Getting Started Guide

Task Operations

Zoho Projects allows you to do various operations with a tasks. You can copy, move, reorder, and close tasks. In addition, you can also start recording your log hours with the stopwatch and also save the task as a template in templates gallery for future use. Furthermore, you can export tasks in the desired formats (xls/csv). Learn More about the basics of task in Zoho Projects.

Click to learn more about access privileges for Tasks.

 Copy tasks

Hover over the task list name, click  and then choose Copy Task to copy the task(s).

You can also copy tasks from the task details page. Click on a task and then click in the top right. Select Copy Task. Enter the number of instances and then click Copy.

Note: If you enter the number of times as 3 your tasks will be copied three times.

 Enable update option for tasks

If you want to edit the details of your task, you can edit and update it in a single click. Here is the Update option that can be handy. Just, select the checkbox next to the task and enable the Update option. You can update tasks one by one or in bulk. You can close, prioritize, assign or unassign the task owner or move tasks to another tasklist.

 Edit tasks inline

Inline editing allows you to edit a task directly in the page you view, instead of editing in a separate page. You can edit the text in the same page where it is displayed. If you have created a task without specifying some fields like Start Date, Duration and so on, you can later make changes directly in the task row without opening the task. To add a start date for a task, you just need to click the down arrow and select the date. 

 Reopen a completed task

Sometimes you might need to enhance an already finished task or rework on a completed task. In such instances, you can reopen the closed or completed tasks.

  1. Select  in the upper-right corner and choose Closed in Status.
  2. Click Find to filter the closed tasks.
  3. Select Reopen the task in the upper-right corner to reopen the closed task.

 Reorder tasks

You can drag and drop the tasks to change their order. The new order is saved automatically. 

 Customize task columns

You can customize task columns by choosing columns based on your project preference. Click  in the left corner and select the columns that you prefer. You have a Default and Compact view in Customize Column to change the view.

 Task timer

You can set timers for your tasks to accurately calculate the time taken to complete a task. You can set timers only for your tasks or tasks assigned to you.


  • Log entries are automatically tracked in timesheet as billable hours. Learn More.

 Set task work hours

By default, if you do not set the work hours manually, then the Task Work Hours = (Task Duration * Number of Resources) assigned for the task.

  1. Click New Task in the upper-right corner to add a new task.
  2. Click Set Work and enter the work hours in total or work hours per day or work percentage per day.
  3. Enter the other task details and click Add.

You can use the Set Work option in tasks to set working hours for the task. This can be done in the following 3 ways:

  • Work hours per day - You can set work hours per day for the task owner. The hours per day is the number of hours, work must be done on each day of the task span. If the work per day is 4 hours for a span of 5 days, then the task takes 20 hours.
  • Work % per day -You can set the work percentage for the task owner for each day. If the business hours per day is 8 hrs, and the resource is allocated only 50%, then the work per day is 4 hours.
  • Work hours - You can set the total work hours for the task owner. And the work per day is automatically calculated based on the task duration. If the task owner is allotted a total of 20 hrs, and the duration of the task is 5 days, then the work per day is automatically set as 4 hours per day.

You can edit the set work hours option in tasks if required. In the Task details page (Click open a task to view its Task details page) of the selected task, edit the Work option available in the bottom right and select Set task duration as work in Update Work, to revert the work hours, to task duration. Also in the Classic view, you can edit the WORK column inline and select Set task duration as work in Update Work.

In the Classic view of tasks, you can view the planned work hours and actual hours taken to complete the task. The Work and Time Log columns indicate if you have logged less or more hours than the planned work hours. A green arrow in the Time Log column indicates that you have logged less than the planned hours displayed in the Work column. And a red arrow indicates that you have exceeded the planned hours.

Log hours for tasks

Log hours for your tasks from the list view.

  1. Navigate to a list view.
  2. Scroll to the Timelog column against the task.
  3. Hover over the task row and click +.
  4. Enter the details and click Add Log Hours.

Export tasks

There are two ways to export tasks

Export tasks without filter and custom views

  1. Select a project in Projects and choose the Task module.
  2. Click  in the upper-right corner and select Export Task.
  3. You can select a task view based on which the tasks will be exported.
    • For example, if you select Unscheduled Tasks in predefined views, then all the tasks which aren't scheduled with dates will be exported. You can also export tasks based on a custom view.
  4. Select the file format.
  5. You can choose the columns to export.
    • The Selected pane lists the columns that you have selected in Customize task columns. The columns listed in this pane will be exported.
    • The Available pane lists the columns that you haven’t selected in the Customize task columns. You can click to move a column from Available pane to Selected pane or you can drag and drop the columns between the panes.
  6. Click Export.


  • You can save the exported tasks to your personal desktop or share it with your project team. Also, you can click Show export history to view the task export details.
  • You can also export tasks across all projects. Navigate to Home > My Tasks > View More >  and select Export Task

 Export tasks with filter and custom views

  1. Select a project in Projects and choose the Task module.
  2. Select  in the top right corner.
  3. Choose the filter values and click Find.
  4. Click Save Results To in the upper right corner and select a file format.
  5. The filter values selected above are applied and you just have to choose the columns to export.
  6. Click Export.

 Recurring tasks

You can create a task and recreate it anytime using the Recurring functionality in Zoho Projects. When the same set of tasks gets repeated after a couple of days, months and year, you can set it as a recurring task so that it automatically gets recreated after a designated period of time. You can set recurring details for a task while creating or editing a task.

  1. Click open the required task.
  2. Click    beside the Recurrence field to set the recurring frequency and occurrences. 
  3. You can set the Frequency by defining them periodically. For example,
    • If you select daily and set the frequency as 3 days, the task will recur once in 3 days.
    • If you select weekly, you will have to select specific days in a week and enter the recurrence frequency
    • If you select monthly and set the frequency as 2 weeks, the task will recur once in 2 weeks.
    • If you select yearly and set the frequency as 3 years, the task will recur once every 3 years.
    • If the start date of the recurring task occurs on a holiday or a weekend, the previous working day is set as the start date.
  4. In End After, set the number of times a task can recur. The task will stop occurring after the defined number of instances.
  5. You can also set unlimited occurrences. Select the Never option in End After field.
  6. If you want to retain the task comments in the next recurrences, select Retain comments for subsequent recurrences checkbox.
  7. Click Save.

Planned cost for a recurring task will be multiplied by the number of occurrences. This cost will be added to the task list, milestone and project planned cost.

 Task reminders

Working on multiple tasks can be tedious and you can lose track of your work. Task reminders can help you stay on top of your work by sending timely emails. With task reminders in Zoho Projects, you don't miss a single task.

  1. Click the Tasks module and select Add Task to create a new task. 
  2. Click Reminder.
  3. In case of Specific date, select the date and add users to notify them about the task.
  4. Click Set reminder.
  5. If the reminder is based on the due date, select the Reminder type, enter Time and users to notify.
  6. Click Set reminder.


In Remind on, if you select:

  • Daily: The reminder mail will be sent to task owners daily till the due date.
  • On due date:A reminder mail will be sent to the specified users on or before the due date.
  • Day(s) before due date:A reminder mail will be sent before the due date based on the day(s) specified.

Here is a quick run-down on how to set reminder from task details page

  1. Click the Tasks module and select any task.
  2. In the task details page, click Reminder
  3. In case of Specific date, select the date and add users to notify them about the task.
  4. Click Set reminder.
  5. If the reminder is based on the due date, select the Reminder type, enter Time and users to notify.
  6. Click Set reminder.

The reminder for the task is successfully updated. An email is also automatically triggered for the set time period. However, you cannot set reminders for elapsed dates in Zoho Projects.

Share this post : FacebookTwitter

Still can't find what you're looking for?

Write to us: