Tasks

Create and delegate tasks and keep track of them. Learn to view, manage and respond to tasks assigned to you,

Overview

The Tasks module helps you organize, assign, and track work across your institution. Every task belongs to a task project, and tasks are grouped based on whether they were assigned to you or created by you.

Task Categories

Category Use it to
Assigned To Me View and update tasks assigned to you by internal or external users.
Initiated By Me Track task tasks you created or delegated to others.

How Tasks Connects to Other Modules

Tasks works with other GSAS modules:

Note: Task projects named in the Registered_Received_Year format come from e-Approval and are covered in the Share as Task page.

Where to Go Next

Navigating Tasks

The Tasks dashboard gives you an overview of task projects, assigned work, deadlines, progress, and completion status.

Click Tasks in the main navigation menu.

Tasks option in the main navigation menu

Read the Dashboard

Use the filters at the top — Project, Task Sources, From Date, and To Date — to narrow the dashboard results, then click Apply.

Tasks dashboard filters

The summary cards show the main task figures at a glance.

Tasks dashboard summary cards

Card Shows
Total Projects Number of active task projects.
Total Tasks All tasks across those projects, including tasks assigned to you and tasks created by you.
Ongoing Tasks Tasks currently in progress.
Overdue Tasks Tasks past their due date.
Completion Rate Percentage of tasks marked complete.

The charts show task distribution by priority, deadline, and status.

Tasks dashboard charts

Chart Shows
Priority Breakdown How tasks are distributed across High, Medium, Low, and No Priority.
Tasks by Deadline How many tasks are due, overdue, or have no deadline set.
Task Status Breakdown How tasks are split across Backlog, Doing, Review, and Completed.

Task Categories

Tasks are grouped by origin. Tasks assigned to you appear under Assigned To Me, while task projects and tasks you created appear under Initiated By Me.

Assigned To Me

Use Assigned To Me to view tasks you are responsible for.

Use Search, Filter, and Sort to narrow the list, or click Export Excel to download it as a spreadsheet.

Assigned To Me search filter sort and export options

Assigned tasks can be viewed in three formats.

Assigned To Me view options

View Use it to
Table View a detailed task list with sortable columns.
Board Track task progress across Backlog, Doing, Review, and Completed. You can drag a task between columns to update its status.
Calendar View tasks by scheduled dates, deadlines, and durations.

Assigned To Me table view

Assigned To Me board view

Assigned To Me calendar view

Related: For details on opening a task and updating its progress, see Responding to a Task.

Initiated By Me

Use Initiated By Me to view task projects and tasks you created or delegated to others. Each project card shows its progress, the number of open tasks, and any relevant source tag such as CREATED IN PMS.

Initiated By Me project cards

Note: Task projects named in the Registered_Received_Year format come from e-Approval and are covered in the Share as Task page.

Use Create New Project, Create New Task, or Bulk Task Upload to add new work. Use Search to find a specific task project or task.

Create project create task bulk upload and search options

Click a task project title to open it. Click the … icon on a project card to access more options, including Add Task, Edit, Share, and Delete.

Initiated By Me project card options menu

Related: For details on creating a task project, creating a task, assigning a task, or uploading tasks in bulk, see Creating and Assigning Tasks.

Creating and Assigning Tasks

Use Initiated By Me to create task projects, add tasks, assign users, and organize work with due dates, priorities, labels, and subtasks.

Before you begin: A task must belong to a task project. If the project does not already exist, create the project first.

Create a Task Project

  1. Go to Tasks.
  2. Click Initiated By Me.

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  3. Click Create New Project.

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  4. Enter the project Name and an optional Description.
  5. Click Create project.

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Create a Task

  1. Click the project title to open its workspace.

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  2. Click Create New Task.

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3. Name and Status — enter the task name, and set its Status (such as Backlog, Doing, Review, or Done) to reflect where it stands in the workflow.

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4. Project and Due date — the Project field auto-fills based on where you created the task; change it if needed. Click the Due date field to select a deadline from the calendar.

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Only fields with the red asterisk beside their name are mandatory. This means all fields after project are optional.

Parent Task is available in the same form, but only needs to be set when the task you're creating is a subtask of an existing one. Leave this field blank otherwise.

5. Assignees — click the Assignees field to open the Add Assignees window.

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Review the selected users, then click Confirm.

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6. Priority sets how urgent the task is: High, Medium, or Low. It feeds into the Priority Breakdown chart on the dashboard.

7. Labels help you group related tasks and find them later through filtering. Select an existing label or click Create new label to add one.

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8. Description — enter an optional description explaining what needs to be done.

Once finished, click Create Task (9).

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Open, Edit, or Delete a Task

Importing Tasks in Bulk

Use Bulk Task Upload to create multiple tasks at once from an Excel file. This is useful when you already have a list of existing tasks and want to add them to GSAS without entering each one manually.

1. Open Bulk Task Upload

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2. Import Excel File

4. Review the imported tasks

After the import is complete, GSAS creates a project using the Excel filename and lists the imported tasks inside it. Open the project to view the tasks.

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5. Manage imported tasks

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How Task Fields Affect Dashboard Stats

Field or Action Where it appears
Project Contributes to Total Projects and groups related tasks together.
Task Contributes to Total Tasks.
Status Affects Ongoing Tasks, Completion Rate, and the Task Status Breakdown chart.
Due Date Affects Overdue Tasks and the Tasks by Deadline chart.
Priority Affects the Priority Breakdown chart.
Tip: To keep dashboard statistics useful, set the task status, due date and priority when creating the task.

Responding to and Tracking Tasks

Learn to review a task, update its progress, add supporting files, communicate through comments, and track its history. Anyone with access to a task — whether they were assigned to it or created it — can open it and use the actions on this page, unless noted otherwise below.

Task Actions at a Glance

Action Use it to
Update Progress Record progress percentage, status, updates, next steps, blockers, and escalation needs.
View Progress Update History Review previous progress updates and attached evidence. Editing an entry is limited to the assignee who logged it.
View Activity See a running log of everything that has happened on the task.
Comments Discuss the task and keep follow-up communication in one place.
Add subtask Break a larger task into smaller related tasks.
Attach files Add supporting documents from your computer or E-Folder.
Mark as Complete Close the task when the work is finished.

Open a Task

Where you find the task depends on whether it was assigned to you or created by you.

If the task was assigned to you

  1. Go to Tasks → Assigned To Me.
  2. Choose Internal (assigned by someone within your institution) or External (assigned by someone outside it).
  3. Find the task in the list.
  4. Click the task name to open it, or click the … icon and select Open.

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If you created and delegated the task

  1. Go to Tasks → Initiated By Me.
  2. Open the project the task belongs to.
  3. Find the task in the project's task list.
  4. Click the task name to open it, or click the … icon and select Open.

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The task details page shows the task description, due date, status, priority, labels, assigned users, progress, subtasks, attachments, activity, and comments.

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To update task progress

  1. Click Update Progress.

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  2. Enter the current Progress (%).

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  3. Select the current Status, such as Backlog, Doing, Review, or Completed.

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  4. Upload supporting files, if needed. This step is optional. 

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  5. Enter the Latest Update.

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  6. Add Next Steps, Blockers, or Escalation Needed where relevant.

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  7. Click Update Progress.

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Tip: Progress percentage, status, due date, and priority affect the dashboard cards and charts. Keep them updated so dashboard statistics remain accurate.

Use Subtasks for Smaller Work Items

Subtasks help break a larger task into smaller pieces. They appear inside the parent task and can be opened like regular tasks.

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Attach Supporting Files

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Add a Comment

Use the comments panel to ask questions, share quick updates, or follow up with other users on the task.

Type your message in the comment box and click on the send icon.

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The comment can be deleted by clicking on the trash icon visible in the upper right side of the comment.

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View Progress Update History

This is most often checked by whoever assigned the task, as a way to follow how work is progressing over time, though anyone with access to the task can view it.

  1. Open the task.
  2. Click View Progress Update History.

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  3. Review the update percentage, update date, the user who made the update, attachments related to the update, latest update notes and everything else added by the user.

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Editing Progress Update History

Only the assignee who logged a progress update can edit it. image.png

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View Activity

The Activity log is a running record of everything that has happened on the task; creation, assignment changes, progress updates, and more separate from the detailed progress percentage history above. Like progress history, it's most often reviewed by whoever assigned the task, though it's visible to anyone with access.

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Mark the Task as Complete

When the work is finished, click Mark as Complete. This updates the task status, sets the progress percentage to 100% and contributes to the task completion rate chart shown on the dashboard.

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Sharing Tasks

Use Share to give another user access to a task project. The user the task has been shared with can access it from Shared with Me within the Tasks module.

Before you begin: You must have permission to manage or share the task project.

Open the Share Window

  1. Go to Tasks.
  2. Click Initiated By Me.
  3. Find the project you want to share.
  4. Open the project options menu and select Share.

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Search for the User

  1. Search users to share with by user name.

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  2. Select the matching user from the search result.

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Choose Permission

Use the Permission dropdown to choose what the shared user can do in the project.

Share the Project

  1. Confirm that the correct user is selected.
  2. Confirm the selected permission.
  3. Click Share.

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Confirm the Success Message

After sharing, the system displays a success message confirming that the project has been shared.

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Expected Result

The selected user receives access to the shared task project in their Shared With Me folder. Their level of access depends on the permission selected during sharing.

Notes