The Pi Task manager has been designed to be infinitely flexible, something you may use sporadically at first, but eventually come to reply upon more and more. Learn it well!
You can assign a task to:
- Yourself (‘Me’)
- One or more other people (‘resources’), such as co-workers, family members etc.
- Yourself + one or more other resources
Resources receive a notification email when a new task is issued to them. If they change the status of the task, for example, from In progress to Completed , you will also receive a notification email.
Tasks appear in your PiCosm dashboard when you log in, where they can be managed directly.
To help you find and organise them, you must assign at least one project tag to each task.
Pre flight check
Have you configured your PiCosm account as covered in Pi Basics? Namely:
- Created project Tags for use by Pi Tasks and other Pi features.
- Paired any contacts you may assign or share tasks with?
- Have any resources (others in your team) configured their account Preferences to receive notification emails – yourself included!?
Creating a task
- Select ADD > Task
- To ensure you can filter tasks later and optionally assign them to others, first assign an appropriate project tag to the task using the TAGS menu where project tags will appear in bold. As with the Acquisitions log, tags may be created directly on the Task editor, or on the main Tag manager at VIEW > Tags.
- The RESOURCES menu will list those people associated with the project Tags(s) you selected.
- If you are only assigning the task to yourself, you do not need to select a resource, the Me checkbox will be ON by default. To assign the task to another person, select them from RESOURCES.
PiFO: It is important at this stage to understand the difference between assigning and sharing a task. If you are assigning a task to one other person, that is not the same as sharing, whereby you are assigning it to more than one person, such as you + one or other resources in your team. One example would be shopping: You and another family member may be looking for an item separately. The first to purchase it will therefore have completed that task! Likewise, if you are a project manager, then you may be giving several in your team the same task to see who can action it first or requiring them to collaborate.
- Type the task name into the Title field. For example, Call Joe, Sketch project ideas, Potatoes.
TIP: If you are creating a shopping list, there is no need to include ‘Buy’ before an item name. For example, if you need to purchase some fresh salmon, simply type Fresh salmon, not Buy Fresh salmon. The Shopping tag you assigned to the task will allow you to filter your task list.
- If necessary, enter further details about the task in the Description field. This will automatically append a blue More control to tasks when they appear in the dashboard. (What you see on the Pi home page when you login.)
- To link to an external document or other content, paste the URL into the Link field. When the task is viewed, a clickable link control will appear next to it.
- The Notes field is for your own (internal) use and will not be visible to any resources the task is assigned to.
- Next up is task status. This can be done from the task editor (the form you are probably viewing now) or your Pi dashboard. Normally the status of a task will not be altered until the task is started by it’s resource.
WARNING! If you have been assigned a task and change it’s status, the creator of the task (your boss?) will receive an email notification. Therefore, only change the status of when absolutely ready and avoid fiddling with the status menu.
- If you are a project manager, parent, team leader or such, then setting the Require Verification checkbox to ON will add (or unmask) Verified to the task STATUS menu. (More on this further on.)
- Finally, configure any Timings related to the task. If the task has a deadline (likely if you are assigning it to someone else), select Deadline from the TYPE menu and set the date and time it is due by. Creating a Pi Reminder?, then follow the instructions here.
- Wait! Before clicking note that if you have assigned the task to others, they will receive a notification email as soon as you save the task editing form.
When logged in to your Pi account, depending on the settings of the FILTERS, TAGS & STATUSES menus, tasks will appear on your Pi dashboard. Those tasks you have assigned to yourself or that have been assigned to you will appear below the Me heading. Tasks you hav assigned to others will appear under Team. Tasks you have assigned to yourself + other resources will also appear under Me.
- FILTERS – Use the various options to govern which tasks appear.
- Today = Only show tasks due today.
- Overdue = Tasks that have not been completed by their deadline. Tut tut.
- Warranty Expirations = Show alert tasks for acquisitions whose warranty/guarantee is soon to expire.
- Resources = Filter whose tasks are shown. If a resource has left your organisation and their Pi account has been erased and/or they have unpaired from your Pi Contact manager, to view their tasks, ensure (Show Unassigned) is on. You can then re-assign the tasks if necessary.
- TAGS – Filter tasks by tags. For example, if you are out shopping set the Shopping tag checkbox to on. In work mode and want to view tasks associated with a specific project? Then select the appropriate project tag checkbox(es). If a Task has had its tag deleted, it would not be possible to locate it unless you used the correct Search keywords. Therefore if Pi detects there are any untagged tasks it will automatically display the (Show Untagged) checkbox at the top of the tag menu. Switching on the checkbox will display any untagged tasks.
TIP: To save switching tags off, choose Select all, and then re-select Select all to clear the tags. You can now just switch on the tags you need.
- STATUSES – Choose to only view tasks that are at a specific status, or to view them all, switch all the checkboxes on.
- (Logic) MODE – The AND / OR logic mode menu governs whether Pi displays tasks that have been assigned all or any one of the selected tags. For example, if you select more than one tag, say, Project Xanadu and Marketing, and set the logic filter to AND, then you will only see tasks that are related to both Project Xanadu and Marketing. If logic = OR, then you will see tasks that contain either Project Xanadu or Marketing, or both. To better understand this, experiment with different combinations of tags & logic settings. Don’t worry, you won’t break it!
- SORT ORDER (lower right menu)
- Due = Sort the tasks by any assigned due date.
- Status = Display the tasks by completion order (advised)
- Alphabetical = Sort by first character.
GOOD NEWS! – Your settings are saved. Logout of Pi and back in another day or from another device? No worries, everything will be where you left it.
Changing the status of a task can be done without using the task editor. From the dashboard, set the filters to display your desired tasks and click the expand controlto reveal additional controls and information associated with the task, as shown in the example below:
Use the drop down menu just under the task title to change the status. The status icon to the left of the task title will change as follows:
Once your resource marks a task as Completed and you verify it has indeed been completed to your satisfaction, set the Status to Verified
If the task is linked to an external website or document, a link control is shown. Clicking it will open the link. If you wish to open the link in a new tab or window, ensure you right click or double tap your trackpad to display any options. If using a touch screen device, holding down over the icon may display options.
A More control will appear if the task has Description text associated with it. To view the Description text, either click the More control or mouse over it.
To edit a task, such as to add or remove resources, click the Edit control.
will permanently erase the task – careful!
Cannot find a task?
- Have you set the FILTERS, TAGS and other options correctly?
- Is FILTER > Today set to ON, therefore hiding all the other tasks that may not be due today, including the one you are looking for?
- Try a keyword search
- Switch all TAGS, RESOURCE and STATUSES checkboxes ON.
- Still no luck? Look under the sofa cushion and if it isn’t there, switch the TAGS > Show untagged and FILTERS > Show unassigned checkboxes ON.