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Workstreams task Management support

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Creating tasks

It’s unbelievably easy to create tasks in both the Slack app and the web app. The steps below show you how using the same example of adding the task Recruit Programmers to the #recruit-development-team channel.

Creating a task in the Workstreams Slack app

  1. Go to the channel where you want to add a task. For example, #recruit-development-team .

  2. Type /plan Recruit Programmers .

  3. Press Enter and the Recruit Programmers task is created. The Workstreams bot shows the task details in the channel and sets an initial status of planned.

  4. Click the Edit button to add a Due Date or a Description. Use the Set Status, Assign to or Labels drop-downs to further modify the task.

  5. Click the Recruit Programmers hyperlink to jump to it in the web app where you can also modify task details.

TIP–With the Slack app, you can create tasks within a discussion. So your brainstorming sessions end up with action items! For example, a team member indicates that a Project Manager also needs to be recruited for the team. Just type /plan Recruit Project Manager and the first step towards hiring is in your plan. Next, type /plan Interview Project Manager and then /plan Send Offer to Project Manager and then /plan Hire Project Manager and all four steps of your plan are in place.

Creating a task in the Workstreams web app

  1. Locate the channel on your Kanban board where you want to add a task. For example, #recruit-development-team .

  2. Click the blue + icon on the far-right side of the channel window.

  3. In the Create a task dialog that displays, type Recruit Programmers .

  4. Press the Save button and the Recruit Programmers task displays on the board.

  5. Click the triple-dot icon in the upper-right corner of the task box to edit the task, set the status, assign a resource, assign a due date, set up or assign a label, and more.

  6. Open Slack and you see the Workstreams bot, which tells the channel you just created the Recruit Programmers task. A New Thread also appears detailing the addition of the task.

Editing tasks

It’s even easier to edit tasks and you can do so in either the Slack app or the web app.

Editing a task in the Workstreams Slack app

  1. Go to the channel where you want to edit a task.

  2. Type /tasks .

  3. Select the task you want to edit from the drop-down list. For example, Recruit Programmers .

  4. The task details display along with various buttons and drop-downs that let you modify the task.

  5. Click the Edit button to edit the task.

  6. Edit the Title , Due Date or Description in the popup dialog. For example, you could type “We require both Java and Swift programmers for our project” in the Description.

  7. Press the Save button when you are done.

TIP–If you prefer to edit the task in the Kanban board, click the Recruit Programmers hyperlink to jump to the task in the web app where you can also edit it, as described in the steps below.

Editing a task in the Workstreams web app

  1. Select the channel where you want to edit a task.

  2. Click on the task box in the Kanban board and Add description displays.

  3. Click Add description .

  4. Type: “We require both Java and Swift programmers for our project” .

  5. To edit the task some more, click the triple-dot icon in the upper-right corner of the task box and a wide variety of options appear, including Edit .

  6. Click Edit to further edit the task.

Adding a checklist to a task

Checklists are great for tasks that require multiple steps to compete them. They also serve as a helpful reminder of what needs to get done next.

Adding a checklist in the Workstreams web app

  1. Select the channel where you want to add a checklist.

  2. Select a task.

  3. Click the Add checklist button.

  4. Start typing your first checklist item.

  5. Press Enter to add the next item.

TIP–As you finish specific items you can tick them from the checklist. You can also delete no longer needed items.

Adding due dates

Due dates are a Premium feature but they are totally worth it! Assign deadlines to all your most important tasks to ensure you’re not just on schedule, but ahead of schedule.

Adding due dates in the Workstreams Slack app

  1. Go to the channel where you want to edit a task.

  2. Type /tasks and then select the task from the drop-down.

  3. Click the Edit button to edit the task.

  4. Add a Due Date in the format: MM/DD/YY. For example, if the task needs to be completed by the end of the week, which is Friday May 18, 2018, type 05/18/18.

  5. Press the Save button.

TIP–Once again, a fantastic feature of the Slack app is that you can modify tasks immediately after the conversation takes place in the channel. For example:Team Member 1: We really need a User Guide for the product?! You: Can anyone on the team write it? Team Member 2: Not me.Team Member 3: No way. I write code. Not user Guides. Team Member 2: We have to hire a tech writer! And soon. We have to have them on board by end of week!! You: /plan Hire Technical Writer. And then you can just edit the due date so that it is the end of the week. Here’s how you do that in the web app…

Adding due dates in the Workstreams web app

  1. Select the channel where you want to edit a task.

  2. Click on the task box in the Kanban board.

  3. Click the triple-dot icon in the upper-right corner of the task box.

  4. Click the Set Due Date… drop-down option.

  5. You see some preset dates, such as End of Week .

  6. Using the same example as above, this is exactly what you want, so select End of Week.

  7. The due date displays in a small yellow rectangle inside the task box. Fri May 18 in our example.

Assigning tasks to team members

Your entire team is already set up in Slack, so it takes minutes to assign them to tasks. Plus, it makes a whole lot of sense to assign a task as you are discussing it. For example, when you are discussing the recruiting of a Project Manager, you can request that the team member who made the suggestion take on the task. If they agree, then you can just assign the task to them right there in the Slack channel, immediately after you create it.

Assigning tasks in the Workstreams Slack app

  1. Go to the channel where you want to edit a task.

  2. Type /tasks .

  3. Select Recruit Project Manager from the drop-down.

  4. Click the Assign to drop-down. All members of the channel display.

  5. Select the team member to which you want to assign the task.

Assigning tasks in the Workstreams web app

  1. Select the channel where you want to edit a task.

  2. Click on the task box in the Kanban board. For example, Recruit Project Manager .

  3. Click the triple-dot icon in the upper-right corner of the task box.

  4. Click the Assign to… drop-down option and your team members display, along with their photo from slack.

  5. Select the team member from the list to which you want to assign the task and their photo displays in the upper-left corner of the task box, indicating that they are now assigned to the task.

Using My Tasks

Workstreams is all about collaboration, but let’s be honest - sometimes we all get a little selfish and we think about me, me, me. But seriously, Workstreams will become the center of your world with multiple projects and channels and a multitude of collaborators, so often you want to clear everything else away and just focus on what you need to get done. So we created a brand new feature for this in the Workstreams web app: My Tasks.

Think of it is as a super-filter that shows your view of the world with all your tasks displayed in order of due date. This is particularly useful when your Kanban boards fill up and your personal tasks are spread out across many channels. Just click on the My Tasks button in the navigation and you instantly see only tasks assigned to you. Here’s the step by step:

Locating My Tasks in the Workstreams Web App

  1. Select My Tasks in the upper-left corner of the Kanban board. If you have the menu minimized, just click on the icon that looks like a clipboard.

  2. A list of just your tasks displays. Tasks are ordered by due date. The current status also displays for each task on the right side of the task box.

  3. Also on the right side of the task box is your best friend: the triple-dot menu . Use it to edit, assign, attach or whatever your heart desires just like on the Kanban board.

  4. Click on any task and it displays in the upper-right corner of the window with the more details. Once again, this is just like the detail view that you are used to in the Kanban board.

TIP: Click the + New Task button in the upper-right corner of the window to add a new task. The task defaults to being assigned to you so it will show up right away in your My Tasks lists. Speed demon bonus tip: just click the N key to add a new task.

Using Team Tasks

Workstreams.ai is all about collaborative working, so you and your team can get things done. Transparency is key in any working enviroment, and our "Team Tasks" feature enables that. Use it whenever you want to know what your team members are currently working on and what is on their plate for the future.

Think of "Team Tasks" as your instant dashboard, showing what your team is doing and where are they focusing their skills and ideas. Let's see how you can use it:

Locating Team Tasks in the Workstreams web app

  1. Select My Tasks in the upper-left corner of the Kanban board. If you have the menu minimized, just click on the icon that looks like a clipboard

  2. The default choice is My Tasks. Select the "Team Tasks" option right next to it

  3. A search bar appears. Search for a team member and select. You can add multiple team members in the same view

  4. A list of just that team member's tasks displays. Tasks are ordered by due date. The current status also displays for each task on the right side of the task box.

Following a specific task

Following updates from a specific task is great for those cases where you are not directly assigned to a task, but you are interested in getting updates. You can easily follow a task in Slack and always be in the loop.

Following a task in the Workstreams Slack App

  1. Go to the channel where you want to follow a task.

  2. Type tasks.

  3. Select the task you want to edit from the drop-down list.

  4. Click the three-dot menu on the right-hand side.

  5. Select Follow / Unfollow task.

Setting up and Using Labels

We have seen how you can quickly and easily set up and manage all your tasks and all your projects. To analyze and track tasks across projects, you can use labels. Labels are color-coded task groupings that enable you to quickly and visually identify types of tasks in your Kanban board.

Even more powerful, a label can be associated with a Goal, and Goals enable you to track your progress with Progress Bars and Burndown Charts. More about this awesome feature shortly! For now, just keep in mind that if you carefully set up your labels you can then use them as Goals.

Setting up a Label in the Workstreams Slack app

  1. Go to the channel where you want to add a label to a task

  2. Type /tasks .

  3. Select Recruit Project Manager from the drop-down.

  4. Click the Label drop-down to see a list of labels.

  5. Click Add Label. ***

  6. Type Recruiting .

Setting up a label in the Workstreams web app

  1. Go to the channel where you want to edit a task.

  2. Click on the task box in the Kanban board. For example, Recruit Programmers .

  3. Click the triple-dot icon in the upper-right corner of the task box.

  4. Click the Apply Labels… drop-down option.

  5. Type: Recruiting .

  6. It does not yet exist, so select +Create New Label . The label displays in the drop-down and a color is automatically assigned to the label.

  7. Locate any other tasks to which you want to assign this label. For example, Recruit Project Manager .

  8. Click the triple-dot icon in the upper-right corner of the task box.

  9. Click the Apply Labels… drop-down option.

  10. Select the Recruiting label. Both recruiting tasks are now assigned to the Recruiting label.

Filtering on a label in the Workstreams web app

  1. To filter on the label that you just created, type label:Recruiting in the Type to filter field in the upper-right corner of the window.

  2. Only tasks with the Recruiting label display on the Kanban board.

Setting up and Using Goals

We just looked at how you can color-code and group tasks using a label. We looked at the example of setting up a Recruiting label. Now, let’s use this label to create a goal: Complete Recruiting . All the recruiting in the world doesn’t add up to much unless you achieve this goal.

So Goals are a great way to organize and track all your tasks related to a specific objective. And you can use the powerfully visual Progress Bar and Goal Burndown Charts to track the progress of your goals. More about this later. First, let’s set up a Goal and this can only be done in the web app.

Setting up goals in the Workstreams web app

  1. Click Goals in the upper-right corner of the window, and the Goals drawer opens.

  2. Click + Create New Goal.

  3. Type the title for your new goal. For example, Complete Recruiting

  4. Type a description. For example, It is crucial we recruit great people for our team by the end of the week, so that we can hire them next week.

  5. Click in the Due Date entry field to display a calendar.

  6. Select May 18th on the calendar.

  7. Select the Recruiting label from the drop-down list. Note: You cannot change a label 12 hours after setting it up. This restriction is necessary so analytics around progress can be properly tracked.

  8. Select a Reporting Channel where you want the goal tracking to display.

**TIP–**Typically, you can report the progress on goals to the channel with the related tasks,#recruit-development-team in our example. However, you can also set up a new channel in which to display the results. For example, if you only want a select group of managers to see the reporting you could set up a new channel: #recruiting-reports .

Attaching files to tasks

Yet another fantastic feature of Workstreams is the ability to attach files. For example, you might have a digital image of a whiteboard that lists the qualifications you are looking for in the programmers that you are recruiting. You can attach a file in two easy ways in the Workstreams Slack app, and one easy way in the web app:

Attaching files in the Workstreams Slack app

  1. Go to the channel where you want to edit a task.

  2. Drop the WhiteboardQualifications.png file into the Slack channel.

  3. Click the More actions button and select Attach to task option.

  4. Select Recruit Project Programmers from the drop-down

Or alternatively:

  1. Go to the channel where your task is

  2. Click Reply to thread

  3. Simply upload the WhiteboardQualifications.png file in the thread. Easy!

Attaching files in the Workstreams Web app

  1. Select the channel that has the task you want to attach a file to. In our example, this is the Recruit Programmers task.

  2. Click the triple-dot icon in the upper-right corner of the task box.

  3. Select Attach file… from the drop-down menu.

  4. Drop your file into the box that says Drop your file here .

  5. Alternatively, click browse to search your file system.

  6. Optionally, enter a title for the file where it says Attachment title. This is a good idea if your file name isn’t very user-friendly. For example, if your Whiteboard image is named 7648723456.png you could add a nice friendly title like: Whiteboard Qualifications Image.

  7. Click the blue Attach button.

  8. The paper clip icon in the lower-right corner of the task box indicates that the file was attached successfully.

  9. Repeat this process to attach more than one file.

Archiving tasks

We are quite sure you will use Workstreams to create hundreds, if not thousands, of tasks. So archiving is another great features that allows you to move historical items out of your Kanban board to ensure that your overall view remains pristine and uncluttered.

Archiving tasks in the Workstreams Slack app

  1. Go to the channel where you want to edit a task.

  2. Type /tasks.

  3. Select Recruit Programmers from the drop-down.

  4. Click the Archive button. A dialog displays asking you to confirm your decision.

  5. Click the Yes button.

Archiving tasks in the Workstreams Web app

  1. Select the channel where you want to edit a task.

  2. Click on the task box in the Kanban board. For example, Recruit Programmers .

  3. Click the triple-dot icon in the upper-right corner of the task box.

  4. Click the Archive option . A dialog displays asking you to confirm your decision.

  5. Click the Archive button.

Finding a specific task

Another super useful feature of Workstreams.ai is the ability to quickly locate any task. For example, let's say that you want to find a task called "Recruit Project Manager" that your teammate is working on, as she has attached an important document there. Finding the task is easy in Slack. Just use the "/tasks" command followed by the name of the task. Hit enter, and tasks appear instantly.

Using /tasks in the Workstreams Slack app

  1. Go to the channel where you want to search for a task

  2. Type /tasks and hit Enter

  3. A dropdown menu will appear. It contains all tasks in the channel, with those assigned to you at the being on the top

  4. Start typing "project manager" to search for your task. Magical!