Create Tasks

Ledger uses one of the best visual management systems, kanban board, to make it easy for users to manage tasks. Regularly checking and updating the board will enhance collaboration. Learn how to customize the board to make it fit your project.

Tasks tab overview

Understanding the key parts of tasks will help you make the most out of the kanban board.

Kanban Columns

By default, your stream will have three columns: To Do, In Progress, and Complete. To change the name of a column, click the name, give it a new name, then click the check mark. To change the order of the columns, drag and drop. You can also create new columns by clicking the Add Column link at the top of an open column.

You can also assign a color and description to each column, allowing you to visualize your workflow with greater efficiency.

If you move a column left or right, this order will be updated for other users, so everyone will have the same funnel from left to right.

Tasks/Cards

Tasks appear in the form of cards under the selected columns. If you want to move the task from one column to another, simply drag and drop. You can also click into a task and select a column from the drop down in the task drawer.

View

You can view your tasks in two ways: Table View and Board View. The default view is set to Board view. This can be changed by clicking the star next to an option.

• Table View: Great for tracking the progress and timeline. Filters allow you to view tasks in the order of your preference.
• Board View (Default): Great for understanding where each task sits within the process. It works even better if you name your columns to match your project's process. You can also find out who's working on what and which tasks are high-priority at a glance.

You can filter tasks by their status (open or closed) or due dates (due this week, due next week, or overdue). By default, you'll see all tasks. The default setting can be changed by clicking the star next to an option.

From the board view, you can quickly create and delete tasks within each column. You can also add tasks more comprehensively, like adding priority, start/end dates, and subtasks, by clicking Add task to enter all the necessary information.

Want to learn more about setting up your board to fit your process? Read Kanban 101.

How to create a task

1. Select a stream and click the Tasks tab.
2. Click Add task.
3. Give the task a name, then click the check mark to save.
4. Select a due date.
   • Click the date icon and select a date. This will set the start and end date to be the same.
   • To set a different start date, click the first date and make changes.
   • By default, tasks will not have a time due. To specify the time of the due date, click No Time and select a time.

5. Select the column for the task to be placed under.
6. Assign the task to some teammates, yourself, or both.
7. Add tags.
   • To create new tags, click the icon and select Edit Tags. You can create, delete, and manage all of your tags from the Manage Tags window.

8. Set the priority (Low, Normal, High, or None) of the task.
9. Add a description of the task to give a better understanding to your teammates. Drag the text to format the description.
10. Break down the task into smaller bits by adding subtasks. You may quickly view these for each task in board view by selecting the down arrow in the task card to reveal them. Additionally, as you complete these subtasks in table view, you will see a % complete indicator in the subtask column.
11. You can also add comments to any task by clicking the Comments tab, adding any comments (you can add as many as you want ) and attaching any files.
12. When you're done, click Create.

How to create a quick task

Here's a quick and easy way to create a task if you're adding many at once.

1. From the board view, click Add task under a column.
2. Give the task a name.
3. Assign the task to a teammate, yourself or others.
4. Set the due date.
5. Hit the return key to save.

How to add comments

Chat is always a great place for discussion. But if you want to share ideas about a specific task to keep the conversation more linear, use the Comments section.

1. Select a task or create a new task.
2. Click Comments.
3. Type a message, then Send. Here are a few additional things you can do:
   1. If you enable Zoom integration, you can start an instant meeting by clicking the + icon.
   2. Insert an emoji.
   3. Mention someone.
   4. Upload files. These files will appear in the Files tab of each task. They will also appear in the primary files tab of each stream.
   5. Style your message with some formatting.

How to upload files to a task

Some tasks will require sharing files with your teammates or guests. Instead of sharing files to the stream's Files section, where they may get missed, upload files directly to a task so they stay siloed within each one.

1. Select a task or create a new task.
2. Click Files.
3. Click New File or the + icon, then select the files to upload.
   • If the Google Drive and/or Dropbox integrations are enabled, you will see a list of options to choose from.

You can also upload files to a task by sharing them in the Comments section. All files attached to a comment will appear in the task's files tab as well as the stream's files tab.

How to move a task to a different stream

Instead of creating the same task in another stream and deleting the original one, simply move a task from one stream to another.

1. Select the task to move.
2. Click the ellipsis icon in the upper right corner.
3. Click Move task.
4. Select the new stream and column.
5. When you're done, click Move.

The task is automatically moved to the new location.

How to delete a task

Most tasks and subtasks are simply checked as complete once done. But if needed, you can also delete them permanently. Note: deleting tasks will also delete all comments.

1. Click the ellipsis icon.

2. Click Delete Task.
3. A warning message pops up. If you confirm to delete, proceed to click Delete.

How to Duplicate a Task

We've added a new feature to make task management even easier: the ability to duplicate tasks. This is perfect for tasks that you repeat often and want to use as a template. Here’s how it works:

1. Select Task:
   • Click on the ellipsis (three dots) on the task you want to duplicate.
2. Duplicate Task:
   • Choose "Duplicate Task" from the dropdown menu.
   • Confirm the duplication.

What Gets Duplicated:

• Task Details: Title, description, priority, start date, and due date.
• Assignments: All collaborators assigned to the task.
• Tags: Any tags associated with the task.
• Subtasks: All subtasks within the task.

What Doesn’t Get Duplicated:

• Comments
• Files
• Activity Log

This feature saves you time and effort, allowing you to reuse tasks easily without having to recreate them from scratch.

Tips for managing tasks

• The global Tasks area shows you all the tasks that are either created by you or assigned to you across all of your streams.

• When you've completed a task or a subtask, remember to mark the checkbox. If a task is left unchecked, Ledger and your team will consider the job still open.

• Deleting a column also deletes the tasks under it. If you want to keep the tasks, click Delete Task, then select a column to move your tasks to.