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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 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.
Task with subtask assigned to user and deadline.
Task with subtask assigned to user and deadline.

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.

Adding 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.

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

Task detail

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. 

How to add multiple subtasks.
How to add multiple subtasks.

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 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.

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

Smart subtasks features

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.

Subtask Reminder

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

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. 

How to delete subtasks in bulk and separately.
How to delete subtasks in bulk and separately.

Labels

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.

How to add label to a subtask.
How to add label to a subtask.
Subtask with label on Dashboard.
Subtask with label on Dashboard.

Priority

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. 

How to add priority to a subtask.
How to add priority to a subtask.

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.

Use Search to find a smart subtask.
Use Search to find a smart subtask.

The breadcrumb navigation is available in the section Time tracking as well.

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 Shave via public link… and generate the address. You can send it to anyone you need.

Example how to share subtask detail outside Freelo.
Example how to share subtask detail outside Freelo.

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.

Example of a checklist in smart subtask Share on social media.
Example of a checklist in smart subtask Share on social media.

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.

Example or a smart subtask with checklist.
Example or a smart subtask with checklist.

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.

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

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.

Assign a solver to multiple subtasks at once.
Assign a solver to multiple subtasks at once.
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.

Subtask checklist

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.

Example of a smart subtask with checklist.
Example of a smart subtask with 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.

Task detail with list of smart subtasks. Subtask Share on social media has another checklist.
Task detail with list of smart subtasks. Subtask Share on social media has another checklist.

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.

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.

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 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.”

Go to a section Instant e-mail notifications and turn on the alert.
Go to a section Instant e-mail notifications and turn on the alert.
Updated on 14.9.2021

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