Use Case — Tasks

Introduction

At SwitchBase, Tasks are a lightweight approach for To Do lists.

Tasks also act as an individual's weekly updates — transparently outlining what they are working on, what they've accomplished, and what they are doing next.

Let's look at the above Dashboard:

  • A. An Event Controller widget is used to filter upcoming weeks
  • B. Tasks can be Filtered to focus on individuals
    • In this example, we've segmented Karl's Tasks
  • C. Using a Swimlane Board widget, team members slide their tasks → between To Do, In Progress, and Closed
  • D. To create new Tasks, click the +Orange button!

Find Your Name Fast!

When entering yourself as the Owner of a Task, simply enter a few letters. Your name to appear quickly, even in a long list of Users. (No need to scroll forever, and ever, and ever.)

Task Dashboards for a Team

Teams at SwitchBase can also create separate Dashboards to examine Group Tasks in their own unique way → ex. Eng Tasks for the Engineering Team. There is also a unique Engineering Form for their Tasks. (Notice the Tabs across the top. The 'My Tasks' tab shows just the Tasks assigned to an individual engineer, tied to their login name.)

Are Tasks for you and your team?

  • Tasks foster transparency, encourage collaboration, and help teams stay aligned
  • If you want to set up Tasks for your team, let us know and we'll help!
  • There are no extra fees! In fact, our motto is "Try stuff!"
    • If you think of a new Use Case, let's build it together, and share the results with the SwitchBase community!

How the SwitchBase Team enters Tasks

SwitchBase provides team members with a Task Form and an associated Dashboard where they enter, update, and share their Tasks.

To enter Tasks, team members will:

  1. Open the Tasks Dashboard

  2. Click the +Orange Create Records icon

  3. Select Tasks → from the Forms list

  4. Pick Create Blank → or select a Shortcut name

    • Team members can request a Shortcut, which speeds Task creation along

  5. Fill in the Fields. For example, in the Summary and Description Fields, enter →

    • What you're working on
    • What’s next
    • Things to remember
    • Whatever you find helpful!

  6. Save by clicking Create → or tap the + button to Create & Start Another Task

Update & Delete Existing Tasks

  1. Slide to update your Task's status → ex. To Do > In Progress > Closed-Won't Do > Closed-Done

  2. Click any Task in your Records Table → and open the Edit Record view

  3. Edit the Summaries or Due Dates → or any other Fields → and click Save

  4. Add a Priority if you like → ex. High, Mid, Low

  5. Link to a Related Record → ex. Customer Related Tasks

  6. Add Attachments

  7. View the Record's Metadata

  8. Click Comments to add an idea to a Task

    • ex. Team members or Managers may add comments

  9. Select the X → to Close an open Task

Delete Tasks

To delete a Task:

  1. Select any Task → from the Records Table

  2. Click the Ellipsis (...) in the Edit Record view

  3. Pick Delete Record

  4. Click the red Delete button to confirm the deletion

Why can't I delete a Task?

  • You may be restricted from deleting Records (even personal Tasks) for two main reasons:

    • Your Role Permissions: Your User Role may not include the ability to delete Tasks
    • Best Practice: Deletion is often limited to managers/admins to prevent the accidental or malicious removal of sensitive data
    • What to Do: If the Ellipsis ... → Delete Record option is missing, consult your supervisor

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Forward Unfinished Tasks Ahead a Week

Don't rewrite an unfinished Task — just move it forward a week!

  1. Click any Task in your Records Table → and open its Edit Record view

  2. Click the Date field → and forward the Task from one week to the next

  3. This update will appear automatically in the Records Table

Use Shortcuts!

Shortcuts are customized, pre-populated sub-forms. With Shortcuts, you can set default Values and hide unnecessary Fields.

  • Open Shortcuts from the menus following a Form selection

    • For example, Shortcuts for Tasks can include the names of the Team Members → ex. Scott, Benji, Trever, etc.
    • Create as many Shortcuts as you need!

Expand Tasks to a Full Browser Tab

Expand the Task to a full browser tab for easier editing. The Record will open in its own dedicated tab that you can leave open and return to as needed.

To do so:

  1. Click the Expand icon

  2. Edit your Task in the expanded full Tab view

  3. Click X to close the Tab

Add a Comment

Each Comment becomes part of the Record Metadata section, appearing next to the Activity Log. While the Activity Log is generated automatically by the SwitchBase platform, Comments are left in your hands.

Simply tap to switch between the Comments (left tab) and your Activity Log (right tab).

To add a comment to a Task:

  1. Click Comments

  2. Type away!

  3. Click the Comment button

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Use Case — Tasks