Overview
Tasks in Kodexa serve as the cornerstone of your workflow, providing a centralized system for organizing and tracking work across Projects. Tasks can be created manually or automatically by assistants, assigned to team members, and filtered to show exactly what needs attention.
Accessing Tasks
You can view tasks in two locations:
Organization Tasks - View all tasks across all Projects in your Organization
Project Tasks - View tasks for a specific Project workspace
Task Grid View
Tasks are displayed in a grid showing key information at a glance:
Task - Task title and description card
Priority - Visual indicator of task priority (High, Medium, Low)
Status - Current task status (To Do, In Progress, Done, etc.)
Assignee - Team member assigned to the task (with avatar and name)
Created - When the task was created (with "time ago" display)
Modified - When the task was last updated
Filtering Tasks
Search and Filter Modes
Use the filter input at the top of the task grid to search for tasks. Click the icon on the right to toggle between two filter modes:
Simple Search (magnifying glass icon) - Search by task name or text
Structured Filter (filter icon) - Use advanced query syntax for precise filtering
Quick Filters
Use the quick filter dropdown to instantly filter tasks by common criteria:
Organization Level:
My Tasks - Tasks assigned to you
To Do - Tasks with "To Do" status
In Progress - Tasks currently being worked on
Done - Completed tasks
Project Level:
My Tasks - Tasks assigned to you in this Project
Status Filters - Dynamic filters based on your Project's configured task statuses
Click the Clear button to remove the active quick filter.
Advanced Filtering
Click the filter button (funnel icon) to show advanced column filters. This allows you to filter by specific dates, text values, or multiple criteria simultaneously.
Structured Filters
When using structured filter mode, you can create complex queries using field names, operators, and values. For example:
priority : 'HIGH' AND status.statusType : 'TODO' assignee IS NULL createdOn > '2024-01-01'
If your structured filter has syntax errors, you'll see a helpful error message with a link to the structured filters guide.
Working with Tasks
Opening Tasks
Click any task row to open the task detail view where you can:
View the full task description
Review associated documents
Update task properties
Add comments and collaborate
Complete or close the task
Assign on Open
Studio users can enable the "Assign on open" checkbox. When enabled:
Clicking a task automatically assigns it to you (if unassigned)
You're immediately taken to the task detail view
The task is locked to you for 10 minutes
If already assigned to someone else, you'll see a notification with option to open anyway
In Project tasks, your "Assign on open" preference is saved and remembered for that specific Project.
Creating New Tasks
Click the New Task button to create a task. You can specify:
Task title and description
Priority level
Status
Assignee
Related documents or data
Task Properties
Priority
Tasks can be assigned priority levels to help organize work:
High Priority - Urgent tasks requiring immediate attention
Medium Priority - Standard tasks in the queue
Low Priority - Tasks that can wait
Status
Task status tracks progress through your workflow. Each Project can define custom statuses, typically organized as:
To Do - Tasks waiting to be started
In Progress - Tasks currently being worked on
Done - Completed tasks
Assignee
Tasks can be assigned to team members. Unassigned tasks show a dash (-) in the assignee column. Click the assignee field to change who is working on a task.
Task Grid Features
Sorting
Click any column header to sort tasks by that field. Click again to reverse the sort order. The default sort is by creation date (newest first).
Pagination
Use the pagination controls at the bottom of the grid to navigate through pages of tasks. You can adjust the number of tasks shown per page.
Auto-Refresh
The task list automatically refreshes every 5 seconds to show the latest updates. This ensures you always see current task status, new assignments, and recent changes without manually refreshing.
Resizable Columns
Drag column borders to adjust column widths to your preference. Your layout preferences are saved for future sessions.
Filter Persistence (Project Tasks)
When viewing tasks in a Project workspace, your preferences are saved:
Quick Filter Selection - Your last selected quick filter is remembered
Assign on Open - Your preference is saved per Project
This means when you return to a Project, your task view will be filtered exactly as you left it.
Best Practices
Use Quick Filters - Start with "My Tasks" to focus on your work
Assign Priority - Help your team understand what's urgent
Update Status - Keep task status current so others know what's in progress
Use Structured Filters - Create complex queries to find exactly what you need
Enable Assign on Open - Streamline your workflow by auto-assigning tasks you work on
Tips
Tasks automatically refresh every 5 seconds - no need to manually reload
Click the filter icon in the search box to toggle between simple and structured filter modes
Your filter preferences are saved in Project views for convenience
Use the Clear button to quickly remove quick filters
Sort by Modified date to see recently updated tasks