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Smart subtasks with deadlines

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 for the 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.
  • You set a deadline for each partial part, and Freelo will remind the solver about the coming deadline
  • You want to use the subtasks later again within different projects – you create a template 
  • You want to assign a task to more users
Subtasks with due date and solver.
Subtasks with deadline and solver.

How to create subtask

You can create a new subtask when creating a new task, or add a subtask to an already existing task in Freelo.

Adding a new subtask

Adding a new subtask when a creating a new task
Adding a new subtask when a creating a new task

Detail of the task

In case you have an existing task in Freelo and want to add a list of subtasks, click on the task name that leads you to the detail of the task. Click on the green button Add subtasks. Then, write down the subtasks (one line = one subtask), and you can assign all of them to one solver. You can set one deadline for all of the subtasks. Then, click on Add subtasks. 

Animation of how to add subtasks on the subtask detail. 
Animation of how to add subtasks on the subtask detail.

Also, you can assign the solver and change the deadline to an already existing subtask.

TIP: Save yourself a few clicks.

You can add the subtasks on the task modal as well. To open the task modal you can use keyboard shortcut mouse over task + Q. 

Subtask detail and functions

You already know the detail of the task with the discussion and other functions. Go to the subtask detail via the navigation in the modal of the subtask and click on Go to the subtask detail.

Animation how to go to the subtask detail.
Animation how to go to the subtask detail.

What can subtasks do

  • Solvers and deadlines
  • Discussion
  • Labels
  • Priorities
  • Reports

Except all this, you can pin subtask to project, generate an e-mail for sending comments, see history of subtask changes, export its structure, start to follow it, or delete it.

Reminder for subtask

Do you want to continue with the subtask later? Set up the reminder in the top-right corner via Remind me. Then choose one of the offered options or choose My own and set it up to your needs.

How to set the reminder for a subtask.
How to set the reminder for a subtask.

How to delete subtask

There are two ways how to delete a subtask. First, click on Delete on the subtask detail in the right corner.

How to delete a subtask.
How to delete a subtask.

On the detail of the task, you can delete in bulk all subtasks via the three-dot menu > Delete all subtasks. Each subtask you can delete via the bin icon. When you place the mouse over the subtask, the bin icon will appear on the right.

How to delete subtasks in bulk
How to delete subtasks in bulk.

Labels

For better categorization and filtration you can mark a subtask by the labels. To set the label of the subtask go via the subtask detail and click on the label icon.

Animation how to mark subtasks with labels.
Animation how to mark subtasks with labels.
The subtask with the label on dashboard.
The subtask with the label on dashboard.

Priority

You can set priority to a subtask. There are three levels of priority – low, medium, and high. It is the same as task priority. To set the priority – go to the subtask detail and click on the exclamation mark icon on the right side.

How to set subtask priority.
How to set subtask priority.

How to assign a solver

Assign particular subtasks to solvers so the team can cooperate. Set up the solver via the figure icon on the left from the subtask’s name.

How to assign a solver.
How to assign a solver.

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.

How to assign task to more solvers.
How to assign task to more solvers.

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 on the green button Add subtasks and type subtasks for one solver. In the section Who solves the subtasks choose a solver for all typed subtasks.

Assign subtask to one solver in bulk.
How to assign subtask to one solver in bulk.
TIP: Set up solver and deadline in bulk📆

At this stage you can assign all the subtasks to one solver or set up the same deadline for all of them.

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.

How to set due date via calendar icon.
How to set deadline via calendar icon.

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.

How to set the due date on subtask detail.
How to set a deadline on subtask detail.

Discussion

Open a subtask on its detail and start a discussion. You can add comments, files, or mention your colleagues. Moreover, you can change the color, highlight the text and make your comment more readable. Also add bullet, numeration, or quotation.

How to add a comment to the subtask.
How to add a comment to the subtask.

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 on Dashboard.
Subtasks on Dashboard.

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. 

How to hide subtasks on Dashboard.
How to hide subtasks on Dashboard.

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.

Subtasks shown in calendar.
Subtasks shown in calendar.

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.

Statements in one subtask.
Statements in one subtask.
The same subtasks visible in task statements.
The same subtasks visible in task statements.

In the report section, Weekly and monthly are the statements shown summed in the task where the subtasks belong. Here you can find the options of using the timesheet tab.

In the section Timesheets, subtasks are displayed separately – one line = one subtask’s statement.

Timetracking over the task and work reports

Check the help, where you find more about the ways of timetracking and reporting the time in Freelo.

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.

How to report manually on subtasks.
How to report manually on subtasks.

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.

How to track the time spent on a subtask.
How to track the time spent on a subtask.

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.

List of subtasks as a checklist
List of subtasks as a checklist.

Subtask notification

If you are a solver of the subtask or you follow the subtask you got the notification in Freelo when there is a new comment or another new detail. The works the same as the task notification.

When you are assigned to the subtask you received the notification as well. Or you can set up the e-mail notifications for (sub)tasks.

Go to your profile Settings (via the avatar in the top right corner) > Settings > Email notifications and active the box „Send me an email as soon as someone assigns me a (sub) task.” 

Updated on 5.3.2021

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