PROJECTS: Tasks
Learn how to create, manage, and organize tasks in Unificus for your projects.
What is a Task?
A Task is work that you assign to a team member within Unificus. You can create Tasks independently or link them to a Project. Both Staff Members and Contacts can receive Task assignments.
Important: Tasks cannot be assigned to Leads, Prospects, or Office Managers.
Within a Project, Tasks represent the individual steps required to complete your project goals.
Learn more about creating a Project
How do I create a Task?
The method you use to create a Task depends on your Role and what you’re trying to accomplish.
All Tasks
If you hold a Super Admin, Admin, or Project Manager role, navigate to Projects > All Tasks and select +Add Task to get started.
From here, you’ll designate which team member receives the assignment and pick a Project if needed.
Tip: The All Tasks view lets you create a Task and assign it to a Client directly, without selecting a Project first. This shortcut isn’t available when working from My Tasks.
My Tasks
Users can create their own Tasks by going to Projects > My Tasks and clicking +Add Task.
You’ll have the option to select a Project.
Alternatively, create Tasks within a specific Project by navigating to Projects > Projects and selecting your desired Project.
You can also use the Options menu (3 dots) and pick Manage.
Select Tasks from the top navigation, then click +Add Task.
Using this approach automatically connects the Task to that Project.
My Calendar
Navigate to Calendar > My Calendar and click any date to set it as your Task’s Due Date.
Creating the Task
Assigned To: Choose who will work on this Task. The dropdown displays only users assigned to the Project and with appropriate Roles.
When assigning to a Client, an option to require Client approval appears next to the assignment field.
Project: If you’re not creating the Task within a Project, select one from the dropdown.
Title: The name of your Task, visible throughout the system to all users with access.
Est Time: Enter the estimated number of hours to complete the Task.
Time Spent: Record the actual hours used to finish the Task.
Description: Add details using a standard WYSIWYG editor. All authorized viewers can see this text.
Tags: Create custom labels to organize Tasks. Separate multiple tags with commas. Once created, tags appear in Task list filters for quick searching.
Priority: Set the Task’s priority level (defaults to “Normal”). Priority affects the Task’s color in the table and determines filter sorting. All authorized users can view the priority.
Type: Assign a category type to your Task.
Learn more about Content Categories
Status: Set where the Task stands in its workflow. Note that certain actions automatically update the Status (like marking a task complete).
Phase: Optionally assign the Task to an existing Phase.
Followers: Users set as Followers can view the Task and receive notifications, but aren’t the primary assignee. The Task won’t appear in their My Tasks list.
Start Date: Set when the Task begins.
Due Date: Establish a target completion date, visible to all authorized users.
Tip: Followers on Recurring Tasks are automatically added to all future Task instances.
Task Dependency
Task Dependency offers two options: prevent editing or hide the Task.
For each type, specify another Task in the Project and its Designated Status. When that Task reaches the specified Status, your Task will trigger the corresponding action (either enable editing or unhide).
Task Recurrence
Click the Recurring Task button to establish a repeating schedule, including frequency, duration, and start date.
The original Task displays a Blueprint icon to mark it as the source.
To stop the recurrence, return to the Blueprint Task and click Delete next to the recurring details.
How do I create a Subtask?
Break larger Tasks into smaller, focused steps using Subtasks. This helps assignees manage their workload more effectively.
Open a Task from the list view or use the Options menu (3 dots) and select View.
Locate and click the icon shown in the screenshot below. Hovering reveals Create/Show Subtasks.
A new panel appears below the Task Description field. Like creating a to-do list, type text and press Enter to add each Subtask as a checklist item. Check boxes to mark Subtasks complete. Click the red button on the right to delete a Subtask.
How do I manage Tasks?
After creating a Task, access various actions via the Options menu (3 dots) in the Tasks list.
View: Display the Task’s details.
Edit: Modify any settings, including the Status.
Complete: Update the Status to Completed, removing it from the standard Task view. You can change Status anytime.
Duplicate: Quickly copy an existing Task.
Manage Automations: Set up Automations to trigger when this Task reaches “Complete” status.
Manage Files: Upload files directly to the Task. These files become available to the assignee and appear in the main Files dashboard.
Delete: Permanently remove the Task. This action cannot be reversed.
Invoice: Convert the Task into an Invoice Item, similar to converting Timers.
Choose to add it as an Item to a New Invoice, Existing Invoice, New Accumulating Generator, or Existing Accumulating Generator.
You’ll then go to the edit Invoice/Generator page to set the rate and quantity for the new Items.
Important: Once a Task is added to an Invoice or Accumulating Generator, it cannot be added to another Invoice or Accumulating Generator.
How do I Bulk Edit Tasks?
In the List View (All Tasks, My Tasks, or Tasks within a Project), you can Bulk Edit multiple Tasks at once.
Check the boxes for the Tasks you want to modify and click the Make a selection field at the bottom. Choose Edit.
Now you can change the Assignee, Priority, Task Type, Task Status, Phase, and Due Date across all selected Tasks.
You can also set Followers for the Tasks.