# 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

<table id="bkmrk-action-use-it-to-upd" style="width: 100%; border-collapse: collapse; margin-bottom: 24px;"><thead><tr><th style="font-size: 13px; color: #185fa5; text-align: left; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Action</th><th style="font-size: 13px; color: #185fa5; text-align: left; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Use it to</th></tr></thead><tbody><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**Update Progress**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Record progress percentage, status, updates, next steps, blockers, and escalation needs.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**View Progress Update History**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Review previous progress updates and attached evidence. Editing an entry is limited to the assignee who logged it.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**View Activity**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">See a running log of everything that has happened on the task.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**Comments**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Discuss the task and keep follow-up communication in one place.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**Add subtask**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Break a larger task into smaller related tasks.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">**Attach files**</td><td style="font-size: 13px; color: #555; padding: 8px 14px; border-bottom: 1px solid #e8e8e8;">Add supporting documents from your computer or E-Folder.</td></tr><tr><td style="font-size: 13px; color: #555; padding: 8px 14px;">**Mark as Complete**</td><td style="font-size: 13px; color: #555; padding: 8px 14px;">Close the task when the work is finished.</td></tr></tbody></table>

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### 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**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/4JRimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/4JRimage.png)

#### 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**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/OYMimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/OYMimage.png)

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

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/gLUimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/gLUimage.png)

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### To update task progress

1. Click **Update Progress**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/zcgimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/zcgimage.png)
2. Enter the current **Progress (%)**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/6xUimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/6xUimage.png)
3. Select the current **Status**, such as **Backlog**, **Doing**, **Review**, or **Completed**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/cu0image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/cu0image.png)
4. Upload supporting files, if needed. This step is optional. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/SBximage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/SBximage.png)
5. Enter the **Latest Update**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/i4qimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/i4qimage.png)
6. Add **Next Steps**, **Blockers**, or **Escalation Needed** where relevant. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/3syimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/3syimage.png)
7. Click **Update Progress**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/Kwbimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/Kwbimage.png)

<table id="bkmrk-%E2%9A%A0%EF%B8%8F-important%3A-if-a-f" style="width: 87.5%; background-color: rgb(255, 248, 230); border-left: 3px solid rgb(230, 168, 23); border-radius: 4px; border-collapse: collapse; margin-bottom: 24px; height: 86px;"><tbody><tr><td style="padding: 10px 14px; font-size: 12px; color: rgb(85, 85, 85); line-height: 1.65; width: 100%;">**Tip:** Progress percentage, status, due date, and priority affect the dashboard cards and charts. Keep them updated so dashboard statistics remain accurate.</td></tr></tbody></table>

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### 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.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/Qwvimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/Qwvimage.png)

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/N2iimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/N2iimage.png)

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/zM0image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/zM0image.png)

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### Attach Supporting Files

Files related to the task can be attached from your computer or selected from **E-Folder**. Attached files appear in the **Attachments** section of the task.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/yW8image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/yW8image.png)

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[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/H4Wimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/H4Wimage.png)

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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.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/YINimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/YINimage.png)

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

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/xGlimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/xGlimage.png)

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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**. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/BJmimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/BJmimage.png)
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.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/qtSimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/qtSimage.png)

### Editing Progress Update History

Only the assignee who logged a progress update can edit it. [![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/Iy3image.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/Iy3image.png)

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/XGRimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/XGRimage.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.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/fusimage.png)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/fusimage.png)

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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.

[![image.png](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/scaled-1680-/jUaimage.png)![](https://assets.guidejar.com/uploads/fd139b58-0ce2-43d5-8255-8b56ef27195d/79ER9rgO4VUeZLEBmES9p6CuRKf2/e8116612-8f84-4fae-aca2-31768082827c/1785770562027.jpeg)](https://docs.smartadmin.rw/uploads/images/gallery/2026-08/jUaimage.png)