In order to give you a better service Workstreams uses cookies. By continuing to browse the site you are agreeing to our privacy policy.
x close

Support. We’re here for you.

How can we help?
Know what you’re looking for? Use the search bar. Just looking? Browse through our categories below.

Workstreams task Management support

- hidden in css

Creating tasks

It’s unbelievably easy to create tasks, no matter whether on Slack, Microsoft Teams or on the taskboard. The steps below show you how using the same example of adding the task Recruit Programmers to the #recruit-development-team taskboard.

  • On the taskboard

  • On Slack

  • On Microsoft Teams

  1. Locate the taskboard 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 taskboard 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 taskboard.
  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 or Microsoft Teams 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.
  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 on the web app where you can also modify task details.

TIP—With the Slack app, you can create tasks within a discussion. That way 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.

  1. Go to the channel where you want to add a task. For example, let's use our hiring example and go with the recruit-development-team channel.
  2. Type @workstreams.ai plan Recruit Developers.
  3. Press Enter and the "Recruit Developers" task is created in your conversation. The Workstreams.ai bot shows the task details in the channel and sets the status to planned.
  4. You can further edit the task from this message.

TIP—You can also use the interactive menu that appears after you've mentioned Workstreams.ai. Just select plan to create a task. To add a description to the task while you are creating it, use the following scheme: @workstreams.ai plan title-of-task :: description-of-task.

Editing tasks

It’s even easier to edit tasks and you can do it from inside of Slack, Microsoft Teams or on the taskboard.

  • On the taskboard

  • On Slack

  • On Microsoft Teams

  1. Select the taskboard where you want to edit a task.
  2. Click on the task box on the Kanban board and "Add description" displays.
  3. Click Add description.
  4. Type: “let's discuss our plan for this.”
  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.
  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 “let's discuss our plan for this” in the Description.
  7. Press the Save button when you are done.

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

  1. Go to the channel where you want to edit a task.
  2. Type @workstreams tasks and press Enter.
  3. Use the dropdown menu to find the task you want to edit. In our case "Recruit Developers" and click Go.
  4. Workstreams.ai will bring the task to your view. Click Edit.
  5. From this view you can edit the title, description, assignee and status of the task.
  6. Click Save to keep your edits.

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.

  • On the taskboard

  1. Select the taskboard 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.

Updating task status

When you want to make an update to the status of a task in Workstreams, you can easily do so from Slack, Microsoft Teams, or the taskboard.

  • On the taskboard

  • On Slack

  • On Microsoft Teams

  1. Locate the task in the taskboard.
  2. Click the three dot menu icon or just right-click on the task.
  3. Choose Change status from the dropdown menu.
  4. Select your status update.
  1. Go to the channel where you want to update the status of a task.
  2. Type /tasks
  3. Select the task you want to edit from the drop-down list.
  4. Click the Edit button to edit the task or update the status straight from the task message itself using the dropdown menu option.
  1. Go to the channel where you want to update a task.
  2. Type @workstreams tasksand press Enter.
  3. Use the dropdown menu to find the task you want to edit.
  4. Workstreams.ai will bring the task to your view.
  5. Click Edit. From this view you can update the status of the task.
  6. Click Save.

Creating and using task templates

Task templates are a great way to save valuable time by re-creating the same set of tasks over an over again. Here is how to use them:

  • On the taskboard

  1. Open the taskboard(s) that contain the tasks you want to have as part of the template.
  2. Click on the Open task template panel in the taskboard menu.
  3. Click on the tasks you want to have as part of the template. You will see them move to the right on the panel.
  4. Optional: Name your template.
  5. Optional: You can choose to make the template private. By default, it is made public to your entire team.
  6. Click Save template.

To use your newly created task template, simply follow these steps:

  1. Click on the New task button.
  2. From the task creation menu, select the From templates tab.
  3. Choose the template you need from the dropdown menu.

Adding due dates

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

  • On the taskboard

  • On Slack

  1. Select the taskboard where you want to edit a task.
  2. Click on the task box on 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. Select your desired date on the calendar.
  6. By ticking the little box in the upper-left corner you can also set a start date to your task.
  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 on the web app.

Assigning tasks to team members

Your entire team is already set up on your communication platform, 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 communication channel, immediately after you create it.

  • On the taskboard

  • On Slack

  • On Microsoft Teams

  1. Select the taskboard where you want to edit a task.
  2. Click on the task box on 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.
  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.
  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.
  1. Go to the channel where you want to assign a task.
  2. Type @workstreams tasks and press Enter.
  3. Use the dropdown menu to find the task you want to edit. In our case "Recruit Developers" and click Go.
  4. Workstreams.ai will bring the task to your view. Click Edit.
  5. From the assign to dropdown menu choose the team member best suited for this task.
  6. Click Save.

TIP-You can assign persons to a task during the task creation process. Just select the team member from the assign to dropdown menu.

Adding a new taskboard

When you are starting a new project, or you want to use a Kanban board for your product design process, you need to setup a new taskboard. We've made it super easy to add a new taskboard in seconds. Here's how to do it:

  • On the taskboard

  1. Go to the Workstreams.ai taskboard.
  2. Click the Add new taskboard button in the navigation menu.
  3. A modal appears.
  4. You can choose to create a brand new channel for this taskboard, or use an existing Slack or Microsoft Teams channel.
  5. Add a title, in case you've opted to create a brand new channel.
  6. Click Create .

TIP—When setting up a new taskboard, you can immediately invite your teammates to it.

Inviting team members to a taskboard

Working on a team is what Workstreams.ai is all about. We've made it incredibly easy to invite members of your team to either a newly-created taskboard or an existing one. Here's how to do it:

  • On the taskboard

  1. Go to the taskboard you want to invite people to. You can use the navigation menu on the left or simply press CTRL/CMD + K and type the name of the taskboard.
  2. Click the gear icon on the right-hand side of the taskboard.
  3. Select Invite others to this taskboard.
  4. A modal appears.
  5. Search for your teammates and add invite them to the taskboard.
  6. Press Invite to finish.

TIP—When setting up a new taskboard, we include this step right in the creation process. Neat right!?

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 taskboards 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 othe 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 taskboards. 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:

  • On the taskboard

  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 on 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:

  • On the taskboard

  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 on Slack and always be in the loop.

  • On the taskboard

  • On Slack

  1. Go to the taskboard where you want to follow a task.
  2. Use the triple-dot icon or right-click on the task you want to follow.
  3. Click the Follow task option from the menu. You will now be notified of any change to the task.
  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 triple-dot icon 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 on 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.

  • On the taskboard

  • On Slack

  1. Go to the taskboard where you want to edit a task.
  2. Click on the task box on 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 on the taskboard

  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.
  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 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 on the web app.

  • On the taskboard

  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 on the Workstreams Slack app, and one easy way on the web app:

  • On the taskboard

  • On Slack

  1. Select the taskboard 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 files from the drop-down menu.
  4. Drop your file into the box that says Drop your files 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.png.
  7. Click the teal 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.
  1. Go to the channel where you want to edit a task.
  2. Drop the Whiteboard_Qualifications.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
  1. Or alternatively: Go to the channel where your task is.
  2. Click Reply to thread or just drag'n'drop the file.
  3. Simply upload the Whiteboard_Qualifications.png file in the thread. Easy!

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.

  • On the taskboard

  • On Slack

  • On Microsoft Teams

  1. Select the taskboard where you want to edit a task.
  2. Click on the task box on 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.
  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.
  1. Go to the channel where you want to archive a task.
  2. Type @workstreams tasks and press Enter.
  3. Use the dropdown menu to find the task you want to edit. In our case "Recruit Developers" and click Go.
  4. Workstreams.ai will bring the task to your view.
  5. From the task message, choose the Archive option.
  6. The task will be archived.

TIP-You can use the Archive option by simply scrolling any task in the conversations into view.

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 a task is easy both on Slack and Microsoft Teams.

  • On Slack

  • On Microsoft Teams

  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!
  1. Go to the channel where you want to find a task.
  2. Type @workstreams tasks and press Enter.
  3. Use the dropdown menu to find the task you want to edit. In our case "Recruit Developers" and click Go.
  4. Workstreams.ai will bring the task to your view.

Open a specific task

Say goodbye to a frantic assortment of windows, seperating your task management and your communications. If you want to see all of your tasks from a specific channel on your taskboard, you can do so with the simple click of a button. Here's how:

  • On Slack

  • On Microsoft Teams

  1. Find the task in your Slack conversations that you want to open on the Workstreams.ai taskboard.
  2. Click the Show on taskboard button.
  1. Find the task in your Microsoft Teams conversations that you want to open on the Workstreams.ai taskboard.
  2. Click the Open taskboard button.

Keyboard shortcuts

For users that are comfortable using their keyboards to navigate the web, we have developed a set of shortcuts to ease you into the Workstreams.ai web app. They are a great way to make your usage faster and more convenient. If you are a Slack power user, we believe you'll find our keyboard shortcuts familiar.

Taskboard-wide shortcuts

  • N Open a new task dialog
  • F Access the filter bar
  • Navigate dropdown menus
  • ctrl / cmd + K Search for a channel taskboard
  • M Open My tasks
  • T Open Taskboards
  • G Open Goals
  • ? Show list of all keyboard shortcuts

Task shortcuts

  • ctrl / cmd + D Duplicate the selected task

Dialogs

  • enter Submit current form when a dialog is open
  • esc Close an open dialog

You can always access a cheat-sheet containing all the keyboard shortcuts near the bottom-left section of the Workstreams web app or by hitting the ? key.