AURA

Tasks: due dates, reminders, assignees, checklists and files

A task card holds the result, the dates and what the team agreed. A day and an hour before the due date, Aura reminds you of an unfinished task. A task can be linked to a project even if the task list itself is shared.

Learn more: Help · Features.

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Fill in the card

  1. Open the «Tasks» page (the icon in the header) or the «Preparation» step of a project and its «Tasks» card, and click «+ Task». While no project is chosen and no list is open on the studio's page, the short «New task» window opens with the fields «What to do *», «Deadline» and «Task list»: «Create» → «Add a task» opens the same window. In a project and in an open list the full window with all the fields opens. «+ Add» under a column creates a task right in that column, and a click on a day in «Calendar» creates a task with that due date. In the full window, when you create from the shared overview, choose the «Task list».
  2. Enter the «Task name» and a description of the result. In the «Project» field, choose a project you can edit or «Without project».
  3. Choose the «Assignee» from the members of this task list. If the person is not in the list, the owner invites them first and the person accepts the invitation.
  4. Set the «Deadline», the priority «Normal» or «High», and, if needed, «Work starts» and «Work ends». Times are shown in your device's time zone. In the «Deadline reminder» field, choose when to be reminded about the task.
  5. Add items to the «Checklist» and useful addresses to «Materials and links». Click «Save»; then open the saved task to discuss it and upload files.

Due date reminders

  1. By default, a task with a due date has two reminders: a day and an hour before the deadline. In the «Deadline reminder» field you can choose «Only a day before», «Only an hour before» or «No reminders».
  2. The deadline is counted from «Work ends» if it is set. If the task has only a date in the «Deadline» field, the deadline falls at 18:00 that day in the time zone of whoever set it: the day-before reminder arrives at 18:00 the previous day, and the hour-before one at 17:00.
  3. The assignee gets the reminder. If no assignee is set, the task's author gets it, and if the author is no longer on the board, the board owner does. The email goes to the account's address. A Telegram message arrives if the bot is connected in the profile.
  4. The reminder shows the task name, the board, the deadline and a link that opens the task card. The project is named if you have access to it: a member invited only to the board does not see the project name.
  • Each reminder arrives once. If the task is already in the «Ready» column, there are no reminders. If you move it back into work, reminders whose time has already passed will not arrive. Tasks of an archived or deleted project send no reminders.
  • If you move the deadline, the reminders come again relative to the new deadline. A reminder whose time had already passed when you set the deadline is not sent: for example, with a deadline in 40 minutes there will be neither a day-before nor an hour-before reminder.
  • An unfinished task whose due time has come (the end time or 18:00 of the due day) is marked with a red stripe on the card and lands in the «Overdue» group of the «List» view, and its due date says «Overdue».

Track progress

  1. In the «By status» view move a card to the «To do», «In progress», «In review» or «Ready» column; the number next to the column name shows how many tasks it holds. The status is also changed with «⋯» on the card: the «Move to…» line with the name of the status. A task is moved the same way in the «List» view and on a phone. «Ready» shows the three tasks finished last, and «Show more» opens the rest.
  2. The card says it in words: the deadline («Today, 18:00», «Tomorrow», a weekday or a date; an overdue task says «Overdue»), where the task came from («From the floor plan», «Presentation» or «From a template», if it has a link to a plan or a presentation or came from a template), the assignee or «No assignee», the reminder («reminder an hour before»), the checklist («checklist 1 of 3») and the number of comments.
  3. The «Calendar» shows a month, a week or a single day: the «Month / Week / Day» switch, the arrows and «Today». A task with a deadline sits on its due day, work with a start and an end takes up all its days, and the start time is written before the name; the «Day» view shows the working hours, for example «09:00–12:30». An overdue task is marked «!», and the current day is labeled «today». Click a day to create a task due that day. On a phone, the calendar reads as a list by day with a «+ Task for this day» button, and an empty month has «+ Task». Tasks without dates are below the calendar in the «No date» block. Clicking a task opens its card.
  4. In «Discussion», write what was agreed and click «Send». To attach something, use «Attach file»; clicking the name downloads the file.
  5. A task with a date can be marked done right on the studio home page, in the «Today and soon» block: the checkmark closes it in the task list. If the list is open to you only for viewing, the checkmark is not available.

Access and limits

  • The owner and the editors of a task list can add and change tasks, checklists, comments and files. A reader views the cards and downloads the attachments open to them: above the list they see «You can view the tasks but not change them. To change them, ask the list owner.», and «+ Task», «⋯» on the cards and dragging are hidden.
  • JPG, PNG, WebP, PDF, DOCX, XLSX, PPTX, TXT, CSV and ZIP are allowed: up to 10 MB per file, 30 files per task and 100 MB per task list. An editor deletes their own files, and the owner can delete any.
  • A checklist holds up to 100 items, and a card up to 30 links. A link to a document or a visualization does not grant rights to that material: access is set up separately.
  • If a colleague has already changed the task, saving will not overwrite their edits. Copy the text you need, load the current version and repeat your changes. If a colleague was faster while you were moving a card, the page says «A colleague just changed this task. We are showing the latest version, so please make your edit again.» and refreshes the list. An existing task cannot be moved to another list through the «Task list» field.
  • The «Tasks» page is opened by the icon with a counter in the header (at the top right on a phone).
  • If you have the directions turned on, tasks are shared by «Design», «Production» and «Floristry»: in «Production» the tasks of orders come first, and «By orders» removes that filter.

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