Tasks | Task overview and status

Content

• Overview of all tasks
• Customizing the table view
• Editing and deleting tasks directly in the table
• Task processing status
• "Type" column (Beta)

Overview of all tasks

In the Tasks area in Cockpit, you can view and process all incoming requests. Each request is recorded as a task and contains all relevant information along with its current processing status. Use the arrow next to Tasks to collapse the entire filter bar and give the table more space.

The sidebar is organized into three collapsible sections:

• Assigned to me: Tasks where you yourself are set as the assignee.
  • Waiting for me: Tasks waiting for your reply or action.
  • Waiting for requester: Your tasks waiting for a reply from the requester.
  • Waiting for third party: Your tasks waiting for feedback from a third party.
• All tasks: All tasks you have permission to see, regardless of assignment.
  • Unassigned: All tasks that have not yet been assigned to anyone.
  • Waiting for assignee: Tasks assigned to an assignee but waiting for a reply.
  • Waiting for requester: Tasks waiting for a reply from the requester.
  • Waiting for third party: Tasks waiting for feedback from a third party.
  • Open tasks: All tasks that are not yet closed and are awaiting a reply or action.
  • All tasks: Overview of all tasks, regardless of status or assignee.
  • Unaddressable residents: Tasks created by people not yet registered in the system.
• Custom filters: Your personal saved filters. Use "New filter" (plus icon) to create a new one; saved filters appear below with their name and hit count.

Each entry shows the current hit count on the right.

Customizing the table view

The task overview is displayed as a clear table that you can customize to fit your workflows. The following columns are available:

• Status: the task's current processing status.
• Due date: the date by which the task should be processed. If no date is set, the column shows "No due date". Overdue dates are shown in red with a warning triangle.
• Requester: the person who reported the request.
• Assignee: the person or role currently responsible.
• Location: the property, building, or unit the task refers to.
• Phone number: the requester's phone number on file.
• Category: the assigned category.
• Subject: the task's title.
• Labels: labels assigned for further classification.
• Message: a preview of the message text.
• Last updated: the time of the last change.

Sorting tasks

Click a column header to sort the table by that column. By default, tasks are sorted by Last updated. Your most recent sort order is saved and will still be applied the next time you log in. It applies to all views in the Tasks area.

You can sort by Due date in both directions: ascending shows the earliest dates first, descending the latest. Tasks without a due date ("No due date") always appear at the end of the list.

Managing columns

Use the menu icon in a column header to open the column menu with the following options:

• Pin to left or Pin to right: fixes the column at the left or right edge of the table.
• Hide column: hides the selected column.
• Manage columns: opens the "Show/hide columns" window, letting you show or hide individual columns.
• Reset settings: restores the default column view.

You can also drag and drop columns to change their order. Your personal column view is saved and persists across future sessions.

Editing and deleting tasks directly in the table

You can make many adjustments without opening a task – directly in the row of the task overview:

1. Select the task: Check the checkbox at the start of the desired row. A message appears above the table: "Click on the selected row to edit.".
2. Open edit mode: Click the selected row. The row switches directly into edit mode without opening the detail view.
3. Adjust fields directly in the row: Edit the fields marked with an asterisk directly in the row:
   • Select or enter Status, Assignee, Category, and Subject.
   • Change location: Use the Change location button to update the assigned location.
   • Manage labels: Use Add label to assign labels or create new ones.
4. Save or discard: Confirm your changes with Save or discard them with Cancel.
5. Delete task: Use the trash icon above the table to delete the selected task.

If the subject is changed, an internal comment documenting the change is created automatically. Edit all other fields and features, including the Due date, as usual in the detail view.

Task processing status

A task's processing and update status is shown using color icons that you'll see in every task list. The following status indicators exist:

• Grey dot: the task is closed, no further action required.
• Hammer icon: the task is waiting to be handled by a third party. This icon is always grey, regardless of waiting time.
• Hourglass icon: the task is waiting for a reply from the requester. This icon is also always grey, regardless of waiting time.
• Green dot: the task is waiting for the assignee and was created, edited, or updated less than 2 hours ago.
• Yellow dot: the task is waiting for the assignee and was last updated at least 2 hours, but less than 24 hours, ago.
• Red dot: the task is waiting for the assignee, and the last update was at least 24 hours ago.

The green/yellow/red color coding applies only to tasks in "Waiting for assignee" status – the dot only changes color for this status; this time frame is also measured only on business days (Monday to Friday), excluding weekends.

Tasks shown in bold: A task is shown in bold in the task overview as long as it contains unread messages from the requester. This is the case for a newly received task, when the requester has written a new message, or when a closed task has been reopened. As soon as a team member opens the task, these messages are marked as read and the task is shown in regular font again. The read status applies to the task as a whole, not per team member: once anyone on your team opens the task, it is no longer shown in bold for everyone else either.

"Type" column (Beta)

Beta: Internal tasks are currently only enabled for selected property management companies.

If the feature is enabled for your property management, the table also shows the Type column. It indicates whether a task is a "Resident request" or an "Internal task". Internal tasks appear in the same sidebar views as all other tasks and use the same statuses. Learn how to filter by type in the article Searching and filtering tasks, and more about internal tasks in the article Internal tasks (Beta).