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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 & webMobile

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.

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.

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