The new smart subtasks are not only the checklist to tick the partial parts anymore. Subtasks are enriched with deadlines and discussion. They are shown in the Calendar and Dashboard and it is possible to report them.
Why use subtasks?
Subtasks are suitable in following cases:
- You do not want to forget anything within the task.
- The task has process where you want to ensure the proper completion of all its parts.
- Set a due date for each part separately, and Freelo will remind the solver about the upcoming due date.
- You want to use the subtasks later again within different projects – you create a template.
- In case you want to assign a task to more users.
How to create subtask
You can create a new subtask when adding a new task or add a subtask to an already existing task in Freelo.
Add a new subtask
This is how you can create multiple subtasks when adding a new task. Just add a list of activities. Confirm via Save.
In case you have an existing task in Freelo and want to add a list of subtasks, click the task name and go to the detail of the task.
Click the green button Add subtasks. Write subtask’s names (one line = one subtask). You can assign all of them to one solver. You can set one deadline for all of the subtasks. Confirm via Add subtasks.
Also, you can assign the solver and change the deadline to an already existing subtask.
Task detail with other data
You can create one smart subtask with all details – assignment, solver, deadline, priority, labels etc. Click the green arrow icon next to Add subtasks button on task detail > Add smart subtask.
In the form it is necessary to fill in the subtask name. Other details are not compulsory such as assignment, solver, due date, priority or labels.
Subtask detail and features
You already know the detail of the task with the discussion and other features. Go to the subtask detail via the navigation in the modal of the subtask and click Go to the subtask detail.
Smart subtasks features
- Solver and deadline
- Setup reminder
- Share via public link
- Subtasks as checklist
Do you want to continue with the subtask later? The reminder can be set in right menu via Reminder… Then choose one of the offered options or My own and set it up to your needs.
How to delete subtask
There are three ways how to delete a subtask.
First, click bin icon Delete in task detail on the right. Second is in subtask detail via Delete in right menu.
Last option can delete all subtasks in bulk via three-dot menu > Delete all subtasks.
For better categorization and filtering you can mark a subtask by the labels. Set the label via the subtask detail and click the label icon on the left.
You can set a priority to a subtask. There are three levels of priority – low, medium and high. It is the same as task priority. Set the priority via subtask detail and click the exclamation mark icon on the right.
You can look fo a subtask via Search in top right corner. In the subtask navigation you can see the project name, To-Do list and also the parent task.
The breadcrumb navigation is available in the section Time tracking as well.
Search via public link
This feature is useful when you have a part of a subtask for someone, who doesn’t use Freelo. In a subtask you can write all important details, add files, setup due date etc. and share the whole subtasks detail via secret link. Check how the public links work.
In the right menu in subtask detail click Share via public link… and generate the address. You can send it to anyone you need.
Checklist with subtasks
Within a smart subtasks you can have another list of subtasks. These are just a simple checklist without added features. You can only assign a solver or edit the name.
In parent task detail there is a blue round icon in case, there are another subtasks in the smart subtask. There is also visible a graph with number of subtasks and their fulfillment.
How to assign a solver
Assign particular subtask to solver so the team can cooperate. Set up the solver via the figure icon on the left from subtask’s name.
Do you need to split the work for more solvers? Subtasks are a great way. Type names of your colleagues as subtask’s name and assign them to more users.
Multiple subtask assignment
Do you have a list of subtasks that will solve one person? On the detail of the task, you can assign the subtasks to one solver in bulk when adding subtasks.
Click the green button Add subtasks and type subtasks for one solver. In the section Who solves the subtasks choose a solver for all entered subtasks.
Within the smart subtask you can have another checklist with subtasks. There are possible to assign to someone or edit them. There is no option for due date or discussion. It is just a checklist.
On detail of the superior task you can see the round icon with graph. That indicates there are another subtasks. It also helps you check the number of subtasks and the fulfillment.
How to set a deadline
1. On a task detail
To set a deadline click on the calendar icon. You can choose a fixed date and completion time or floating due date from – to.
To set a due date you can use keyboard shortcut mouse over the subtask + T.
2. On a subtask detail
Modal of the subtask (pop-up window with task details) appears via keyboard shortcut mouse over the subtask + Q. You can set the deadline for a subtask the same way as for a task – via the pen icon.
Open a subtask on its detail and start a discussion. You can add comments, files, or mention your colleagues. Moreover, you can change the text color, highlight it and make your comment more readable. Also add bullet list, numeration, or quotation.
Always click green button Save to public the comment.
Next to Save button is arrow icon where you have more options within the saving a comment. In one step you can save a comment and finish a subtask > Save & Complete task. Or you can set a reminder when saving a comment > Save & Remind.
Even though a subtask is completed you might need to reopen it. When a subtask is completed the feature changes to Save & Complete task.
Subtasks on Dashboard and in Calendar
Display subtasks on Dashboard
Subtasks are shown on the Dashboard same as tasks with breadcrumb navigation that shows the task where the subtask belongs. Subtasks have yellow background.
You can set up filters on the right side of the Dashboard. There you can choose tasks assigned to you or another solver and many more options.
How to hide subtask on Dashboard
Are you assigned too many subtasks? You can hide them on the Dashboard and see only tasks. For hiding subtasks, active box Hide subtasks.
Display subtasks in Calendar
In Calendar, there are shown subtasks with deadlines same way as tasks. To open the modal window with the detail of the subtask, click on its name.
How to report in subtasks
You can report time, hourly rate/cost, or add the financial statement manually the same ways as you do it with tasks. Statements in smart subtasks are summed in the task where the subtasks belong.
In the section Timesheets, subtasks are displayed separately – one line = one subtask’s statement.
How to add statement/track the time
You can report manually via the clock icon on the subtask detail. You can add comments, cost, or spent time and confirm by Save. It is not necessary to fill all details in.
To track the time, go to subtask detail and press the play icon on the left from subtask name. The play button icon turns red.
List of subtasks
Subtask can have a checklist with the solvers. It is not possible to set the deadline or add any details. It is mainly a checklist to tick, or you can use it to divide the responsibilities by more solvers.
If you are a solver of the subtask or you follow the subtask you get the notification in Freelo when there is a new comment or another new detail automatically. It works the same as the task notification.
When you are assigned to the subtask you receive the notifications as well. Or you can set up the e-mail notifications for subtask.
Go to your profile via the avatar in the top right corner) > Settings > E-mail Notifications and activate the checkbox „Send me e-mail as soon as someone assigns me a sub/task.”