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Managing tasks in the RingCentral app desktop and web
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Tasks in the RingCentral app help you to stay on top of all your projects and provide visibility into tasks assigned to you by other people in your team. You can create tasks for yourself or others, and you can add them to a direct message, group, or even a team conversation.
Once you’ve created a task, you can manage your tasks via the Tasks tab in the conversation details panel and via the Tasks tab in the Tasks and more menu. You can perform actions on a task such as completing, editing, and deleting a task
Viewing tasks
There are two ways to view the tasks created in your direct messages, group conversations, and team conversations. You can either locate the task in a conversation via the the conversation details panel or via the Tasks section in the Tasks and more menu.
Viewing tasks in the conversation details
The Tasks tab in the conversation details contains a list of all tasks created in that conversation, both complete and incomplete. Each task contains the following information: the task title, the due date of the task, and the task assignees.
If a task has been completed, that task will show a checked box and a strikethrough on the task title.
If you’d like to view the details of that task, click on the task to pull up the Task detail modal window. This will contain any information provided about that task, including the title, status of the task, the duration of the task, the task assignees, and the task description.
Viewing tasks in Tasks and more
The Tasks tab in the Tasks and more interface contains a list of all the tasks created in your conversations, including direct messages, group conversations, and team conversations. Located in the right pane, the list contains the following categories at the top:
- Name: The title of the task
- Assignee: The user(s) assigned to the task
- Start: The start date of the task
- Due: The date the task should be completed
- Posted in: The team the task is posted in
You can sort through these categories in alphabetical order or reverse alphabetical order by clicking on the up and down arrows beside each of the categories. By default, they are arranged alphabetically according to the name or title of the task. Please note that if the name of the task begins with a number or special character, such as an asterisk (*), that task goes first on the list.
You can also conveniently view your tasks by grouping your tasks category or color by clicking on the Group by categories tab. In addition, you can hover on a task to get additional options such as jumping to the conversation thread where the task was posted. If you are the creator of the task, you will also have the option to edit or delete the task directly.
If you’d like to view the details of the task, click on the task to open the Task detail modal window. In here, you will see any information provided about the task, including the title, status of the task, the duration of the task, the task assignees, and the task description.
Finding a task in Tasks and more
The Tasks and more interface makes it easier to discover a task through the filtering search. To search for 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. Under Tasks on the left pane, select the appropriate tab associated with the task you’re looking for
3. Begin typing into the search bar at the upper right-hand side. As you type, a list of results matching your search will appear on the right pane
Showing in a conversation
In Tasks and more, if you’d like to go to the conversation where the task is posted, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Locate the task by browsing through the list of tasks or by using the search bar at the upper right-hand side
3. Hover your mouse over the task and click the Show conversation double chat bubble icon that appears at far right
Completing a task
After finishing a task, you can mark the task complete either via the conversation details panel in which the conversation was created or via the Tasks section in the Tasks and more menu.
Completing a task in the conversation details
You can complete a task that has been assigned to you by navigating to the conversation in which the task was created. To complete a task 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. In the conversation details panel, select the More kebab menu at far right under the Members section
4. Click on the Tasks option from the dropdown menu to reveal the tasks added in that conversation
5. Locate the task you’d like to complete and check the box to the left of the task you’d like to complete
OR
If the task is set up to show a task completion status in 10% increments, click the circle beside the task and select 100% from the dropdown menu
OR
If the task is set to be checked by all assignees, click the rectangle to the left of the task and select your name from the dropdown menu
OR
If the task is set up to show a task completion status in 10% increments, click the circle beside the task and select 100% from the dropdown menu
OR
If the task is set to be checked by all assignees, click the rectangle to the left of the task and select your name from the dropdown menu
If you’d like to mark a completed task as incomplete (like, say, if you realized you marked the task complete by accident), you can simply uncheck the box and it will revert back to incomplete.
Any time you update a task, a new message will appear in the message thread showing a status update of that task.
Completing a task in Tasks and more
Another way to complete a task that has been assigned to you is by going to the Tasks and more menu. To do this, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Click on the Assigned to Me tab in the left pane
3. Locate the task you’d like to complete by browsing through the list of tasks or by using the search bar at the upper right-hand side. Check the box to the left of the task name
OR
If the task is set up to show a task completion status in 10% increments, click the circle beside the task and select 100% from the dropdown menu
OR
OR
If the task is set to be checked by all assignees, click the rectangle to the left of the task and select your name from the dropdown menu
If you have incorrectly marked a task as complete and you’d like to mark it as incomplete, you can simply go to the Completed tab via the left pane and uncheck the box for the task and it will revert back to incomplete.
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
If you’d like to change any info on the task you’ve created, you may do so by editing the task. Let’s review below how you can edit a task both in the conversation in which it was created and in the Tasks and more menu.
Editing a task in the conversation details
One way you can edit a task that you created is by navigating to the conversation in which it was created. To edit a task 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. Locate your task via the message thread or by clicking on the Tasks tab in the conversation details panel
4. Select the More kebab icon to reveal a dropdown menu
5. Click the Edit task pencil icon
6. Make changes to any of the settings in the Edit task modal window
7. Click Save
Editing a task in Tasks and more
Another way of editing a task that you created is by navigating to the Tasks and more menu. To do this, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Select My created tasks in the left pane
3. Locate the task you’d like to edit by scrolling through the list or by using the search bar at upper right
4. Hover your mouse over the task and click the Edit pencil icon that appears at far right
5. Make changes to any of the settings in the Edit task modal window
6. Click Save
Deleting a task
There may be times that you need to delete a task that you’ve created or a task created in a team where you are an admin. You may do so by either navigating to the conversation in which the task was created or to the Tasks and more menu. Let’s review these methods below.
Deleting a task in conversation details
To delete a task via a conversation, follow these steps:
1. Navigate to Message via the left-hand navigation bar
2. Select a conversation from the conversation list
3. Locate your task via the message thread or by clicking on the Tasks tab in the conversation details panel
4. Select the More kebab icon to reveal a dropdown menu
5. Click the Delete task trash can icon
6. Click Delete to finalize your changes
Deleting a task in Tasks and more
To delete a task in Tasks and more, follow these steps:
1. Navigate to Tasks and more via the left-hand navigation bar
2. Select All tasks or My created tasks on the left pane
3. Scroll through the list of tasks or find the task using the search bar at upper right
4. Hover your mouse over the task and click the Delete trash can icon that appears at far right
5. Click Delete to finalize your changes
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