned.
* Click the**Show details** icon on the top right to open the panel.
* Click the **Tasks** tab.
Note: If you don't see **Tasks** , click the three-dot **More** icon to the right of the tabs.
### Completing or updating a task
After viewing the task, do any of the following to complete or update it:
* Check the **Incomplete** box to update the status to complete.
* If the task shows a completion status in 10% increments, click the **Update status** circle and select 100% from the dropdown.
* If the task needs a checkmark from multiple assignees, check the **Update status** bar and select your name from the dropdown.
Note: Any time you update a task's status, a new message will appear in the message thread showing the update.
### Editing a task
Anyone in the team or conversation can edit a task, even if they didn't create it.
* To find the task, you can either:
* Locate the task in the conversation and click the **Edit task** icon (a).
* Locate the task in the **Tasks** tab in the right panel. Click the three-dot **More** icon to the right and select **Edit task** (b).
* Manage any of the fields:
* **Task title** : Edit the title of the task or click the **Clear** icon to enter a new title.
* **Team** : To move the task to a different team, click the **Remove** icon. Type the name of the new team and select it from the dropdown.
Note: Replies made to the task will remain in the conversation where the task was posted. Assignees won't have access if you move the task to another group or team where they aren't a member.
* **Category** : To add a category, type into the field. To remove a category, click the **Remove** icon.
* **Assignees** : To assign a new person to the task, type the assignee's name into the field and select them from the dropdown. The assignee must be a member of the conversation to be assigned the task. To remove an assignee, click the **Remove** icon.
* **Due date and Due time** : To add a due date and due time, click the **Pick a date** and **Pick a time** fields, and select the date and time from the calendar and clock. To remove a due date or due time, click the **Remove** icon.
* **Repeat** :
* Select from the dropdown if you'd like the task to repeat *Every day, Every weekday, Every week, Every month, or Every year* . Select *None* if the task shouldn't repeat.
* If the task is repeated, click the **When** dropdown and select *Forever* if the task should repeat forever. Select *Ending on* to add an End date. Select *Ending after* to stop repeating the task after it has been completed 1-10 times.
* **Complete when** :
* **Checked**: When one person checks the task, it's marked as complete.
* **Checked by all assignees**: When each assignee has checked the task, it's marked as complete.
* **100% done**: When any assignee changes the task status to 100%, the task is marked as complete. When you update a task's status, a new message will appear in the message thread showing the status update.
* **Color tag**: Assign a color tag to the task.
* **Attach file**: Attach a file to the task description from your computer or cloud storage services.
* **Emoji**: Select an emoji to add to the task description.
* **Task description**: Type in the field to add a description.
* Click **Save** .
### Deleting a task
Only the creator of the task can delete it. To delete a task:
* Click on the task in the conversation to open the details, or hover over the task in the right panel.
* Click the three-dot **More** icon (a) to the right and click **Delete task** (b).
* Click **Delete** again to finalize your changes.
Managing tasks in Workspace
---------------------------
### Viewing a task
* Click **Workspace** in the navigation bar.
Note: You may need to click the three-dot **More** icon in the navigation bar to open **Workspace** . For more information about customizing the menu tabs, go to [Customizing tabs in the app](https://support.ringcentral.com/article-v2/Customizing-tabs-in-the-RingCentral-app.html?brand=RingCentral&product=RingEX&language=en_US "").
* Find the task:
* Under **Calendar** (a):
* Select **Only tasks with due dates** or **All tasks and events**. You can view all your tasks with due dates by day, week, or month.
* Search for the task in the **Filter tasks and events** field at the top right.
* Under **Tasks** (b):
* Select from: *All open tasks, My created tasks, Assigned to Me, Assigned to me Due Soon, Past due, or Completed*.
* Click the **No grouping** dropdown (c) to sort *By category* or *By color*.
* Use the **Search tasks** field (c).
* Click any of the categories across the top (d) to sort the list by:
* **Name**: The title of the task.
* **Assignee**: The user(s) assigned to the task.
* **Category**: The group the task belongs to.
* **Due**: The date the task should be completed.
* **Posted in**: The team where the task was posted.
* To open the task in its conversation, hover over the task and click the **Show conversation**(e) icon at the far right.
* Click the name of the task to view its full details.
### Completing or updating task status
After viewing the task, you can do the following to complete or update it:
* If the task shows a completion status in increments, click the **Update status** circle and select *100%* from the dropdown.
* Check the **Status** box to mark the task as *Completed* or *Incomplete*.
* If the task needs a checkmark from multiple assignees, check the **Update status** bar and select your name from the dropdown.
**Note**: Any time you update a task's status, a new message will appear in the message thread showing the update.
### Editing a task
Anyone in the team or conversation can edit a task, even if they didn't create it.
* Edit the task:
* Under **Calendar** , click the task name, then click the **Edit** icon at the top right.
* Under **Tasks** , hover over the task name and click the **Edit** icon on the right.
* Manage any of the fields:
* **Task title** : Edit the task title or click the **Clear** icon to enter a new title.
* **Team** : To move the task to a different team, click the **Remove** icon. Type the name of the new team and select it from the dropdown.
Note: Replies made to the task will remain in the conversation. Assignees on the task won't have access to it if you move the task to another group or team where the assignees aren't members.
* **Category** : To add a category, type into the field. To remove a category, click the **Remove** icon.
* **Assignees** : To assign a new person to the task, type the assignee's name in the field and select them from the dropdown. The assignee must be a member of the conversation to be assigned the task. To remove an assignee, click the **Remove** icon.
* **Due date and Due time** : To add a due date and due time, click the **Pick a date** and **Pick a time** fields, then select the date and time from the calendar and clock. To remove a due date or due time, click the **Remove** icon.
* **Repeat** :
* Select from the dropdown if you'd like the task to repeat *Every day* , *Every weekday* , *Every week* , *Every month* , or *Every year* . Select *None* if the task shouldn't repeat.
* If the task is repeated, click the **When** dropdown and select *Forever* if the task should repeat forever. Select *Ending on* to add an End date. Select *Ending after* to stop repeating the task after it has been completed 1-10 times.
* **Complete when** :
* **Checked**: When one person checks the task, it's marked as complete.
* **Checked by all assignees**: When each assignee has checked the task, it's marked as complete.
* **100% done**: When any assignee changes the task status to 100%, the task is marked as complete. When you update a task's status, a new message will appear in the thread showing the status update.
* **Color tag**: Assign a color tag to the task.
* **Attach file**: Attach a file to the task description from your computer or cloud storage services.
* **Emoji**: Select an emoji to add to the task description.
* **Task description**: Type in the field to add a description.
* Click **Save** .
### Deleting a task
Only the creator of the task can delete it.
* To delete:
* Under **Calendar** , click the task, then click the three-dot **More** (a) icon. Click **Delete task** (b).
* Under **Tasks** , hover over the task and click the **Delete** icon (c).
* Click **Delete** again to finalize your changes.
## Mobile
Managing tasks in the mobile app
--------------------------------
You can manage a task in the message where it was created, or you can manage all your tasks in the **Tasks** tab.
### Viewing a task in
Message
* In the bottom menu bar, tap **
Message
**.
* Select a conversation from the list.
* Tap the three-dot **More** icon at the top right.
* Tap **Tasks**.
* Tap the task to view details.
### Viewing a task in the Tasks tab
* In the bottom menu bar, tap the three-dot **More** icon (a), then tap **Tasks** (b).
Note: For more information about customizing the menu tabs, go to [Customizing tabs in the mobile app](https://support.ringcentral.com/article-v2/Customizing-tabs-in-the-RingCentral-app.html?brand=RingCentral&product=RingEX&language=en_US "").
* Tap any tasks to view its details.
### Completing or updating task status
* Find the task in **
Message
** or **Tasks** and tap it.
* Complete or update the task:
* Check the **Status** box (a) to mark the task as *Completed* or *Incomplete*.
* If the task shows completion in 10% increments, tap the percent completed (b). To complete the task, tap 100%.
* If the task needs multiple assignee checks, tap the number of assignees (c) to the left and select your name from the dropdown.
You can also complete or update the task status by tapping **Edit** at the top right.
Note: When you update a task's status, a new message will appear in the message thread.
### Editing a task
Anyone in the team or conversation can edit a task.
* Find the task in **
Message
** or **Tasks** and tap it.
* Tap the pencil icon (Android) or **Edit** icon (iOS) at the upper right.
* Manage any of the settings in the **Edit task** screen.
* **Task name**: Tap the field to change the name.
* **Complete when** :
* **Checked**: Checking the box marks the task as complete.
* **Checked by all assignees**: The task is complete once all assignees check the box.
* **100% done**: When any assignee changes the task status to 100%, the task is marked as complete.
* **Status**: Tap to update the status or complete the task.
* **Assignees**: To assign a new person to the task, type the assignee's name in the field and select them from the dropdown. To remove an assignee, tap their name, then delete their name.
* **Start date, Due date and Due time** : Tap each field to set dates and times or tap **Clear** to remove them. Tap **Done** to save.
* **Repeat** :
* Select from the dropdown if you'd like the task to be repeated *Every day* , *Every weekday* , *Every week* , *Every month* , or *Every year* . Select *Never* if the task shouldn't repeat.
* **End repeat** : Select *End after* to stop repeating the task after it has been completed 1-10 times. Select *End on* date to add an end date.
* **Add attachment**: Attach files, photos, or videos to the task description.
* **Color**: Assign a color tag to the task.
* **Category**: Assign a category to the task.
* **Description**: Type in the field to add a description.
* Tap the checkmark icon (Android) or **Done** (iOS) at the top right to save.
### Deleting a task
Only the creator of the task can delete it.
* Find the task in **
Message
** or **Tasks** and tap it.
* Tap **Delete** at the bottom.
