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Tasks are work items on a project. Use them to track what needs doing, who is responsible and when it is due.

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Create a task

  1. Open a project, go to the Tasks & Events tab and click New Task. Or use the quick add + button and pick Task.
  2. Enter a Title, which is required, and fill in the project, status, priority, assignee, due date and description as needed.
  3. Save.
Status defaults to Not Started and priority to Medium. If you started from a project, that project is already selected. The assignee gets an inbox notification, unless they assigned the task to themselves.
Arkata also creates tasks on its own when it files certain authority emails, such as an RFI or initial submission requirements. See Supported email scenarios.

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Put a task in a timeline sub phase

A task can sit on the project timeline, under the step it belongs to. The quickest way is Add task on the Project Timeline panel, which files it for you. You can also set it on the task form: pick the Phase, then the Sub phase. On PA projects the sub phase is required, so the form asks for one before it saves. On other project types each timeline step is the sub phase, so picking the step is enough. Tasks filed this way appear under their sub phase on the project, and you can drag them to another sub phase from there. See Tasks on the timeline.
Filing tasks under sub phases also keeps billing moving: the sub phase your team ticks is what tells Arkata a billing stage is ready to invoice.

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Find a task

Tasks in the sidebar shows tasks across every project, in three tabs: Open for anything not done or cancelled, Closed for done and cancelled, and Unassigned for tasks with nobody on them. Narrow the list with the search box, the assignee filter, the client filter, which shows only tasks on that client’s projects, and the Overdue tasks toggle.
Type a task’s full title into the search box and you get that task on its own. Partial words bring back everything that looks like a match, so use the full title when you know exactly which task you want.

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What is on a task page

A task has three tabs: General for status, priority, assignee, due date, description and recent documents, Documents for attached files, and Activity for a log of every change. Click any field on General to change it. Share copies the task’s link so you can send it to a colleague.

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Attach documents to a task

Upload files straight onto a task from its Documents tab, for example a drawing that answers an RFI. Files uploaded here also appear in the project’s documents under the same categories. Deleting the task leaves its documents on the project.

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Set priority

Low means no rush. Medium means the normal timeframe. High means it needs attention soon.

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Log time spent

Tasks have a Time Spent field for logging hours. It is optional, and useful for billing and workload tracking.

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Delete a task

Partners and Admins only. Delete a task from the task page or the Tasks list, then confirm.
Deleting a task cannot be undone. Set it to Cancelled instead if you want it out of the way but on record.

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Next steps

Task statuses

The seven statuses and putting a task on hold.

Your inbox

Where assignment notifications land.