DocumentationGuides

Tasks

A Time Flow Task is the core work unit. This page covers how to create, view, edit, and manage Tasks.

Creating a Task

Click + Task in the toolbar to open the create dialog. The dialog title is Create Time Flow Task.

Required Fields

  • Title — a short name for the Task.

  • Category — select a project category (labelled Select Task in the dropdown). Each option shows the category name and how many active tasks it currently has.

Optional Fields

  • Description — a rich-text editor. You can drag and drop images (JPEG, PNG, WebP) and PDF files directly into it.

  • Assigned user — assign the Task to a project member, or leave it as Unassigned.

  • Epic — associate the Task with an Epic. Only appears when Epics are enabled and at least one Epic exists. See the Epics page for details.

  • Est. Hours — the estimated effort in hours (0 to 9999).

  • Priority — Low, Medium, High, or Critical.

  • Tags — free-text labels that can be used for filtering and grouping.

Click Save to create the Task. It appears immediately in the current view.

The Task Dialog

Click any Task (on the Flow Board, Timeline, Ledger, or Epics view) to open its dialog. The dialog has two areas: a main content panel on the left and a sidebar on the right.

Dialog Title Bar

The title bar shows the Task reference and title (e.g. TF-12: Design header layout). If the Task belongs to an Epic, the Epic reference appears as a coloured prefix. Below the title is the category name. A link icon lets you copy the Task's direct URL to the clipboard.

When a Task is blocked, the dialog border turns red.

Main Content (View Mode)

In view mode, the main area displays:

  • Description — the rich-text description. Long descriptions are collapsed with a Show all / Show less toggle.

  • Related — a collapsible panel listing referenced Tasks, the parent dependency, child dependents, and any external reference. Click an entry to open that Task's dialog.

  • Attachments — a collapsible grid of image and PDF thumbnails. Click an image to view it full-size, or click a PDF to open it in a new tab.

  • Comments — a threaded comment section. Click Add Comment to write a new comment. You can edit or delete your own comments.

Blocking

In the comments section, click Mark Blocked to flag the Task as blocked. You are prompted to enter a comment explaining why. Once blocked, the Task's card and bar gain a red border across all views. Click Unblock to clear the blocked state.

The sidebar shows quick-access fields and information:

  • Assigned user — change the assigned user from a dropdown.

  • Stage — select a sub-stage (when stages are configured for the current state). Disabled for completed or archived Tasks.

  • Priority — the current priority chip.

  • Tags — the current tags.

  • Start / End dates — the scheduled date range.

  • Estimated hours — the scoped effort.

  • Dependency — the parent Task in a dependency chain. See the Dependencies and Chains page for details.

  • Work Log — a collapsible breakdown of time entries grouped by date, showing the user, description, tags, and duration for each entry. A total is shown at the top.

  • Time Entries — a summary table showing total hours and entry count per date, with a grand total.

Editing a Task

Click Edit in the dialog footer to switch to edit mode. In edit mode, you can change the title, description, category, estimated hours, priority, tags, Epic, and an external reference. The category selector is disabled if the Task already has time entries logged against it.

External Reference

The external reference section is collapsible and hidden by default. Expand it to enter a source (e.g. Jira), a reference ID, a name, and a URL. When set, the reference appears as a badge on the Task in the Ledger and in the Related panel of the dialog.

Task Lifecycle

A Task moves through the following states:

  1. Backlog — created but not yet planned. Optional; requires the Backlog org setting.

  2. To-Do — planned and ready to start. This is the default state when a Task is created (or when moved from Backlog).

  3. Doing — work is in progress. A Task transitions here automatically when a time entry is logged against it.

  4. Done — completed. Click Mark as Done in the dialog footer. Only available for Tasks in the Doing state.

  5. Archived — removed from active views. Click Archive in the dialog footer. Only available for Tasks that have time entries.

Important: it is critical to understand that, unlike kanbans you might be used to in other applications, you do not drag items between the four main stages: Backlog/To-Do/Doing/Done. When the first time entry is entered against a To-Do item, it transitions automatically to doing. When a Task is marked complete (either in Time Entry or via the Task Dialog) it transitions to done.

Deleting a Task

You can delete a Task only when it is in Backlog or To-Do state and has no scheduled dates. The Delete button appears in the dialog footer when these conditions are met. A confirmation dialog asks you to confirm before the Task is permanently removed.

Locking a Task

You can manually lock a Task to prevent it from being moved or resized on the Timeline. A locked Task shows a lock on its bar. Unlock it to restore full movement.

State Transitions

From the dialog, you can move a Backlog Task to To-Do, or move a To-Do Task to Backlog. These transitions are available as actions in the dialog. The transition from To-Do to Doing is automatic — it happens when a time entry is logged.

Each action (archive, delete, mark as done) opens a confirmation dialog before proceeding.

Inspect Mode

Archived Tasks open in inspect (read-only) mode. You can view the description, comments, work log, and attachments, but you cannot edit or perform any actions.

Keeping Tasks small and focused makes it easier to track progress. The Work, Overhead and Flow guide discusses how to structure Tasks so that each one contributes to a clear, measurable outcome.