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 Portfolio > 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 context:
Standalone task (default): Keep "Related To" as Standalone
Linked task: Select Project, OPEX, Contract, or CAPEX, then pick 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 markdown editor (supports formatting, lists, links, images)
Phase: For project tasks, select a phase or leave as "Project-level"
Classification (standalone and project tasks): Set Source, Category, Stream, and Company. For project tasks, these default from the parent project. For standalone tasks, your organization's default classification values are pre-filled when available
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). You can also press Ctrl+S (or Cmd+S on Mac)

Tip: You can paste images directly into the description. They are 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: Portfolio > Tasks
Permissions:
You need at least tasks:reader to view tasks
You need tasks:member to create tasks and edit tasks in standalone/OPEX/Contract/CAPEX contexts
You need portfolio_projects:contributor to save a task when the target context is a project
You need tasks:admin for bulk deletion, CSV import, and CSV export

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 (visible by default):

Column	What it shows
#	Item reference (e.g., T-42). Click to open the workspace
Task Title	The task name. Click to open the workspace
Task Type	The type of work (e.g., Task, Bug, Problem, Incident)
Context	The entity type (Project, OPEX, Contract, CAPEX, or "Standalone")
Status	Current state as a colored chip
Score	Calculated priority score
Assignee	Assigned person
Classification	Portfolio classification category
Stream	Portfolio stream

Additional columns (hidden by default, enable via column menu):

Column	What it shows
Related Entry	The linked entity name (empty for standalone tasks)
Phase	Project phase (for project tasks)
Priority	Priority level as a colored chip
Due Date	When the task is due
Created	When the task was created
Last changed	When the task was last updated
Description	Task description text
Source	Portfolio source classification
Company	Company classification

Status colors: - Open: Gray - In Progress: Orange - Pending: Blue - In Testing: Purple - Done: Green - Cancelled: Red

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

Default filter: Active tasks are shown by default (Open, In Progress, Pending, In Testing). Include Done and Cancelled in the Status filter to see closed tasks.

Actions: - New: Create a standalone task (requires tasks:member) - Import CSV: Upload a CSV file to create or update tasks (requires tasks:admin) - Export CSV: Download tasks to a CSV file (requires tasks:admin) - Delete Selected: Remove selected tasks (requires tasks:admin)

The Task workspace¶

Click any row to open the task workspace. The workspace uses a sidebar layout with the main content area on the right and collapsible sidebar sections on the left.

The workspace header contains: - Back to Tasks (or back to the originating project workspace) - Position indicator: Shows your position in the filtered list (e.g., "3 of 12") - Send link: Email a link to the task - Convert to Request: Promote the task to a portfolio request - Previous / Next arrows: Navigate between tasks in the current list order - Delete: Remove the task (requires tasks:admin) - Save: Save pending changes (also available via Ctrl+S) - Close: Return to the task list

Below the toolbar, the title area shows: - Priority Score Badge (project tasks only): A circular badge displaying the calculated priority score - Item reference chip: Click to copy the reference (e.g., T-42) to your clipboard - Title: Click to edit inline (requires tasks:member) - Status chip, Project chip (for project tasks, click to open the project), Priority chip - Attach files button: Toggle the file upload area

Main content area¶

Description: The markdown editor supports formatting, lists, links, code blocks, and images. You can paste images directly -- they are uploaded automatically. Press Tab from the title field to jump into the description editor.

Import / Export buttons (next to the description heading): - Import: Import a .docx file to replace the description content. If the description already has content, you are asked to confirm before replacing. Document import is available after the task has been saved (not during creation) - Export: Export the description as PDF, DOCX, or ODT

Attachments: When the upload area is visible, drag and drop files or click Browse files. Uploaded files appear as chips below the description. Click a chip to download; click the x button to delete (requires edit permission). Maximum 20 MB per file.

Activity Section: Toggle between three views: - Comments: Unified activity form (comment + optional status change + optional time log in one submit) plus the comment thread - History: View all changes to the task with timestamps - Time Log: View and manage time entries (available for standalone and project tasks only)

The sidebar is resizable by dragging its right edge. It contains the following collapsible sections:

Context: - Related object (Project, OPEX item, Contract, CAPEX item, or "Standalone Task") - During creation: defaults to Standalone, or select a type and item - After creation (if you can edit): context remains editable and is applied when you click Save - Phase (for project tasks only; appears after selecting a project)

Task Details: - Task Type dropdown (e.g., Task, Bug, Problem, Incident) - Priority level - Status dropdown (cannot change to "Done" for project tasks without logging time first)

Classification (for standalone and project tasks only): - Source: Where the work originated - Category: The portfolio category for the work - Stream: The specific stream within the category (filtered by selected category; disabled until a category is selected) - Company: The company this work relates to - For OPEX/Contract/CAPEX tasks, this section is hidden unless classification values were previously set

Time (hidden during creation and for OPEX/Contract/CAPEX tasks): - Total time spent (displayed as days and hours) - Log Time button to add time entries

People: - Requestor - Assignee - Viewers (multi-select)

Dates: - Start date - Due date

Knowledge (existing tasks only): - Link knowledge base articles to the task or create new ones directly from the sidebar - Requires knowledge:member to create new articles

Changing task context¶

When you change a task's context and save, KANAP applies the change in one operation (context + other edited fields together).

Project to Standalone: Phase is cleared, classification is kept
Project to OPEX/Contract/CAPEX: Phase and classification are cleared
Any to Project:
Project permission is required (portfolio_projects:contributor)
Phase resets to project-level unless you choose a valid phase for that project
Existing classification is kept; missing values are auto-filled from project defaults

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
Pending	Waiting on someone else	When the assignee is blocked and needs input/decision
In Testing	Ready for validation	When implementation is complete and awaiting review/testing
Done	Completed successfully	When the work is finished (requires time logged for project tasks)
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¶

Standalone tasks and project tasks support detailed time tracking through the Time Log feature. Time tracking is not available for OPEX, Contract, or CAPEX tasks.

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 Time Log tab in the activity section 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 Time 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 x button on the chip to remove the attachment (requires edit permission)

Attachments are visible to anyone who can view the task.

Description import and export¶

The description field supports importing and exporting documents so you can work with content outside KANAP.

Importing a document¶

Open an existing task workspace (import is not available during task creation)
Click the Import button next to the Description heading
Select a .docx file from your computer
If the description already has content, confirm that you want to replace it
The document is converted to markdown and loaded into the editor
Review the result and click Save to keep the changes

Images embedded in the document are uploaded to storage automatically. If any content cannot be converted cleanly, a warning appears at the bottom of the screen.

Exporting the description¶

Click the Export button next to the Description heading
Choose a format: PDF, DOCX, or ODT
The file downloads automatically

The export button is only enabled when the description has content.

Comments and history¶

Adding comments¶

Select the Comments tab in the activity section
Type your comment in the text editor
Optionally set a new status in the status dropdown
Optionally log time with the slider (0 means no time entry)
Click Submit (the button label updates based on your selected actions)

Unified activity form behavior¶

You can submit any combination of:
Comment only
Status change only
Time log only
Comment + status + time together
For project tasks, setting status to Done requires logged time (existing + newly added)
The sidebar status dropdown still works independently if you prefer that flow

Viewing history¶

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

Email notifications and quick actions¶

When task notifications are enabled, status and comment updates can trigger email notifications.

If a status change and comment are submitted together, recipients may receive a merged email (depending on their notification preferences)
Status emails can include quick action buttons:
Pending: Respond & Set In Progress, Mark Done
In Testing: Approve (sets Done), Set In Progress
Done: Reopen (sets Open)
Clicking an action button opens the task page with the status preselected in the unified activity form

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 are 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 fields¶

Standalone tasks and project 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 Classification section of the sidebar and can be edited at any time. When creating a new standalone task, your organization's default classification values are pre-filled automatically if configured.

For project tasks, classification defaults from the parent project when the task is created but can be changed independently. This allows, for example, an infrastructure task to exist within a business project, or a compliance task within an IT project. If a task's classification is not explicitly set, it inherits and displays the project's classification.

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:

Independent classification: Project tasks have their own Source, Category, Stream, and Company fields. When a task is created within a project, these default from the project's classification for convenience. However, each task's classification can be edited independently -- for example, an infrastructure task can exist within a business project, or a compliance task within an IT project. If a task's classification field is not explicitly set, it inherits and displays the project's value.

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 and project tasks)
`category_name`	Category	No	Portfolio category (standalone and project tasks)
`stream_name`	Stream	No	Portfolio stream (standalone and project tasks)
`company_name`	Company	No	Company (standalone and project tasks)

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 and project tasks. For project tasks, omitted classification fields default from the parent project.

Tip: For new linked task imports, use related_object_name instead of related_object_id -- it is 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`	Requestor email	Export only (shown as Requestor Email in field metadata)
`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`
`pending`	`Pending`
`in_testing`	`In Testing`, `Testing`
`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` (Requestor)	Automatically set to the user who creates the task. Allowing import would compromise audit trail integrity -- you should not be able to falsify who requested/created a task. For new tasks, the system sets this to the importing user; for existing tasks, the original requestor 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 and project tasks only: Source, Category, Stream, and Company can be set on standalone and project tasks (not on OPEX, Contract, or CAPEX 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 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

Converting a task to a request¶

You can promote a task into a portfolio request when the work deserves formal evaluation, prioritization, or eventually its own project. The conversion is available from the task workspace header.

How to convert¶

Open the task workspace
Click Convert to Request in the header toolbar (next to Send link)
In the dialog:
Request Name: Defaults to the task title -- edit if needed
Purpose Preview: Shows the task description, which becomes the request's purpose
Close the original task after conversion: Check this option if you want the task status set to "Done" automatically
Click Convert to Request

After conversion, KANAP navigates you to the newly created request workspace.

What gets carried over¶

The new request inherits the following from the original task:

Task field	Request field
Title	Name
Description	Purpose
Due Date	Target Delivery Date
Source, Category, Stream, Company	Source, Category, Stream, Company
Attachments	Attachments (copied)

The request is created with a status of Pending Review and is linked back to the originating task. A history entry is recorded on both the task ("Converted To Request") and the request ("Created from Task" with a link to the original task).

Conditions¶

Permissions: You need both tasks:member and portfolio_requests:member
One-time conversion: Each task can only be converted once. After conversion, the Convert to Request button is disabled and shows the linked request reference (e.g., "Already converted to REQ-42")
Task remains: The original task is not deleted. Unless you check the close option, it stays in its current status and can still be updated independently

Tip: This feature is useful when a task reveals a larger initiative that needs its own request lifecycle -- criteria scoring, approval workflow, and eventual conversion to a project.

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 shows active statuses only (Open, In Progress, Pending, In Testing) -- include Done and Cancelled when reviewing historical tasks.
Create from context: Creating tasks from within workspaces automatically links them.
Use priority wisely: Reserve "Blocker" for genuinely blocking issues.
Use single-submit updates: In the Comments tab, combine comment + status + time in one action to keep history and notifications aligned.
Import documents: Use the Import button to pull in .docx files as description content instead of copy-pasting.
Keyboard shortcut: Press Ctrl+S (or Cmd+S on Mac) to save quickly without reaching for the Save button.
Link knowledge articles: Use the Knowledge section in the sidebar to connect relevant documentation to your tasks.