In Task management, you add tasks to each project and set a status, priority, assignee and due date. When a member of your organization changes something, everyone who has the page open sees it right away.
Before you begin
- An organization owner or admin needs to add the Task management service. In the icon column on the left, open More, choose Add a service, and select Add on Task management. Once it’s added, Tasks appears in the icon column on the left.
- Task management uses your organization’s dedicated storage (a separate database for each organization). Adding Task management sets it up automatically, and it’s ready in about a minute (until then you’ll see Setting up dedicated storage, and the page switches over on its own). If you see Couldn’t set up dedicated storage, an owner or admin selects Try again. Each person can have it set up automatically for up to 3 organizations. If you need more, or it still doesn’t work after trying again, contact support.
- Members and above can create and change projects and tasks. Viewers can only look. Only owners and admins can delete a project.
The first time you open Task management, muku walks you through the screen. To see it again, select the muku icon (Show me around) next to Add task under My tasks. You can also ask muku to “show me around Task management.”
1. Create a project
- In the left navigation, select + next to Projects.
- Enter a name and pick a color.
- Select Create.
Tasks are called by the project key and a running number, like “WEB-12”. The key is made from the name automatically. To change the key, the description, or the sections (groups such as “Design” and “Build”), open the project’s … menu and choose Edit project.
To remove a finished project from the list, open its … menu and choose Archive. You can still view the tasks of an archived project, but you can’t add new ones.
2. Add a task
- Select Add task.
- Enter a title. You can also write a description.
- Select the status, priority, assignee and due date chips you need.
- Press Enter in the title field to add the task (⌘ / Ctrl + Enter in the description field).
Turn on Create more to keep the form open after adding, so you can enter the next title. You can also type just a title and press Enter under a group in the list view, or in the bottom row of the table.
| Property | Choices |
|---|---|
| Status | Backlog, To do, In progress, In review, On hold, Done, Canceled |
| Priority | Urgent, High, Medium, Low, None |
| Assignees | Members and teams (as many as you like) |
| Dates | Start date and due date |
Select a task to open its details on the right. You can change the title, description and chips right there, and add subtasks (one level) and comments.
3. Switch views
Switch views at the top right of the screen. mukumo remembers the view you picked last, for each project.
| View | What it shows |
|---|---|
| List | Tasks grouped by section or status |
| Board | Columns by status, section or priority. Move a card to another column to change its value |
| Table | Titles on the left and properties to the right. Select a heading to sort by that property, and change a cell’s value in place |
| Timeline | Bars from the start date to the due date. Move a bar to change the dates |
| Calendar | Tasks on a monthly calendar. Move one to change its dates |
Use Filter by assignee on the project screen to narrow tasks down to you (including your teams), a team, or a member.
4. Choose which properties to show, and add your own
Use Properties at the top right of the list, board and table views to choose which properties that view shows, and in what order.
- Select Properties.
- Use the eye button to show or hide a property.
- Use the up and down arrows to change the order. Select Reset to default to go back to the original layout.
The properties and order you choose are saved with the project, and everyone who opens the project sees the same thing. Members and above can change them.
You can add your own properties, such as budget, phase or URL.
- In Properties, select Add or edit properties.
- Enter a property name and choose a type. The types are Text, Number, Select, Multi-select, Date, Checkbox and URL.
- For Select and Multi-select, add the options (you can pick their colors).
- Select Add property.
Enter a property’s values in the task details or in a table cell. If you delete an option, that value is removed from the tasks that use it. If you delete a property, its values are removed from all tasks, and you can’t undo this. You can add up to 30 properties to one project.
5. Attach images and documents
Attach files under Attachments in the task details.
- Select Add file and choose a file.
- Drag a file onto the Attachments area.
- With the details open, paste an image (⌘ / Ctrl + V) to attach it.
You can attach images (PNG, JPEG, WebP, GIF, HEIC), PDF, Word, Excel and PowerPoint, Pages, Numbers and Keynote, text, CSV, Markdown and JSON, ZIP, video (MP4, MOV), and audio (MP3, M4A). Each file can be up to 25 MB, and one task can have up to 30 files.
PNG, JPEG, WebP and GIF images show as small thumbnails, and selecting one opens it at full size. Other files download when you select them. Only the person who attached a file, and owners and admins, can remove it. A removed file can’t be restored. If you delete a task or project, its attached files are deleted too.
6. My tasks and notifications
My tasks in the left navigation lists the tasks assigned to you and to your teams, across all projects. In the list, tasks are grouped as Overdue, Today, Next 7 days, Later and No due date.
mukumo sends you an email when you’re added as an assignee, and in the morning (around 9:00 Japan time) the day before a task’s due date. It doesn’t notify you when you add yourself as an assignee.