The task list helps you find work and compare task details. Kanban displays tasks in columns by status. The Task Products table lets you view products and other costs associated with tasks.

This guide covers the browser interface. For instructions on using the Android and iOS task lists, see Finding your tasks.

Open the task list and filter the data

From the browser's main menu, open Work management → Tasks → Tasks. On the page, select Datatables → Default view. You will see the tasks your permissions allow you to access. Being able to see a task does not in itself give you permission to edit or complete it.

Use the search fields below the column headings to filter by, for example, task name, status, responsible party or Spot. Show any hidden columns you need using the column selection icon in the header row, which shows vertical columns side by side. Open a task by clicking its name and check that the Spot and work description are correct before proceeding.

Due date and Created are separate date searches. Due date filters by the work's due date, while Created filters by when the task was created. If you use both, the task must meet both conditions. Filters in other columns also apply together. For example, a task created in October and due in November will not appear if both dates are restricted to October.

If a task is missing, check the active saved view, clear any unnecessary search fields and widen the date range in the appropriate date column. The due date search does not search creation or completion dates. Removing filters will not reveal tasks outside your permissions.

Interpret signatures, resourcing and folder order

Use the column selector to show Signatures required from and Signatures missing from, and search their contents using the column search fields. For completed tasks, the first column shows the signatures provided, and missing signatures are not shown. Signing is described in Task signatures.

First resourcing start date is the earliest start time of the task's employee resourcing assignments. Last resourcing end date is their latest end time. Without employee resourcing, these values are empty. They do not represent the task's planned start and end, actual working time or completion. The interval between them may include breaks and separate assignments for several employees.

Use the menu arrow in the Folder column heading to select Full folder path or Folder name only as the sorting method. Full folder path sorts folders starting from the root folder. Click the Folder column heading to sort the table by that column. The selected sorting method is saved in the view.

View task products and other costs

Select Datatables → Task Products. The task is the parent row; use the expand arrow beside it to display products and other costs as child rows. The view only includes tasks with at least one product or other cost row matching the search criteria. A time entry or travel expense alone does not bring a task into this table.

Searches in task columns filter tasks. For searches in product and cost rows:

  • Product name searches the product name or the title of another cost.
  • Code searches the product code. Using this search excludes other costs.
  • Comment searches the product row's description or the additional details of another cost.
  • Unit amount searches the quantity on an individual row. For example, use 2 for an exact quantity or >=2 for a quantity of at least two. A task with two separate one-unit rows does not meet the latter condition.

The search only displays matching child rows beneath the task. An expanded task row in a filtered view may therefore show only some of the task's products or costs. Clear the product searches when you want to check all rows.

The table is for viewing information. To edit details, open the task by clicking its name; clicking a product name opens that task's product details. Changing the information requires permission to edit the task.

What does unit price mean?

Unit price is the price of one unit. It is not the row total, the stored cost price or the task's total billing amount. The row total is calculated by multiplying the quantity by the unit price, but this table does not display it.

The price of a product row is calculated using current information when the view is retrieved. The calculation uses the task's first customer, the product, the row quantity, the warehouse, the warehouse location and the purchase batch, together with the service's cost and sales price rules. The product view shows the sales price calculated under these rules even when a custom unit price has been entered on the task row. For other costs, the unit price is read from the stored cost row. A product row with a quantity of zero shows a price of zero.

Cost calculation uses either one selected method or a chain of rules. In a chain, the first available cost that is zero or greater takes precedence: zero also stops the search. If the chain produces no result, the cost is zero. By default, the chain is disabled and the product's sales price is used as the cost source. The warehouse and purchase batch methods are described in more detail in Inventory value and product cost price.

Sales price rules are tried in the configured order, and the first positive result takes precedence. The default order is the product's sales price, the customer's price list price, the sales price reduced by the customer's product discount, and the product's purchase price increased by the customer's percentage. The rules do not stack. A product row in a valid price list directly linked to the customer is selected before a contract price list row; if several price lists match, the oldest is used.

If no sales price rule produces a positive price, the price is calculated from a positive cost using cost / (1 − default margin / 100), provided the default margin is below 100%. Otherwise, the price is zero. The default margin is 20%, but a different value can be configured for the service. The cost is rounded to two decimal places before calculating the sales price, and the sales price is rounded to two decimal places. For example, a cost of €80 and a default margin of 20% produce a unit price of €100 if the preceding rules do not provide a price.

Changes to pricing information can also change the price displayed for an old task in this view. Use the view to examine rows; check the relevant cost or billing records for historical costs or the amount to be billed.

Find tasks in kanban

On the Tasks page, select Kanban. Its status columns are Planning, Open, Overdue, In Progress, On Hold, In Review and Completed. Planning contains task drafts. Click a card's name to open the task details.

Open Filter above the kanban board. You can filter by, for example, Spot, responsible party, work order, folder, task name, priority, category or contract. The folder filter also includes subfolders. Search by due date filters by due date, not creation or completion time. When you enter a start or end limit, tasks without a due date, such as some drafts, are excluded. Clear filters in the top toolbar removes the kanban filters.

Tasks are loaded into columns in batches. If necessary, open a closed status column by clicking its heading and scroll down within the column to load more tasks matching the search criteria. The search does not use a fixed limit on the total number of drafts or an age-based time limit for open or completed tasks. You can therefore also search for old tasks and tasks scheduled further into the future.

Drafts are sorted by their latest update, newest first, and completed tasks by completion date, newest first. In the other columns, tasks are sorted by due date, earliest first. If a task is missing, check the search criteria and continue scrolling through the appropriate status column.

Change a task's status in kanban

Moving a card to another column changes the task's actual status. You need permission to edit the task and, to complete it, permission to complete the task as well. Cards cannot be reordered by dragging within a column.

  • Planning: a draft can be moved to Open, Overdue or In Progress once the required task information is in order. A draft cannot be moved directly to On Hold, In Review or Completed.
  • Open and Overdue: the distinction between these statuses is determined by the due date. Overdue means a task that was due before the start of the current day. Dragging an Open card to the Overdue column or an Overdue card to Open does not replace changing the due date in the task details.
  • In Progress: starting a task may prompt you to select the person performing it. Check the person so that the correct performer is recorded. A task can return to this status from In Review for corrections.
  • On Hold: an Open, Overdue or In Progress task can be put on hold. A task that is On Hold can be returned to Open or moved to In Progress. An overdue due date may return a task moved to Open to the Overdue status. Putting a task on hold does not mean completing or deleting it.
  • In Review: only a task that requires review can be sent for review. From In Review, it can move to In Progress or Completed; completion requires a saved review comment.
  • Completed: a completed task cannot be returned to another status by dragging its card.

Moving an Open, Overdue or In Progress task to In Review or Completed checks the task form's sections and required fields. Completion also requires the required signatures and, if recording working time is mandatory, a positive amount of recorded working time. A task requiring review is first directed to In Review. A task that is On Hold cannot be completed by dragging it directly to Completed: move it to In Progress first.

Follow the confirmation prompts opened by the move and fill in any missing information. There is a separate guide to filling in the form, and review and report handling are described in Task review and report.

Completion saves the completion details and may trigger cost generation, ending of running time entries, inventory transactions for products and creation of the next recurring task. Completion after review triggers approval of the task's ended, unapproved time entries if those entries are not linked to a service request. A linked service request may be completed depending on its settings and the statuses of other tasks. Some follow-up actions run in the background.

Completing a task directly in kanban does not offer an option to create a PDF report. The form's configured default recipients may still trigger report generation. When you need report or sending options, open the task and use its completion actions.

After the move, check the resulting status column and open the task to verify the saved status, performer and completion details. Dragging a card or opening a confirmation dialog alone does not prove that the change was saved successfully. If the action fails, correct the reported issue and check the status again.

Save and restore a view

A saved view preserves viewing settings, not an unchanging copy of the tasks. The Default view table, the Task Products table and kanban use separate saved views.

  1. Set the filters in the view you want to use. Arrange the table columns and sorting, or open and close kanban status columns as needed.
  2. In the view's top toolbar, select Save view → Create new view.
  3. Enter the Name of the view, for example, your maintenance team's open tasks. Confirm with the dialog's Create new view button.
  4. Later, open the view using the Select saved view button in the same toolbar. Select it from the list and confirm with the dialog's Select saved view button.

A table view saves the search criteria, column visibility, order and widths, and sorting, including the folder column's sorting method. A kanban view restores the filters and whether each column is open or closed.

To replace the settings of an existing view, first open that saved view, make your changes and select Save view → Edit current view. Confirm with Save in the editing dialog. This updates the selected view; use Create new view to keep a new alternative.

Your views are personal. An administrator can create a Global view, which manager users can select, or a Global default view, which is automatically loaded as their default. Managers can edit their own views; administrators are responsible for changing shared views. Creating a new global default may replace and delete the previous saved default view.

Return default view in the toolbar restores the default settings for that table or kanban board. In kanban, the default may include the filters of a global default configured by an administrator. Save any changes you need before restoring the default.

Verify that the view was saved by reopening it and checking the search criteria, columns and sorting, and, in kanban, whether the columns are open or closed. A saved view does not change tasks or extend permissions: the same shared view may show different tasks to different users. Check the active view before making bulk changes.

For more information on table views and checking the exported file, see Saving views and exporting to Excel.