Tasks¶

Tasks help you track action items, deliverables, and work packages across your KANAP entities. They are used for renewal reminders, follow-ups, compliance checks, project deliverables, and any other work that needs tracking.

Getting started¶

Navigate to My Workspace → Tasks to see all tasks across your organization. Click New to create a task.

Creating a new task¶

When you click New, the full task workspace opens. To create a task:

Enter the title (required):
Type the task title in the text field at the top
Choose task type (optional):
Standalone task: Leave "Related To" empty to create an independent task not linked to any entity
Linked task: Select a type (Project, OPEX, Contract, or CAPEX) and then the specific item
Fill in optional details:
Task Type: Select a category for the work (e.g., Task, Bug, Problem, Incident). Defaults to "Task" if available
Description: Add detailed information using the rich text editor (supports formatting, lists, links, images)
Phase: For project tasks, select a phase or leave as "Project-level"
Classification (standalone tasks only): Set Source, Category, Stream, and Company
Status: Defaults to "Open"
Priority: Defaults to "Normal"
Dates: Set start and due dates
Assignee: Defaults to you; change if needed
Click Create when ready (enabled once title is set)

Tip: You can paste images directly into the description. They're automatically uploaded to storage when you create the task.

Note: Tasks can also be created from within other workspaces (OPEX items, Contracts, CAPEX items, Portfolio Projects) where the relation is pre-selected.

Required fields: - Title: A short description of what needs to be done

Strongly recommended: - Description: Detailed description of the task - Assignee: Who is responsible - Due Date: When it needs to be completed

Where to find it¶

Path: My Workspace → Tasks
Permissions:
You need at least tasks:reader to view tasks
You need tasks:member to create and edit tasks
You need tasks:admin for bulk deletion

If you don't see Tasks in the menu, ask your administrator to grant you the appropriate permissions.

Working with the list¶

The Tasks grid shows all tasks across your organization.

Top scope filter: - My tasks (default): shows tasks assigned to you - My team's tasks: shows tasks assigned to any member of your Portfolio team (including yours) - All tasks: shows the full tasks grid - If you are not assigned to a Portfolio team, My team's tasks is disabled - Your selection is remembered across sessions — returning to the page restores your last choice

Default columns: - Task Title: The task name (click to open workspace) - Context: The entity type (Project, OPEX, Contract, CAPEX, or "Standalone") - Related Entry: The linked entity (empty for standalone tasks) - Phase: Project phase (for project tasks) - Status: Current state as a colored chip - Score: Calculated priority score (all tasks have scores) - Assignee: Assigned person - Due Date: When the task is due

Status colors: - Open: Blue - In Progress: Yellow - Done: Green - Cancelled: Gray

Priority colors: - Blocker: Red - High: Orange - Normal: Gray - Low: Blue - Optional: Green

Default filter: Completed tasks are hidden by default. Clear the Status filter to see all tasks.

Actions: - New: Create a standalone task (requires tasks:member) - Delete Selected: Remove selected tasks (requires tasks:admin)

The Task workspace¶

Click any row to open the task workspace. The workspace uses a Jira-inspired sidebar layout with the following sections:

Main Content Area¶

Priority Score Badge (project tasks only): A circular badge displaying the calculated priority score appears to the left of the title. This score combines the parent project's priority with the task's priority level adjustment.

Title: Click the title to edit it inline. Changes are tracked in the activity history.

Description: Click "Click to add description" to enter edit mode. The description supports rich text formatting.

Activity Section: Toggle between three views: - Comments: Add comments and view the comment thread - History: View all changes to the task with timestamps - Work Log: View and manage time entries

The collapsible sidebar contains:

Status: - Current status displayed as a colored chip - Change status dropdown (if not read-only) - Note: Cannot change to "Done" without logging time first

Context: - Task Type dropdown (e.g., Task, Bug, Problem, Incident) - Related object (Project, OPEX item, Contract, CAPEX item, or "Standalone Task") - During creation: optional dropdowns to select type and item (leave empty for standalone) - After creation: read-only link (relation cannot be changed) - Phase (for project tasks only; appears after selecting a project) - Priority level - Classification (for standalone and project tasks only): - Standalone tasks: Editable dropdowns for Source, Category, Stream, and Company - Project tasks: Read-only display with "(from project)" labels showing inherited values - OPEX/Contract/CAPEX tasks: Classification section is hidden

Dates: - Start date - Due date

People: - Assignee - Creator (for project tasks)

Time: - Total time spent (displayed as hours and man-days) - "Log Time" button to add time entries

Task statuses¶

Status	Meaning	When to use
Open	Not yet started	Default for new tasks
In Progress	Work has begun	When someone starts working on it
Done	Completed successfully	When the work is finished (requires time logged)
Cancelled	No longer needed	When the task becomes irrelevant

Important: For project tasks, you cannot mark a task as "Done" until you have logged at least some time. This ensures accurate effort tracking.

Priority levels¶

Priority	Use case
Blocker	Blocking other work; immediate attention required
High	Important and time-sensitive
Normal	Standard priority (default)
Low	Can be deferred if needed
Optional	Nice-to-have, address when capacity allows

Time tracking¶

Tasks support detailed time tracking through the Work Log feature.

Logging time¶

Click the Log Time button in the sidebar Time section
Select the Category: IT or Business (determines how time contributes to project effort)
Enter the date the work was performed
Enter time as days and/or hours
Add optional notes describing the work
Click Log Time

Category: For project tasks, the category determines whether the time counts toward the project's IT effort or Business effort. This matches the project's own time logging system.

Viewing time entries¶

The Work Log tab shows all time entries for the task: - Date the work was performed - Category (IT or Business) - Person who logged the time - Hours logged - Notes

Editing or deleting entries¶

You can edit or delete your own time entries from the Work Log table.

Attachments¶

Tasks support file attachments for documents, screenshots, and other supporting files.

Adding attachments¶

Click the Attach files button in the task header
The upload area appears below the description
Either:
Drag and drop files onto the upload area, or
Click Browse files to select files from your computer
Files appear as chips below the description once uploaded

File size limit: Maximum 20 MB per file.

Managing attachments¶

Download: Click on an attachment chip to download the file
Delete: Click the × button on the chip to remove the attachment (requires edit permission)

Attachments are visible to anyone who can view the task.

Comments and history¶

Adding comments¶

Select the Comments tab in the activity section
Optionally add a context (e.g., "Weekly standup")
Type your comment
Click Add Comment

Viewing history¶

The History tab shows all changes to the task: - Status changes - Field modifications - Who made each change and when

Creating tasks from other workspaces¶

Tasks are most commonly created from within other workspaces:

From Portfolio Projects¶

In the Project workspace, use the Tasks tab to manage project deliverables: - Create tasks for specific work packages - Assign tasks to project phases - Track time against each task

Tip: In the Timeline tab, click the [+] button next to a phase to create a task pre-linked to that phase.

From OPEX items¶

In the OPEX workspace, use the Tasks tab to create tasks like: - "Review vendor pricing for 2026" - "Negotiate volume discount"

From Contracts¶

In the Contract workspace, use the Tasks tab for: - "Review contract before renewal deadline" - "Request updated terms from vendor"

From CAPEX items¶

In the CAPEX workspace, tasks track project milestones: - "Complete requirements gathering" - "Obtain budget approval"

These tasks automatically link to the parent entity and appear in both the task list and the parent workspace.

Standalone tasks¶

Standalone tasks are independent work items not linked to any specific project, contract, or budget item. They're useful for: - General IT operations work - Ad-hoc requests - Cross-cutting initiatives - Personal task tracking

Creating standalone tasks¶

Click New in the Tasks page
Leave the "Related To" dropdowns empty
The sidebar shows "Standalone Task" instead of a linked entity
Fill in the title, description, and other details
Click Create

Classification for standalone tasks¶

Standalone tasks have editable classification fields that help organize work by portfolio dimensions:

Source: Where the work originated (e.g., Business Request, IT Initiative)
Category: The portfolio category for the work
Stream: The specific stream within the category (filtered by selected category)
Company: The company this work relates to

These fields appear in the Context section of the sidebar and can be edited at any time.

Priority scoring¶

Standalone tasks (and all non-project tasks) use a fixed priority score based on their priority level:

Priority Level	Score
Blocker	110
High	90
Normal	70
Low	50
Optional	30

Blocker tasks score 110 to ensure they always rank above even the highest-priority project tasks (max 100).

Project tasks¶

Project tasks have additional features compared to regular tasks:

Priority score: Project tasks display a calculated priority score that combines: - The parent project's priority score - An adjustment based on the task's priority level (+10 for Blocker, +5 for High, 0 for Normal, -5 for Low, -10 for Optional)

The score is displayed as a circular badge to the left of the task title in the workspace, matching the project's score display style. In the task list, the Score column shows this calculated value.

Phase assignment: Tasks can be assigned to specific project phases or marked as "Project-level" for cross-cutting work.

Time contribution: Time logged to project tasks contributes to the project's actual effort calculations: - IT category time adds to Actual Effort (IT) - Business category time adds to Actual Effort (Business) - The project Progress tab shows a breakdown of Project Overhead vs Task Time - The unified Time Log displays all time entries from both project overhead and task work

Status validation: Project tasks cannot be marked as "Done" without logging time first. This ensures accurate project effort tracking.

Filtering: The project Tasks tab includes filters for: - Status (All, Active, specific status) - Phase (All Phases, Project-level, specific phase)

CSV import/export¶

Manage tasks at scale using CSV import and export. This feature supports bulk operations for initial data loading, task migrations, and data extraction for reporting.

Accessing CSV features¶

From the Tasks list: - Export CSV: Download tasks to a CSV file - Import CSV: Upload a CSV file to create or update tasks - Download Template: Get a blank CSV with correct headers

Permissions required: tasks:admin for import/export operations.

Export options¶

Three export modes are available:

Option	Description
Full Export	All exportable fields—use for reporting and complete data extraction
Data Enrichment	All importable fields—matches the import template format, ideal for round-trip editing (export → modify → re-import)
Custom Selection	Choose specific fields to include in your export

Template download (from Import dialog): Downloads a blank CSV with all importable field headers—use this to prepare import files with the correct structure.

Import workflow¶

Prepare your file: Use UTF-8 encoding with semicolon (;) separators. Download a template to ensure correct headers.
Choose import settings:
Mode:
- Enrich (default): Empty cells preserve existing values—only update what you specify
- Replace: Empty cells clear existing values—full replacement of all fields
Operation:
- Upsert (default): Create new tasks or update existing ones
- Update only: Only modify existing tasks, skip new ones
- Insert only: Only create new tasks, skip existing ones
Validate first: Click Preflight to validate your file without making changes. Review errors and warnings.
Apply changes: If validation passes, click Import to commit changes.

Field reference¶

Basic fields:

CSV Column	Description	Required	Notes
`id`	Task UUID	No	For updates; leave blank for new tasks
`title`	Task title	Yes	Part of unique identifier
`description`	Task details	No	Supports plain text

Context fields:

CSV Column	Description	Required	Notes
`related_object_type`	Entity type	No	Empty for standalone tasks; accepts code or label
`related_object_id`	Entity UUID	Conditional	Required if linked task and `related_object_name` not provided
`related_object_name`	Entity name	Conditional	Required if linked task and `related_object_id` not provided
`phase_name`	Project phase	No	Must match existing phase name (project tasks only)
`priority_level`	Task priority	No	Accepts code or label
`source_name`	Source	No	Portfolio source (standalone tasks only)
`category_name`	Category	No	Portfolio category (standalone tasks only)
`stream_name`	Stream	No	Portfolio stream (standalone tasks only)
`company_name`	Company	No	Company (standalone tasks only)

Standalone tasks: Leave related_object_type, related_object_id, and related_object_name empty. You can set classification fields (source_name, category_name, stream_name, company_name) for standalone tasks.

Tip: For new linked task imports, use related_object_name instead of related_object_id—it's much easier to work with. The system resolves the name to the correct ID based on related_object_type. For round-trip imports (export → edit → re-import), both fields are included so matching works correctly.

Status and dates:

CSV Column	Description	Notes
`status`	Task status	Accepts code or label
`start_date`	Start date	Date format: YYYY-MM-DD
`due_date`	Due date	Date format: YYYY-MM-DD

People fields:

CSV Column	Description	Notes
`assignee_email`	Responsible person	Must match existing user email
`creator_email`	Task creator	Export only
`viewer_email_1` through `_4`	Viewers	Must match existing user emails
`owner_email_1` through `_4`	Owners	Must match existing user emails

Other fields:

CSV Column	Description	Notes
`labels`	Task labels	Comma-separated list

Label and code acceptance¶

For status, priority_level, and related_object_type fields, you can use either the internal code or a common label:

Status values:

Code	Accepted labels
`open`	`Open`
`in_progress`	`In Progress`, `Active`, `Working`
`done`	`Done`, `Completed`, `Complete`, `Finished`, `Closed`
`cancelled`	`Cancelled`, `Canceled`

Priority level values:

Code	Accepted labels
`blocker`	`Blocker`, `Critical`, `Urgent`
`high`	`High`
`normal`	`Normal`, `Medium`, `Default`
`low`	`Low`
`optional`	`Optional`, `Nice to have`

Related object type values:

Code	Accepted labels
`project`	`Project`
`spend_item`	`Spend Item`, `Spend`
`contract`	`Contract`
`capex_item`	`CAPEX Item`, `CAPEX`

The system automatically normalizes values during import.

Matching and updates¶

Tasks are matched by title + related_object_id (case-insensitive). When a match is found: - With Enrich mode: Only non-empty CSV values update the task - With Replace mode: All fields are updated, empty values clear existing data

If you include the id column with a valid UUID, matching uses ID first, then falls back to title + related object.

Note: If you provide related_object_name instead of related_object_id, the system resolves the name to the ID before matching. This means you can use human-readable names throughout your import file.

Export-only fields¶

Some fields appear in exports but cannot be imported. These are system-managed fields that maintain data integrity:

Field	Why it's export-only
`creator_email`	Automatically set to the user who creates the task. Allowing import would compromise audit trail integrity—you shouldn't be able to falsify who created a task. For new tasks, the system sets this to the importing user; for existing tasks, the original creator is preserved.

These fields are included in Full Export for reporting purposes but excluded from Template and Data Enrichment exports since they cannot be modified during import.

Limitations¶

Maximum 4 viewers/owners: Tasks support up to 4 viewer emails and 4 owner emails via CSV
Classification for standalone only: Source, Category, Stream, and Company can only be set on standalone tasks
Phase requires project: Phase assignment only works for project tasks
Comments not included: Task comments and history must be managed in the workspace
Time log not included: Time entries must be logged in the workspace
Attachments not included: File attachments require workspace management

Troubleshooting¶

"File isn't properly formatted" error: This usually indicates an encoding issue. Ensure your CSV is saved as UTF-8:

In LibreOffice: When opening a CSV, select UTF-8 in the Character set dropdown (not "Japanese (Macintosh)" or other encodings). When saving, check "Edit filter settings" and choose UTF-8.
In Excel: Save As → CSV UTF-8 (Comma delimited), then open in a text editor to change commas to semicolons.
General tip: If you see garbled characters (?¿, ï»¿) at the start of your file, the encoding is incorrect.

Example CSV¶

Using human-readable names (recommended for new imports):

title;related_object_type;related_object_name;status;priority_level;due_date;assignee_email;source_name;category_name
Review contract terms;Contract;Acme Software License;Open;High;2026-02-28;john.doe@example.com;;
Update documentation;project;Website Redesign;In Progress;Normal;2026-03-15;jane.smith@example.com;;
Schedule kickoff;spend_item;Cloud Hosting 2026;open;low;2026-04-01;bob.wilson@example.com;;
Audit IT security;;;open;high;2026-03-01;security@example.com;IT Initiative;Security

The last row is a standalone task (no related object) with classification fields set.

Using UUIDs (typically from round-trip exports):

title;related_object_type;related_object_id;status;priority_level;due_date;assignee_email
Review contract terms;Contract;550e8400-e29b-41d4-a716-446655440000;Open;High;2026-02-28;john.doe@example.com
Update documentation;project;660e8400-e29b-41d4-a716-446655440001;In Progress;Normal;2026-03-15;jane.smith@example.com
Schedule kickoff;spend_item;770e8400-e29b-41d4-a716-446655440002;open;low;2026-04-01;bob.wilson@example.com

Sending a link¶

You can quickly email a link to any task to colleagues or external contacts.

Open the task workspace
Click Send link in the header toolbar (to the left of the navigation arrows)
In the dialog:
Select recipients: Search for existing platform users by name or email, and/or type any email address and press Enter
Add a message (optional): Include a personal note
Copy link: Click the copy icon to grab the direct URL
Click Send

Recipients receive an email with your name, the task title, a direct link, and your message (if provided). This does not change any permissions — it simply notifies the recipients.

Tip: You can mix platform users and external email addresses in the same send.

Tips¶

Use due dates: Set realistic due dates to track deadlines effectively.
Assign owners: Every task should have an assignee for accountability.
Log time regularly: Time tracking helps with future project estimation.
Filter by status: The default filter hides completed tasks—clear it to see historical tasks.
Create from context: Creating tasks from within workspaces automatically links them.
Use priority wisely: Reserve "Blocker" for genuinely blocking issues.
Add context to comments: The context field helps track where discussions happened (e.g., "Sprint Review").