Getting Started Guide

Task List

A task list  (to-do list) is a list of tasks to be completed, such as steps toward completing a project. A group of tasks comprises a task list in Zoho Projects.

Add a task list

  1. Click Projects, select the required project and then click Tasks & Milestones.
    tasksmilestones-view
  2. Click the New Task drop-down at the top right corner, and then choose the New Task List option.
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  3. In Add Task List, you can create a new task list or choose from existing task list templates, and then click Add to add a new task list.

In Related Milestone choose a milestone from the Internal option, if you want to display the task list only to your portal users. However, if you want to collaborate and display the task list with client users, you must associate a milestone from the External option.

add-tasklist

Create a task list from existing task templates

If you wish to create a task list from an existing template, you can do so. In Add Task List, click Choose from Templates, and then click Add to add a new task list. You can associate a new milestone, as well as modify the Shift Date, if required.

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Edit / delete a task list

In Tasks & Milestones, hover the mouse over the task list name, click the Action Menu and then choose Edit Task List.

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You can modify the task list name or change the associated milestone.

Edit Taskslist

Likewise, you can also delete a task list. The task list will be deleted with all its associated tasks.

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Move a task list

Hover the mouse over the task list name, click the Action Menu and then choose Move Task List to move a task list from one project to another.

Move-tasklist-options

When you move a task list, the dependency between the tasks and other task lists is lost.

Move Taskslist

Reorder task list

You would've added a set of task lists and later you might want to prioritize and rearrange the task lists based on your project needs. Click Other actions at the top right corner and then choose Reorder Task List.

Reorder Taskslist

You just need to drag and drop the task lists to reorder and then click Save task list order to save.

Closed task list

Click Other actions at the top right corner and then choose Closed Task Lists to close a task list.

Closed-tasklist-options

You can view the list of all the closed tasks and it's task list for the project.

Flag your task list as external

If your task list is not associated to any milestone or if you do not have any milestones, you can directly change the task list flag as external to collaborate with clients. 

In the Classic view of Tasks, hover the mouse over the required task list name, click the Action Menu and then choose Edit Task List. In  Task List Flag, choose External to make the task list external. The External option is distinctly displayed next to the task list name, signifying that there are no associated milestone.

external-tasklist

Make a task list template

You can save a task list with it's associated tasks and reuse it later. Hover the mouse over the task list name, click the Action Menu and then choose Make As Template to save the task template.

Make Task list template

Complete a task list

You can complete a task list and move it to closed task list, so that you can track your deliverable. Hover the mouse over the task list name, click the Action Menu and then choose Mark As Complete to close the task list along with it's associated tasks.

tasklist-complete

However, if there are open task(s) in the task list that you wish to complete, a warning message about the open task(s) is displayed.

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Task list chart view

You can view a pie chart for a report on the task list. Hover the mouse over the task list name, click the Action Menu and then choose Chart View to view the task list chart.

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