Smart subtasks with deadlines

The new smart subtasks are not only the checklist to tick the parts of the task anymore. Subtasks are now enriched with deadlines and discussion.

They are shown in the Calendar and Dashboard, and you can include them in your reports. You can also change the hierarchy of smart subtask.

Why use subtasks?

Subtasks are suitable in the following cases: 

• You do not want to forget anything within the task.
• The task has a 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 assignee about the upcoming due date.
• If you want to use the subtasks later again within different projects – you can create a template. 
• In case you want to assign a task to more users.

How to create a 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.

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. Enter the subtask names (one line = one subtask). You can assign all of them to one user. You can set one deadline for all of the subtasks. Confirm via Add subtasks. 

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

Task detail with other data

You can create one smart subtask with all details – assignment, assignee, 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, assignee, 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 subtask features

• Assignee and deadline
• Discussion
• Labels
• Priorities
• Setup reminder
• Reports
• Share via a public link
• Subtasks as checklist

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

Subtask Reminder

Do you want to continue with the subtask later? The reminder can be set in the right menu via Reminder… Then choose one of the offered options or My own and set it up to your needs.

How to delete a subtask

There are three ways how to delete a subtask.

First, click the bin icon Delete in the task detail on the right. The second way is in the subtask detail via Delete in the menu on the right.

The last option can delete all subtasks in bulk via the three-dot menu > Delete all subtasks. 

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.

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 left.

Search via a public link

This feature is useful when you have a part of a subtask for someone, who doesn’t use Freelo. Inside a subtask, you can write all important details, add files, set up due dates, etc., and share the whole subtask’s detail via a 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 the smart subtasks, you can have another list of subtasks. These are just simple checklists without added features. You can only assign a user or edit the name.

In the parent task detail, there is a blue round icon in case, there are other subtasks in the smart subtask. There is also visible a graph with the number of subtasks and their fulfillment.

How to assign a user

Assign a particular subtask to the user so the team can cooperate. Set up the assignee via the figure icon on the left from the subtask’s name.

Do you need to split the work for more users? Subtasks can help you with that as well. Easily type in the names of your colleagues as solvers and simultaneously assign the subtask(s) to multiple users at the same time.

Multiple subtask assignment

Do you have a list of subtasks that will be worked on by one person? On the detail of the task, you can assign the subtasks to one user in bulk when adding subtasks.

Click the green button Add subtasks and type subtasks for one assignee. In the section Who is the subtask working on choose a user for all entered subtasks.

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 a due date or discussion. It is just a checklist.

In the detail of the superior task, you can see the round icon with a graph. That indicates there are other 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 a floating due date from – to.

To set a due date you can use the 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.

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 text color, highlight it and make your comment more readable. Also add a bullet list, numeration, or quotation.

Always click the green button Save to make the comment public.

Next to the Save button is an 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 the 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 a yellow background.

You can set up filters on the left side of the Dashboard. There you can choose tasks assigned to you or another user and many more options.

How to hide subtasks 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 the 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 way as you do it with tasks. Statements in smart subtasks are summed in the task where the subtasks belong.

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 for using the timesheet tab.

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

How to add a 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 the subtask detail and press the play icon on the left from the subtask name.  The play button icon turns red.

List of subtasks

Subtask can have a checklist with the assignees. 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 users.

Subtask notification

If you are assigned to 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 e-mail notifications for subtasks.

Go to your profile via the avatar in the top right corner) > Settings > E-mail Notifications and activate the checkbox „Send me an e-mail as soon as someone assigns me a sub/task.”