Complete Tasks

When working on projects, tasks move through various stages with the ultimate goal of being completed. There are a few different ways to complete tasks in the TaskRay app, and this article will provide the details on a few different approaches.

Additional Technical Details

As tasks are being worked on, they move through stages, which are defined using the List field on the TaskRay Task object. Out of the box, the List field includes four values: Holding, Prioritized, Started, and Finished. When the task reaches the Finished list, that also updates the Completed checkbox on the task to indicate completion of work. For more information, see Task Status Lists article.

When the Completed checkbox is selected on a task, it is removed from all the open work views and filters. This allows users to focus on in-flight work, as well as keeps metrics and reporting accurate.

With that said, it is also possible to customize List values and designate additional values to designate completion of work. More specifically, TaskRay allows designating multiple List values to be in sync with the Completed checkbox on the task as a means to move such tasks out of open to-do lists. For example, one common customization is to incorporate an N/A List value that is set to update the Completed checkbox on the task. For more information on customizing this functionality, see  Modify Status Lists and Colors.

Complete Tasks In My Work

One of the ways to complete tasks is in My Work, which is a personalized view where any user can see their assigned tasks. The steps in this section will apply to the My Work View in the TaskRay app, as well as to the My Work TaskRay Lightning Component.

1. Navigate to My Work view or My Work Lightning Component.
2. Locate the task that needs to be completed and hover over the status box within the task card.
3. From here, there are two options:
   • Option 1: Click on the two arrows icon to update the task status list (e.g. Finished).
   • Option 2: Click on the checkmark icon to complete the task.

Complete Tasks In All Work Views

Within the All Work tab in TaskRay, there are a few different options to complete tasks. There are options to complete tasks one by one, as well as in bulk.

Complete Tasks In Kanban View

One of the most commonly used views is Kanban View, which allows moving the tasks across stages using drag-and-drop. Here, it is possible to update individual tasks to completion, as well as complete them in bulk.

1. In TaskRay, navigate to Kanban View.
2. In the left sidebar, use filters to navigate to a project containing the task that needs to be completed. Select the project in the left sidebar.
3. To complete an individual task:
   • Locate the task that needs to be completed and select its task card on the board.
   • Drag and drop the task across the different columns to change its status.
   • Drop the task into the column set to complete tasks (e.g. Finished).
4. To complete tasks in bulk:
   • Multi-select tasks that need to be completed.
     • If the tasks are grouped together, click on the first task card, hold Shift, and click on the last task in the selection group.
     • If the tasks are spread across different columns/not grouped together, click on the first task card, hold Command/Control key, and click on all other tasks in the selection group.
   • Drag and drop the selected tasks into the column set to complete tasks (e.g. Finished).

Complete Tasks In Spreadsheet View

Another commonly used view to complete tasks is Spreadsheet View. Here, it is also possible to complete tasks individually or in bulk.

1. In TaskRay, navigate to Spreadsheet View.
2. In the left sidebar, use filters to navigate to a project containing the task that needs to be completed. Select the project in the left sidebar.
3. If not already on the board, add the List column:
   • Click on the Settings Cog in the top right corner of the view (under the TaskRay toolbar).
   • Click on Select Fields to Display.
   • In the Configure Columns modal, move the List field into Selected Fields.
   • Close modal.
4. To complete an individual task:
   • Locate the task that needs to be completed and click on the Down Arrow in its List cell.
   • Select the List value set to complete tasks (e.g. Finished).
5. To complete tasks in bulk:
   • Multi-select the List cell on tasks that need to be completed.
     • If the tasks are grouped together, click on the List cell for the first task, hold Shift, and click on the List cell for the last task in the selection group.
     • If the tasks are spread across different rows/not grouped together, click on the List cell for the first task, hold Command/Control key, and click on List cells for all other tasks in the selection group.
   • Click on the Down Arrow on the List cell for any of the selected tasks.
   • Select the List value set to complete tasks (e.g. Finished).
   • In the confirmation modal, click on Update records.

Complete Tasks Through Task Details

Finally, it is also possible to complete tasks directly through the Task Details or on the record page. This can be done in any of the TaskRay All Work views.

1. Locate the task that needs to be completed and click on it to open its Task Details.
2. Click Edit.
3. On the layout, click into the List field.
4. Select the List value set to complete tasks (e.g Finished).
5. Click Save.

Reopen a Previously Completed Task

If you ever need to reopen a task that was previously marked as complete, you can follow the same steps as outlined above in the article. To reopen a previously completed task, all that needs to be done is update the task's List value to one of the "open" values, such as Prioritized or Started.