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Creating a task in the RingCentral app desktop and web
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Tasks help you to stay on top of all your projects and allows you to see tasks that need to be completed across all your teams. You can create tasks for yourself or others, and you can add tasks to any conversation (direct message, group, or team) or via the Tasks and more menu.
Once a task has been created, you can view and manage all tasks in a conversation via the conversation details panel under the Tasks tab in a conversation or via the Tasks tab in the Tasks and more menu. To learn more, visit Managing tasks in the RingCentral app desktop and web.
Creating tasks
As mentioned, you can create tasks for yourself or other people in the teams you are a member of. If you’d like to create a task, there are several methods you can use. These methods include the following:
- In the Tasks and more menu, create a task by hovering your mouse over the Tasks tab in the left pane and clicking the New task plus button
- In the Tasks and more menu, create a task by clicking the New task checkbox icon in the upper right-hand corner of the app
- In a conversation, create a task by clicking the New task checkbox icon above the message field
For the purpose of this article, we will discuss only two methods. Let’s review these methods in more detail below.
Creating tasks in Tasks and more
To create a task in Tasks and more, follow these steps:
1. Navigate to Tasks, Events, Files, Notes (Tasks and more) via the left-hand navigation bar
2. Hover your mouse over Tasks on the left pane and click the New task plus button that appears at far right
3. Select a team in the Team field
4. Enter a title in the Task title field
5. In the Assignees field, type the name(s) of the user(s) you’d like to assign this task to
6. Pick a Start date, Due date, and Due time
7. Decide if you’d like the task to repeat via the Repeat dropdown
8. Decide the condition in which this task can be marked as complete via the Complete when dropdown
9. Choose a Color tag
10. Attach necessary files by clicking on the paperclip Attach file icon in the lower left-hand side of the modal window. You may attach files from your Google Drive or computer
11. Enter a description of the task in the field at the bottom of the modal window
12. Click Post and close to create the task and close the modal window
OR
Click Post and new to finish creating that task and open a new task
OR
Click Post and new to finish creating that task and open a new task
Once you create a task, a quick pop-up message will appear at the top of the app. Click on Go to conversation to see the task in the message thread of the team you selected. The post will include some or all of the following information: the task name, the task duration, the task assignees, and the task description.
Creating events in a conversation
If you’d like to create an event in a conversation, follow these steps:
1. Navigate to Message via the left-hand navigation bar
2. Select a conversation from the conversation list
3. Select the New task checkbox icon, located just above the message field at the bottom of the app
4. Enter a title in the Task title field
5. In the Assignees field, type the name(s) of the user(s) you’d like to assign this task to
6. Pick a Start date, Due date, and Due time
7. Decide if you’d like the task to repeat via the Repeat dropdown
8. Decide the condition in which this task can be marked as complete via the Complete when dropdown
9. Choose a Color tag
10. Enter a description of the task in the field at the bottom of the modal window
11. Click Post and close to create the task and close the modal window
OR
Click Post and new to finish creating that task and open a new task to configure
OR
Click Post and new to finish creating that task and open a new task to configure
Once you create a task, it will appear in the message thread and will include some or all of the following information: the task name, the task assignees, the task duration, and the task description.
Configuring a task
Now that we’ve reviewed how to create a task, let’s review each of the settings you’ll find while creating a new task.
- Team: The name of the person, group, or team where the task will be posted in. This setting only appears when configuring a task in Tasks and more
- Task title: The preferred title of the task
- Assignee: The user(s) assigned to the task. Assignees must already be a member of that conversation
- Start date: The date you’d like the task to start. Type a date into the field or use the datepicker to select a date
- Due date: The date on which you’d like this task to be completed. Type a date into the field or use the datepicker to select a date
- Due time: The time on the due date by which you want this task to be completed
- Repeat: Choose from a dropdown menu how frequently you’d like this task to repeat (if at all). Options include None, Every day, Every weekday, Every week, Every month, or Every year
- Complete when: Set the condition in which you’d like this task to be marked as complete. Options include the following:
- Checked: When the task is checked by one person, this will mark the task as complete
- Checked by all assignees: If this task is assigned to multiple people, choose this option to ensure that the task will not be marked as complete until all assignees have checked this task
- 100% done: If you’d like to set this task so a person can complete it in 10% increments, select this option so that the task will be marked as complete once they get to 100% complete
- Color tag: Select the color you’d like to set for this task
- Enter task description: Provide a task description in the field at the bottom of the modal window. Use the Attach files paperclip icon to attach any relevant files, or select the Emoji smiling face icon to include an emoji
Mark a completed task as incomplete
If you realized you marked the task complete by accident and you want to mark the task as incomplete, follow these steps to mark the task as incomplete:
1. Locate the conversation that contains the completed task
2. Tap the completed task to open it
3. Tap the pencil icon at upper right
4. Tap Status, then either
a. Select Incomplete in the modal window
b. If the task is set up to show a task completion status in 10% increments, drag the slider to the appropriate completion percentage and select Done
c. If the task is set up to complete when checked by all assignees, tap your name, then tap your name, then tap Done
5. Tap the check mark at upper right to mark the action as complete
Any time you update a task, a new message will appear in the message thread showing a status update of that task.
Editing a task
To edit a task that you created, follow these steps:
1. Navigate to Message via the bottom menu bar
2. Select a conversation from the conversation list
3. Tap the three-dot icon at the top right
4. Select the Tasks tab
5. Locate and open the task you’d like to edit
6. Tap the pencil icon at the top right
7. Make changes to any of the settings in the Edit task screen
8. Tap the check mark at the top right to save your changes
Please note that anyone can edit a task, even if it’s not a task they created.
Deleting a task
To delete a task you’ve created, follow these steps:
1. Navigate to Message via the bottom menu bar
2. Select a conversation from the conversation list
3. Tap the three-dot icon at the top right
4. Select the Tasks tab
5. Locate and open the task you’d like to delete
6. Tap the three-dot icon at the top right, then select Delete
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