All Tasks

The All Tasks module provides a unified task management system across all of LMI. Tasks help you track work items, coordinate with team members, and ensure nothing falls through the cracks. Tasks can be linked to customers, orders, equipment, and other entities throughout the system.

Overview

The task management system includes:

• List view - Organized, filterable task list with grouping options
• Powerful filtering - Filter by assignee, status, priority, due date, labels, and more
• Team collaboration - Assign tasks, add comments, and track activity
• Workflows - Customizable status progressions for different work types
• Time tracking - Log hours spent on tasks
• Checklists - Break tasks into actionable steps
• Attachments - Add files and photos to tasks
• Entity linking - Connect tasks to customers, orders, and other records
• Saved views - Save filter and grouping configurations for quick access

Accessing All Tasks

Click All Tasks in the main navigation to view tasks across all teams and workflows.

The badge next to “All Tasks” shows the total number of open tasks assigned to you.

Task Views

The All Tasks page displays tasks in a list format with three view tabs:

Tab	Description
All Tasks	All tasks visible to you across all teams
Assigned to Me	Tasks where you are the assignee
Owned by Me	Tasks you created

Each tab shows a count badge indicating the number of tasks in that view.

Tip

For Kanban board views and drag-and-drop workflow management, use Team Tasks instead.

List View

The list view displays tasks in a grouped, sortable format.

Grouping

Organize tasks using primary and secondary grouping options:

Primary grouping options:

• None (flat list)
• Assignee
• Due Date
• Status
• Priority
• Team
• Organization
• Task Type
• Workflow

Secondary grouping: Add a sub-group within each primary group for two-dimensional organization.

Sorting

Sort tasks by:

• Priority (high to low or low to high)
• Title (alphabetical)
• Due Date (nearest first)
• Created Date (newest first)
• Updated Date (recently updated)
• Estimated Hours
• Task Number
• Assignee

View Configuration

Click the view settings icon to configure:

• Primary grouping
• Secondary grouping (sub-grouping)
• Sorting order
• Show/hide empty groups
• Show/hide empty sub-groups

Searching Tasks

Click the search icon to expand the search bar.

The search supports:

• Task titles and descriptions
• Task numbers (e.g., “123”, “#123”, “TASK-123”)
• Assignee names
• Custom field values
• Entity data

Press Enter to search immediately, or wait for the automatic search after typing stops.

Filtering Tasks

Use the filter bar to narrow down the task list.

Available Filters

Filter	Description
Assignee	Filter by assigned user
Due Date	Filter by due date range
Labels	Filter by task labels
Organization	Filter by associated organization
Priority	Filter by priority level
Status	Filter by workflow status
Team	Filter by team
Task Type	Filter by task type
Workflow	Filter by workflow

Saved Views

Save filter and grouping combinations as named views for quick access.

To save a view:

1. Configure your desired filters and grouping
2. Click the saved views dropdown
3. Select “Save current view”
4. Enter a name for the view

To set a default view: Mark a saved view as default to automatically load it when opening All Tasks.

Keyboard Shortcuts

Shortcut	Action
Ctrl+N (Windows) / Cmd+N (Mac)	Open new task dropdown

Task Card

Each task displays as a card showing key information at a glance.

Card elements:

• Task title
• Task number (format: TEAM-123)
• Priority indicator (color-coded)
• Status badge with icon
• Assignee avatar
• Due date (highlighted if overdue)
• Labels
• Checklist progress bar
• Attachment count
• Sub-task count

Viewing Task Details

Click on a task to open the task editor panel.

Task Information

Field	Description
Title	Task name/subject
Task Number	Auto-generated unique identifier
Description	Detailed task information
Status	Current workflow status
Priority	Urgency level (urgent, high, medium, low, none)
Assignee	User responsible for the task
Due Date	Task deadline
Estimated Hours	Time estimate
Actual Hours	Time logged
Organization	Associated organization
Team	Team owning the task
Workflow	Workflow this task follows
Task Type	Category of task

Checklist

View and update checklist items directly in the detail panel.

Check items off as you complete them. The progress bar updates automatically.

Labels

View and manage labels assigned to the task.

Activity Feed

See the complete history of task changes, comments, and events.

Attachments

View, add, and download file attachments.

Linked Entity

If the task is connected to a customer, order, or other entity, view the link.

Creating Tasks

Using the New Task Dropdown

Click the edit/create icon next to “Tasks” to open the workflow selection dropdown.

Select a workflow to create a new task of that type. Each workflow may have:

• Pre-configured task type
• Default title and description
• Default checklist items

Task Editor

The task editor opens as a side panel with fields for complete task setup.

Required fields:

• Title
• Workflow
• Status

Optional fields:

• Description
• Priority
• Assignee
• Due Date
• Estimated Hours
• Organization
• Task Type
• Labels
• Checklist

Linking to Entities

Connect tasks to related records:

Entity Type	Use Case
Customer	Customer follow-up, account tasks
Order	Order-related work items
Equipment	Equipment maintenance, repairs
Opportunity	Sales-related tasks
Lead	Lead follow-up actions
Location	Location-specific tasks

Editing Tasks

Inline Editing

Some fields can be edited directly from the task card:

• Status (click status badge)
• Priority (click priority indicator)
• Assignee (click assignee avatar)
• Labels (click labels area)

Detail Panel Editing

Click on a task to open the editor panel where you can modify all task fields.

Quick Updates

Common updates can be made directly in the detail panel:

• Change status via dropdown
• Update assignee via selector
• Modify due date via calendar
• Add/remove labels
• Check/uncheck checklist items

Task Priority

Priority indicates the urgency of a task:

Priority	Color	Description
Urgent	Red	Requires immediate attention
High	Orange	Important, should be addressed soon
Medium	Yellow	Standard priority (default)
Low	Blue	Can be deferred
None	Gray	No priority assigned

Task Status & Workflows

Understanding Workflows

Workflows define the stages a task moves through from creation to completion. Each workflow has its own set of statuses.

Status Types

Status Property	Description
Name	Status label (e.g., “To Do”, “In Progress”, “Done”)
Color	Visual indicator
Is Final	Marks task as completed when reached
Display Order	Position in workflow progression

Changing Status

• Detail panel: Click status dropdown and select new status
• List view: Click status badge to change

When a task reaches a “final” status, it’s automatically marked as completed with a timestamp.

Labels

Labels provide flexible categorization beyond status and priority.

Using Labels

• Filter tasks by label
• Visually identify task categories
• Create custom taxonomies for your workflow

Managing Labels

Labels are configured in Settings → Task Management → Labels.

Team Assignments

Assigning Tasks

Assign a task to a team member:

1. Click the assignee field
2. Select a team member from the dropdown
3. The assignment is saved automatically

Assignment Notifications

When you assign a task, the assignee may receive a notification depending on their settings.

Viewing Your Assignments

Use the Assigned to Me tab in All Tasks to see only your assigned tasks.

Time Tracking

Estimated Hours

Set an estimate when creating or editing a task.

Logging Time

Add time entries to track actual hours spent.

Field	Description
Start Time	When work began
End Time	When work ended
Duration	Calculated or manual entry
Billable	Whether time is billable

Viewing Time Summary

The task detail shows:

• Estimated hours
• Actual hours logged
• Comparison/variance

Checklists

Break tasks into smaller steps with checklists.

Adding Checklist Items

1. Open task detail
2. Click in the checklist section
3. Add items

Tracking Progress

• Check items as you complete them
• Progress bar shows percentage complete
• Checklist progress visible on task cards

Default Checklists

Task types can have default checklist templates that auto-populate when creating a task.

Attachments

Adding Attachments

1. Open task detail
2. Click in attachments section or drag files
3. Files upload to secure storage

Attachment Types

• Documents (PDF, Word, Excel, etc.)
• Images (with photo metadata like location, date taken)
• Any file type

Viewing Attachments

Click an attachment to preview or download.

Comments & Activity

Adding Comments

1. Open task detail
2. Scroll to activity section
3. Type your comment and submit

Comment Features

• Reply to comments (nested threads)
• Edit your own comments
• Mentions (if supported)

Activity History

The activity feed tracks all changes:

• Status changes
• Field updates
• Assignments
• Comments
• Attachments added
• Time logged

Task Relationships

Sub-tasks

Create sub-tasks for complex work:

• Parent task tracks overall progress
• Sub-tasks can have their own status/assignee
• Completing all sub-tasks can auto-complete parent

Related Tasks

Link tasks that are related:

Relation Type	Description
Depends On	Task requires another to complete first
Blocks	Task prevents another from starting
Related	Tasks are related but independent
Duplicates	Task duplicates another

Notifications & Reminders

Task Notifications

Subscribe to task updates:

• Email - Receive email notifications
• SMS - Receive text notifications

Reminders

Set reminders for follow-up:

• Notify me
• Notify assignee
• Custom reminder actions

Best Practices

Task Creation

• Write clear, actionable titles
• Set appropriate priority
• Assign to the right person
• Set realistic due dates
• Add detailed descriptions when needed

Workflow Management

• Keep tasks moving through statuses
• Use labels for additional categorization
• Archive completed tasks periodically
• Review overdue tasks regularly

Team Collaboration

• Assign tasks promptly
• Add comments for context
• Attach relevant files
• Update status as work progresses

Using Saved Views

• Create views for common filters
• Save team-specific views
• Use “Assigned to Me” for daily work
• Set your most-used view as default

Troubleshooting

Task not appearing in list

• Check current filters (clear filters to see all)
• Verify you have access to the task’s team
• Check if task is archived
• Use search to find by title or number

Cannot edit task

• Verify you have edit permissions
• Check if task is in a locked status
• Ensure you’re logged in to the correct account

Status change not saving

• Verify the status is valid for the workflow
• Check for validation errors
• Refresh the page and try again

Attachments failing to upload

• Check file size limits
• Verify file type is allowed
• Check network connectivity

Notifications not received

• Verify notification preferences
• Check email spam folder
• Confirm phone number for SMS

Search not finding tasks

• Try searching by task number
• Check if filters are limiting results
• Verify the task exists in an accessible team