With the Task Management module, you can plan, assign, and process internal tasks in a structured way – both as an overarching personal to-do list and bundled within a project. Tasks can be displayed in a list view or as a board, organized by status and priority, and enriched with checklists, files, and due dates.

Use Task Management:

You have the additional menu items:

Each task can be assigned to a project and a process, but does not have to be – purely personal tasks remain invisible to other users. Tasks can additionally be supplemented with checklists (up to 15 items) to transparently structure even more complex tasks.

The Task Management module complements the existing Ticket System but does not replace it. The two modules have different focal points:

You can use both modules in parallel and thereby cleanly separate external concerns and internal tasks.

The Task Management module is flexible and can be used for various purposes. You are not restricted to a particular form of use.

Every employee can create tasks for themselves without assigning them to a project or other users. This allows daily work to be structured, prioritized, and processed clearly.

Your benefits:

Within a project, project management and project members can create tasks, assign them to one another, and track progress centrally.

Your benefits:

For teams that work agile, the project board offers a classic representation: tasks are moved between status columns via drag & drop and arranged in order within a status column.

Your benefits:

Which tasks a user is allowed to see and edit depends on their role in ZEP and, if applicable, on their assignment to the respective project.

Before you start working with Task Management, you can define the basic parameters under Administration > Tasks. Default values are already automatically stored, so you are immediately ready to work.

Under Administration > Tasks > Settings, you define whether users and users with additional permissions have access to the project tasks view:

Under Administration > Tasks > Status, you manage the statuses that can be assigned to a task. The statuses "New," "In Progress," and "Done" are created automatically.

To create a new status, click the Create new status button at the top right – a pop-up window opens in which you can store a short form as well as descriptions in different languages. Assign each status its own color.

For visibility, you can specify whether the status appears as a status column on the boards. Please note that if you have already edited a board, a new status will no longer be automatically added and the status must be added manually as a column. If you have activated the "Show on default board" checkbox, you must also define a sort order in the next step. This determines where on the board the new status should be displayed.

Via the "Status for new tasks" button, you can define which status should be set every time you create a new task. This status cannot be deleted.

Depending on whether a status is already used for a task or not, a different prompt appears when deleting. If a status has not yet been used for any task, no additional information is displayed. If the status is already assigned to one or more tasks, a notice appears before deletion: All tasks that have this status will automatically be reset to the default status "Status for new task".

Under Administration > Tasks > Priorities, you manage the available priority levels. The priorities "Critical," "High," "Medium," and "Low" are created automatically.

To create a new priority, click the Create new priority button at the top right – a pop-up window opens in which you can store a short form as well as descriptions in different languages.

For sorting, you can define the order in which the priorities are displayed.

Via the "Priority for new tasks" button, you can define which priority should be set every time you create a new task. This priority cannot be deleted.

Depending on whether a priority is already used for a task or not, a different prompt appears when deleting. If a priority has not yet been used for any task, no additional information is displayed. If the priority is already assigned to one or more tasks, a notice appears before deletion: All tasks that have this priority will automatically be reset to the priority "Priority for new task".

In the Tasks > My Tasks menu item, you will find all tasks that are assigned to you as the assignee, that you have created yourself, or that you have set up as personal to-dos.

You have two display formats to choose from, between which you can switch at any time using the view icon:

In the list view, you see all tasks assigned to you, sorted by creation date (newest first; timestamp with time of day).

The standard filters Status and Project are available to you.

Via "Add filter," further filters can be added. Filter combinations can be saved as favorites in order to recall frequently needed views with a single click.

The personal board displays your tasks in columns by status. Each column corresponds to a status, each card to a task.

On your personal board, you can:

Via the Add new task button (in the list or board view) or via the plus icon within a board column, you create a new task.

The following fields are available:

With a click on Save, the task is created and appears at the top of the list or on the board.

By clicking on the title in the list view or by clicking on the card in the board view, you open the detail view of a task. All fields can be subsequently changed there.

In the Projects > [Project name] > General > Tasks menu item, you will find all tasks that are assigned to the selected project. Here, too, list and board view are available to you.

Via the Add new task button within a project, you create a task in which the project is already preselected:

All other fields (Title, Process, Status, Priority, Due date, Description, File upload, Checklist) behave as described under Create a new task.

The board view of a project shows all tasks of the project in columns by status. In contrast to the personal board, the assignee of each task is additionally displayed directly on the card here.

The project board can only be customized by the following roles:

"Customize" includes moving columns, showing and hiding status columns, as well as rearranging the order of statuses on the board.

Project members and users with additional permissions see the project board in the structure defined by project management. They can move tasks via drag & drop, but cannot change the column structure.

Note: Adjustments to the project board do not affect users' personal boards.