> For the complete documentation index, see [llms.txt](https://docs.xorosoft.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xorosoft.com/xoroerp-1/admin/task/creating-tasks.md).

# Creating tasks

Creating a task involves entering the details and description of the task. By doing so, the users can effectively keep track of the task and ensure completion of task on time.

The task process involves various status indicators that show the lifecycle of the task. Each status represents a different stage in the task's progression, allowing users to know the current state of the task and take appropriate actions accordingly. 

### Creating a task

When creating a task, you'll begin by entering task details, such as the title, priority, due date, tags, requester, assignee, watchers, and visibility. Once the basics are set, you can proceed to add the task description. 

{% hint style="info" %}
To create a task, go to **Menu > Admin > Task**
{% endhint %}

#### Task Details Fields

<table><thead><tr><th width="192">Field</th><th>Description</th></tr></thead><tbody><tr><td>Title</td><td>This field allows you to enter a brief descriptive name for the task.</td></tr><tr><td>Priority</td><td>This field allows users to assign a level of importance to each task. There are four priority levels to choose from: Urgent, High, Normal, and Low.<br>This helps in prioritizing tasks and ensuring that important tasks are completed on time.</td></tr><tr><td>Due Date</td><td>The field specifies the deadline (day and time) by which the task needs to be completed. Setting due dates helps in time management and ensures that tasks are completed on time.</td></tr><tr><td>Task Tags</td><td>This field allows you to enter keywords or labels used to categorize and easily identify tasks.</td></tr><tr><td>Reminder</td><td>This field allows you to select a time to get a notification before the due date of the task (eg; 15 Mins, 30 Mins, 1 Hr, 2r, and 4 Hr).</td></tr><tr><td>Transaction Type</td><td>When a task is created directly from a transaction (such as a <strong>Sales Order</strong>, <strong>Purchase Order</strong>, <strong>Invoice</strong>, or <strong>Bill</strong>), this field automatically captures the specific module type.</td></tr><tr><td>Requester</td><td>This field allows you to select the user who initiated or requested the task.</td></tr><tr><td>Assignee</td><td>This field allows you to select the user responsible for completing the task.</td></tr><tr><td>Watchers</td><td>This field allows you to select users to be designated as watchers on the task that need to be kept informed about the progress of a task. They can receive notifications or updates on the task without being directly involved in its completion.</td></tr><tr><td>Notification Type</td><td>This field allows you to select the method by which notifications about the task are sent to the relevant parties (Email, Internal Notification, or Both).</td></tr><tr><td>Visibility</td><td>This field allows you to determine who can see the task and its details. If the visibility is kept "Private" only the requester, assignee, and watcher will be able to view the task. If the visibility is kept "Public", anyone can see the task.</td></tr><tr><td>Ref Number</td><td>When a task is created from a transaction module, this field automatically captures the Reference Number (e.g., <strong>Sales Order Number</strong> or <strong>Credit Memo Number</strong>) of the source document.</td></tr><tr><td>Enable email notification for watcher(s)</td><td>This field is activated if "Email" or "Both" is selected as the notification type. Check this box if the Watcher(s) should receive the notifications for the Task. If this is enabled, a notification email will be sent to all watcher(s) email for any status change or comment added to the task</td></tr></tbody></table>

After entering the task details, write a detailed description about the task in the "Description" box. You can also include images, videos, and attachments in the description.

After filling in the description, click "Save" to create the task. The system will automatically assign a unique number to the task in the format of IT000001. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.

The new task will be created in the **Open** status.

{% hint style="info" %}
Task updates are controlled by the **“**[**Allow Task Update by All Users**](/xoroerp-1/configuration/application/app-config/general.md#allow-task-update-by-all-users)**”** app configuration. When this configuration is disabled, only the task creator can update the task. When it is enabled, all users are allowed to update the task.
{% endhint %}

#### Task Statuses <a href="#sales-order-status" id="sales-order-status"></a>

* **Open**: When a task is initially created, it is in the "Open" status, indicating that it has not yet started.&#x20;
* **In Progress**: This status indicates that the assignee is working on the task.
* **Completed**: This status indicates that the task has been finished and all necessary work has been done.

### Selecting the Task notifications

You can select the type of notifications to allow for the tasks. An app config, "**Allow notifications for Task Management"** is available to choose what notifications are to be received for the tasks.

You can select from the following notifications:

* Create/Update Task
* Update Assignee
* Update Due Date
* Work Started
* Work Completed
* Change Status
* New Comment
* Update Watcher(s)

<figure><img src="/files/mSzFG5ySC2PBaWdvZt34" alt=""><figcaption></figcaption></figure>

Users will get notifications for the selected actions. By setting up the notification options, users can streamline their task management process and improve their overall productivity.


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