Tasks, Projects and Workareas
The Activities are the free module of Mokapen for project management, to manage Tasks, Checklists, Projects and Workarea.
You can manage your Tasks and Projects, or those of your Team members, via the Activities page. On this page you can view Tasks and Projects through three views:
- Tabs: Tasks and Projects organized by due date in order to see the activities that are due or already overdue at the top.
- Kanban: Tasks and Projects organized by interactive columns, so as to be able to scroll and move Tasks or Projects according to various grouping logics (by Project, by Workarea, by expiration, by owner, by tag).
- Calendar: Tasks organized in a calendar so you can immediately see the distribution and workload.
The Gantt view is under development and will be available for the Premium package.
Do you need reports? In Mokapen there is the Activity Report section which shows the aggregate data of the Organization's Projects in an interactive dashboard.
Task
The Task is the specific action that is planned and carried out. It is a quick action (usually lasts a few days or even hours) which is therefore created quickly and often updated and since it is more natural to think in a short time frame, the Task is the main activity on which to focus in order to organize your own work surface.
A set of Tasks with a single final purpose can be grouped in a Project, while each Task can contain a Checklist of individual actions (micro-activities). On this page you will find in detail how to manage the Checklist.
Create a Task
A Task is characterized by values that can be set:
- Duration: beginning and end. Defining a deadline is important, otherwise an activity is continually postponed.
- Project: if the Task belongs to a Project this can be selected. The Task will also be visible within the Project that contains it.
- Responsible: who has the responsibility of completing the Task. You always need a point of reference, someone who is the one who is responsible for completing the activity.
- Description: It contains all the useful information for the Task and it is also possible to mention other members of the Organization by typing “@“ and the name of the member.
- Visibility: A Task can be set up with Public or Private visibility. Each created Task is by default of public visibility to all members of the Organization. Guest users will only be able to see it if the Task belongs to the Project for which they are invited. A private Task, on the other hand, is visible only to the Responsible user and to the users mentioned in the Task description.
- Priority: It is always good to define which activities should be closed before others. However, priority should not be confused with importance. This, unlike the priority, defines whether an activity has a strong impact on the goal and does not outline that it must be closed as soon as possible. The priority instead defines whether the Task should be closed as soon as possible, therefore it can be Normal or Urgent. Each created Task has Normal priority by default. If it is set as Urgent instead, you will see a yellow icon with an exclamation point.
- Tags: Create custom tags and use them to categorize Tasks. In the Kanban view of Activities you can also manage Tasks by tag. Coming soon: we are also developing tags for Projects, Contacts, Companies and Tickets.
- Attachments: It is possible to attach files to the Task. Organizations with Free package have up to 100MB of online space to upload files to attach. With the Premium packages, on the other hand, it is possible to extend the online space or connect Mokapen to your cloud storage account (for example, Google Drive or Dropbox) to attach files directly from the user's cloud. You can see the details of your organization's plan on the information page.
- Checklist: A Task can contain a list of actions to be performed to complete it.
- Connections: A Task can be connected to Contacts and Companies in order to keep track of activities related to a customer or partner. In this way, by opening the contact card, you can see all the activities connected to it.
When a Task is transformed into a Project, all of its Checklist actions become Tasks.
Access your Tasks via your Activities page.
Checklist
The Checklist is a list of actions that can be contained in a Task. Precisely because they are "micro-actions", they are characterized by:
- Title: The title of the actions to be completed.
- Status: Open or closed.
- Position: Actions can be moved up or down to prioritize.
When you close a Checklist action, the Task Progress bar advances to show the progress of the Task. This makes it easy to monitor how close you are to Task completion!
When a Task is transformed into a Project, all of its Checklist actions become Tasks.
Project
A Project is an initiative, a set of actions, generally called "Tasks", which must be consistent with each other, organized, programmed over time and clearly allocated to people, the typical "who does what and when".
Projects can also be grouped by Workarea, categories that can be created. On this page you will find in detail how to manage the Workarea.
Create a Project
A Project is characterized by values that can be set:
- Duration: beginning and end. Defining a deadline is important, otherwise an activity is continually postponed.
- Workarea: if Workarea has been created, the Project can be linked to one of them so that it can be seen together with the other Projects under the same Workarea. On this page you will find in detail how to manage the Workarea.
- Responsible: who has the responsibility of completing the Project. You always need a point of reference, someone who is the one who is responsible for completing the activity.
- Stakeholders: the other members collaborating in the Project. Usually the stakeholders represent a second level of responsibility, as they collaborate with the owner to complete the Project.
- Description: It contains all the useful information for the Project and it is also possible to mention other members of the Organization by typing “@“ and the name of the member.
- Visibility: A Project can be set up with Public or Private visibility. Each project created is by default of public visibility to all members of the Organization. Guest users will only be able to see it if invited to the Project. A private Project, on the other hand, is visible only to the Responsible user, Collaborators and users mentioned in the Project description.
- Priority: It is always good to define which activities should be closed before others. However, priority should not be confused with importance. This, unlike the priority, defines whether an activity has a strong impact on the goal and does not outline that it must be closed as soon as possible. The priority instead defines whether the Project must be closed as soon as possible, consequently it can be Low, Medium or High. Each project created has a medium priority by default, but you can always change it as needed.
- Attachments: It is possible to attach files to the Project. Organizations with Free package have up to 100MB of online space to upload files to attach. With the Premium packages, on the other hand, it is possible to extend the online space or connect Mokapen to your cloud storage account (for example, Google Drive or Dropbox) to attach files directly from the user's cloud. You can see the details of your organization's plan on the information page.
- Tasks: A Project may contain Tasks to be performed to complete it. It is therefore possible to view and manage them also through the Project tab.
- Connections: A Project can be connected to Contacts and Companies in order to keep track of activities related to a customer or partner. In this way, by opening the contact card, you can see all the activities connected to it.
When a Project is transformed into a Task, all its Tasks become Checklist actions.
Access your Projects via your Activities page.
Workarea
Workarea are categories used to group Projects. Workarea can be created to define macro projects, business functions (e.g., Marketing, Sales, Logistics) or other groups that may be useful to you, via the Workarea page.
When creating or modifying a Project, you can then select an existing Workarea to associate the Project with the Workarea. On the Kanban Activities page and on the Activity Report page, you can group Projects by Workarea.
