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.

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. All users will only be able to see tasks if they are marked as the task’s Assignee or Viewer.

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 Tasks

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

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 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.

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.

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

Absolutely. Here’s a customer-facing section you can drop into the Tasks article. I kept the main heading clear and concise, with question-form subheadings only.

Export Tasks

The Export Task feature lets Organization Admins download a list of the tasks they have access to into a file they can open, save, or share outside of OnBoard. This can help admins review task progress, keep records, or work with task information in programs like Excel or Word.

NOTE: The Export Tasks option is only available for Org Admins when they've selected All Tasks from the Tasks category list.

How Do I Export Tasks?

To export tasks:

1. Go to the Tasks page.
2. Select All Tasks from the top of the Tasks category list.
3. Select Export from the top right of the screen.
4. Choose the file format you want to download.
5. Select which task statuses to include.
6. Choose a meeting date range.
7. Select Download to download the file.

After the export is complete, the file will download through your browser.

What File Types Can I Export?

You can export tasks as:

• A CSV file
• An Excel file
• A Word document

CSV and Excel files are useful when you want to sort, filter, or review task data in a spreadsheet. Word documents are helpful when you want a more readable report format.

Which Tasks are Included in the Export?

The export includes tasks based on the filters you choose before downloading the file. You can filter tasks by:

• Task status, such as not started, in progress, completed, or overdue
• Meeting date range

Only tasks you have permission to view will be included in the exported file.

How are Exported Tasks Organized?

Exported tasks are grouped by the meeting they belong to. Meetings are listed with the newest meetings first.

Tasks that are not connected to a meeting are grouped together under No meeting.

Where Does the Exported File Go?

The exported file downloads through your browser, just like other downloaded files. You can usually find it in your computer’s Downloads folder unless your browser is set to save files somewhere else.

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.