Overview

What is the Tasks Feature in OnBoard?

The Tasks feature in OnBoard is a built-in tool for creating, assigning, tracking, and completing follow-up work. Any user, including non-administrators, can create a task and assign it to whomever they choose. A task can include assignees, viewers, linked meetings, a due date, a status, a priority level, and attached documents.

Task Visibility

Who Can See Tasks in OnBoard?

Who can see tasks in OnBoard depends on the user’s role. Standard users can only see tasks they created, tasks assigned to them, or tasks where they were added as a viewer. Their experience has not changed.

Accepted organization Administrators can see and manage every active task across the organization, even if they did not create the task and are not listed as an assignee or viewer on it.

This gives administrators an organization-wide view of task activity so they can monitor work, follow up on overdue items, and step in when needed.

Default Task Panel View

What Happens When I Click the Tasks Button?

What happens when you click the Tasks button depends on what you were viewing right before you clicked it.

In most places in OnBoard, clicking Tasks opens the side panel and shows the list of tasks where you are the Assignee.

If you click Tasks while viewing a meeting, the default task view will show the tasks related to that meeting.

Regardless of which view opens first, you can click the Back arrow at the top of the panel to move to another task view. For most users, you will only be able to see tasks if you are marked as the task’s Assignee or Viewer. Administrators also have access to the organization-wide view described above.

Full Tasks List

What Task Categories are Available?

The full Task list includes several categories that help you organize and review Tasks.

Clicking the Back arrow at the top of the Task panel opens the list of viewable Task Categories. From there, click into any category to see the full list of tasks associated with that view.

The categories include:

• Assigned To Me
  • These are the tasks you are responsible for completing
  • You can edit the description, due date, status, priority, assignee list, and viewer list, including removing yourself from the assignee list
• Assigned To Others
  • These are the tasks you can monitor as a viewer
  • If you are not also an assignee, you are not responsible for completing the task
  • You can still edit the same task details as an assignee, including description, due date, status, priority, assignees, and viewers
• Due Today / Due This Week
  • These are tasks where you are an assignee or viewer and the due date falls within today or this week
• Completed
  • These are tasks where you are an assignee or viewer and the task has been marked complete
  • This list is sortable
• Groups / Meetings With Tasks
  • Tasks can be assigned to groups and linked to meetings
  • Group-assigned tasks appear under group entries
  • Meeting-linked tasks appear under meeting entries
  • Linking a meeting does not replace the need to assign the task to a user or group for completion

All Organization Tasks

Admins will have an additional category towards the top of the task list: 

• All Organization Tasks
  • An Organization-wide total showing every active, non-deleted task in the organization

What Can Administrators Do in the Organization-Wide Task View?

Administrators in the organization-wide task view can manage tasks across the full organization from one place.

Administrators can:

• See all organization tasks in one place
• Search by task title
• Filter by one or more statuses, such as New or In Progress
• Filter by a due-date cutoff to focus on tasks due or overdue by a certain date
• Filter by linked items to view tasks connected to a specific record
• Sort results, with newest first by default
• Edit any task in the organization, including tasks where they are not assigned or added as a viewer
• View an organization-wide count of all active, non-deleted tasks

Are Document Attachments Shown in the Organization-Wide List?

Document attachments are not shown in the organization-wide list view. To access attachments, open the individual task.

Is Administrator Access to the Organization-Wide Task List Tracked?

Yes. When an administrator opens the organization-wide task list, that action is recorded in the organization’s audit history.

Open In Full Screen

How Do I Open the Full-Screen Task View?

You can open the full-screen task view by clicking Open In Full Screen at the bottom of the task panel.

The full-screen view gives you the same capabilities and controls as the side panel, but with more screen space.

Creating a New Task

Who Can Create a New Task?

Any user in OnBoard can create a new task. This includes non-administrators.

Where Can I Create a New Task?

You can create a new task in a few different places in the Tasks panel, and the place you create it from affects what information is filled in automatically.

Examples:

• From Assigned To Me
  • You are automatically added to the task’s Assignee list
• From Assigned To Others
  • Nothing is filled in automatically
  • You must add the assignee or viewer yourself
• From Meetings With Tasks
  • The selected meeting is automatically added to the task’s linked meetings list
  • You are automatically added as a viewer

After the task is created, you can change any of the auto-filled information.

How Do I Create a New Task?

Creating a new task is simple and can be done from the Tasks panel.

You can either:

• Type the name of the task into the bar and click ADD
• Click Create New Task at the top of the task panel

or

Then complete the task details.

Follow these steps:

1. Open the Tasks panel.
2. Do one of the following:
   • Type the task name into the task bar and click ADD
   • Click Create New Task
3. Fill in the task details.
4. Review any auto-filled values.
5. Click SAVE AND CLOSE.

What Fields Can I Fill in When Creating or Editing a Task?

The task form includes fields for the task’s name, timeline, ownership, supporting files, and meeting connection.

Use these fields:

• Task Name
  • The title of the task
• Due Date
  • The date the task is expected to be completed
  • This affects whether the task appears in Due Today or Due This Week
• Description
  • A detailed explanation of what needs to be done for the task to be complete
• Status
  • New
  • In Progress
  • Complete
• Priority
  • High
  • Normal
  • Low
• Task Documents
  • Upload related documents such as:
    • Word files
    • PowerPoint files
    • Excel files
    • PDF files
  • You can upload by clicking Add Document or by dragging and dropping a file into the upload area
• Assignee
  • The users or groups who will complete the task
  • Anyone listed here has full control over the task details
  • Users listed here see the task in Assigned To Me
  • Groups listed here see the task in Groups With Tasks
• Viewers
  • The users or groups who want to monitor the task
  • Anyone listed here also has full control over the task details
  • Users listed here see the task in Assigned To Others
  • Groups listed here see the task in Groups With Tasks
• Link Meetings
  • Use this field to connect the task to a meeting
  • Linked meetings appear in Meetings With Tasks

Can Administrators Edit Tasks They Are Not Part Of?

Yes. Administrators can edit any task in the organization, even when they are not listed as an assignee or viewer on that task.

For example, an administrator can update:

• Status
• Priority
• Due date
• Assignees
• Other task details

Can a Task be Duplicated?

No. Tasks cannot be duplicated. If you need another similar task, create a new one manually.

Creating Tasks from Minutes Builder

Tasks will automatically be created when logging tasks in the minutes with Minutes Builder.

Completing a Task

How Can I Update a Task’s Status?

You can update a task’s status in two different ways.

Anyone listed as the task’s Assignee or Viewer can edit the task, including its status. Administrators can also update any task from the organization-wide view.

Method 1: Use the Status Circle

• Each task has a clickable status circle to the left of its name
• Clicking the circle moves the task through the status steps:
  • New
  • In Progress
  • Complete

Method 2: Open the task details

• Open the task
• Use the Status dropdown to choose a new status

What Happens When I Mark a Task Complete?

When you mark a task complete, it moves to the Completed category after the page refreshes.

Completed tasks are removed from Assigned views after a refresh and appear in the Completed category instead. If the task is not actually finished, you can move it back by updating the status again.

If a Task Has Multiple Assignees, Does Completing it Complete it for Everyone?

Yes. If a task has multiple assignees, marking it complete marks it complete for all assignees.

Task Attachments

What Should I Know About Task Attachments?

Task attachments support related work files, and several reliability improvements have been made to make them behave more consistently.

Task documents can be attached during task creation or later while editing the task. Recent improvements include:

• Attached files keep their original file names more accurately
• File names and file extensions are less likely to appear mismatched
• Document opening is more reliable, including for cases where a task document previously did not open on the first attempt

Can I See Attachments in Every Task View?

No. You cannot see document attachments directly from the organization-wide list view. To access task attachments, open the individual task.

Task Notifications

Do Assigned Users Receive Notifications?

Yes. Users who are assigned a task receive an email notification when the task is assigned.

Deleting a Task

How Do I Delete a Task?

You can delete a task by opening the task details and clicking Delete.

Anyone listed as the task’s Assignee or Viewer can delete the task. Administrators can also delete tasks they manage through their broader access. 

Once you choose delete, you will be asked to confirm the action.

Linked Meetings

What Does Linking a Task to a Meeting Do?

Linking a task to a meeting connects the task to that meeting for easier tracking and visibility.

When a task is linked to a meeting:

• The task shows which meeting it is associated with
• The task appears under that meeting in the task list [help.passageways.com]

Does Linking a Meeting Assign the Task Automatically?

No. Linking a meeting does not assign the task automatically.

A linked meeting helps organize the task, but you still need to assign the task to a specific user or group for it to be completed.

FAQs

Plan Information

Tasks is included in OnBoard's Premium and Ultimate Plans. To add Tasks for your organization contact your Account Manager today.