Tasks

Build your to-do lists and plan each step of your projects.

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Adding a Task

  • Click the Task button (the checkmark icon) on the Power.ME Toolbar.*
  • Enter any details about the task on the Task Details window that appears. Only the task’s name is required information, but there are all sorts of options you can customize to help you better organize your tasks. See the task options below to learn more.
  • Once you’ve included all the information you want, click the Save button in the lower right corner of the screen.
*If you are currently viewing the contents of a project or folder, when you create a new task it will automatically be assigned to the project or folder Power.ME has open. You can change this by clicking on the Project field. (See “Organizing a Task into a Project/Folder” below for more information.)

Adding a Task by Email

You can add tasks to your Power.ME account by sending an email to your own Power.ME email address, which is unique to your account. You can find this email address on the Power.ME Web App in the drop down menu under your account name.

  • To create a task from an email, draft or forward an email with no attachments.
  • Add a subject to your email. The subject line of the email will become the name of the task.
  • Any text you type within the email will be added to the notes section of the task.
  • To find your new task, open your Power.ME Inbox.

Deleting a Task

There are a two ways of removing a task from your Task List:

  • Click on the task’s cell (not its icon), then click the Delete button in the lower right corner of the Task Details window. The task will move to your Trash.
  • Mark the task as completed (see “Changing a Task’s Status” below). The task will move to your Completed List. If you don’t want completed tasks to be removed from your Task List, you’ll have to change the default settings (see “Viewing Completed Tasks in Your Task List”).
Deleted items are stored in your Trash until you destroy them or empty the Trash. Should you need to restore a task, go to the Trash, click the task you want to restore, and select Restore from the options that appear.

Attaching a Filter to a Task

You can use filters to organize tasks by the place or person you need to get the task done. For example, tasks with a “Boss” filter could be tasks you need to do with your boss; “Computer” tasks could be those you need your desktop or laptop to complete.

  • To attach a filter to a task, add a new task or click an existing one to open the Task Details window (when trying to view a task’s details, click on its cell, not on its icon).
  • Click the Task Filter field.
  • Click the empty square icon next to all the filters you want to attach to the task.* (Multiple filters can be attached to the same task.) When a filter is attached to a task, a checkmark appears in the icon next to it.
  • When you have made your selections, click the Done button (at the bottom of the Select Filter window) and either continue editing task details or click Save (in the lower right corner of the screen).
*If you want to attach a filter you have not yet created, you can click “Create New Filter” in the lower right corner of the Select Filter window. Type in the filter name in the Filter Name field, then click Save. Then click the Task Filter field again and attach the filter.

Removing a Filter from a Task

  • To remove a filter from a task, click the task’s cell (not its icon) to open the Task Details window.
  • Click the Task Filter field.
  • Click the checkmark icon next to all the filters you want to remove from the task. When a task is removed, the checkmark will disappear.
  • When you have removed the filters you wanted to remove, click the Done button (at the bottom of the Select Filter window) and either continue editing task details or click Save (in the lower right corner of the screen).

Organizing a Task into a Project/Folder

Organize your tasks into projects and folders so you can make sure you’re getting everything done efficiently.

  • Either add a new task or click an existing one to open the Task Details window.
  • Click on the Project field.
  • A panel, titled Select Project, will appear on the left and list your projects and folders. Click on the project you want. (If you later decide to make remove the task from the project, click None at the bottom of the selection list.) By default, projects and folders are organized by title, first by their root project or folder and then by sub-projects and folders. If you can’t see the project you want, or want to find it faster, click on the Search field at the top of the list on the left and type in the name of the project/folder you want.*
  • After you’ve clicked the project you want, you can either continue editing task details or click Save (in the lower right corner of the screen).
*You can also streamline what you’re viewing by clicking Shared or Mine right under the search bar. These will limit the projects and folders to either those that you and others have shared with each other or items you have shared with no one.

Changing a Task’s Status

A task’s status refers to where it is in terms of completion. Depending on your settings, possible statuses are None, Assigned, Accepted, Declined, In Progress, On Hold, Canceled, Ready for Review, and Completed. Most of these options are for letting your team members know where the task is and where it’s going. You can change the task’s status from the Task Details window or from any list that contains the task, but the options available are a little different for each method. From Task Details

  • Add a new task or click an existing one to open the Task Details window.
  • Click the Status field.
  • Click the status you want to assign to the task. You can set the status to be any of the available options.
  • Either continue editing task details or click Save (in the lower right corner of the screen).
From a List
  • Click the empty square icon next to the task. If you are using the default settings*, this will change the task’s status from None to Complete if it’s a task you created (and the icon will have a blue checkmark in it). If someone else created the task and assigned it to you, it will change the task’s status from Assigned to Ready for Review (and the icon will have a white checkmark in it). (See “Reviewing a Task” below to learn more.)
*You can change this setting by clicking on the Settings button of the Power.ME Toolbar and finding the Show Tasks as In Progress field. If you change the selection from No to Yes and then submit your changes, clicking on a task’s icon once will change its status to In Progress (and the icon will have a blue circle in it). Clicking it a second time will change it to Complete or Ready for Review.

Setting a Task’s Priority Level

Priority levels provide another way for you to organize your tasks and keep yourself on track.

  • To set a task’s priority level, add a new task or click an existing one to open the Task Details window.
  • Click the Priority field.
  • The priority options are None, Low, Medium, High, and Urgent. Click the appropriate priority level for the task. In your Task List, the task’s cell background color will change according to its priority level (low priority items = light gray; medium = green; high = yellow; urgent = red). The task will also appear in your Priority List.
  • Either continue editing task details or click Save (in the lower right corner of the screen).

Setting a Start Date/Due Date for a Task

Setting start dates and due dates allows you to set reminders for tasks and manage the timeframe of your workflow.

  • To set a start date/due date, add a new task or click an existing one to open the Task Details window.
  • Click on the Start Date or Due Date field.
  • Click your desired calendar date (you can navigate through the months by clicking the forward and back arrows at the top of the calendar window).
  • If you want to set a time, click the checkbox to the left of “Select a time” at the bottom of the Calendar window.
  • Then click the hour, minute, and AM/PM boxes in turn and select the time you want by clicking the right numbers.
  • Click Done (in the lower right corner of the Calendar window) and either continue editing task details or click Save (in the lower right corner of the screen).

Removing a Start Date/Due Date for a Task

  • If you want to remove a task’s start date or due date, click on that task to open the Task Details window.
  • Click the gray X button on the right-hand side of the Start Date or Due Date field. The Start Date or Due Date will disappear.
  • Either continue editing task details or click Save (in the lower right corner of the screen).

Setting a Reminder for a Task

NOTE: Before you can set a reminder for a task, you must give that task a due date.

  • To set a reminder for a task, add a new task or click an existing one to open the Task Details window.
  • Click the Reminder field.
  • Click the best option for how far in advance you want to be reminded of the task. Options are available in terms of minutes, hours, days, weeks and months.
  • Once you’ve chosen your reminder time, either continue editing task details or click Save (in the lower right corner of the screen).

Repeating a Task

NOTE: Before you can set a repeating schedule for a task, you must give that task a due date.

  • To repeat a task, add a new task or click an existing one to open the Task Details window.
  • Click the Repeat field.
  • Click the option that suits your task (Does not repeat, Daily, Weekly, Biweekly, Monthly, or Yearly).
  • After you’ve clicked the option you want, either continue editing task details or click Save (in the lower right corner of the screen).

Assigning a Task

Assigning tasks to your team members allows you to delegate tasks and stay notified on and review a task’s status. NOTE: Though you can always receive tasks from others once you have a registered Power.ME account, to assign a task you must be a subscribed Power.ME Sync & Share user.

  • Either add a new task or click an existing one to open the Task Details window.
  • Click the Assign To field.
  • Type your team member’s email* into the field at the top of the Assign Task To window and click the plus sign (+) on the right to add it. Continue doing this until you’ve added the addresses of everyone you want to assign the task to. You can also choose recipients by clicking the Add from Contacts button in the lower right corner of the window. A list of people you have previously assigned tasks to will appear. Click the blue plus sign (+) to the right of your team members’ names to add them to the assignment.
  • Click Done (in the lower right corner of the window) and either continue editing task details or click Save (in the lower right corner of the screen).
*You can assign tasks to team members who do not have Power.ME. Their assigned tasks will be emailed to them. If you’re wondering what a non-registered Power.ME user sees when assigned a task, see our Sharing Tasks with Non-Users page.

Removing a Task Assignment

  • To remove a team member from a task assignment, click the task cell to open the Task Details window.
  • Click the Assign To field.
  • Click the red X to the right of the name of the team member(s) you want to remove.
  • Click Done (in the lower right corner of the window) and either continue editing task details or click Save (in the lower right corner of the screen).

Adding Notes to a Task

Adding notes can help you and your team members stay on the same page when it comes to collaborative tasks.

  • To add a note to a task, either add a new task or click an existing one to open the Task Details window.
  • Click the Notes space—the lined yellow field—and start typing.
  • When you’re finished, either continue editing task details or click Save (in the lower right corner of the screen).

Commenting on a Task

When a task is assigned to you, you can’t edit its Notes, but that doesn’t mean you can’t add collaborative thoughts to it. Every task, project and folder has a comment area where all team members can voice their thoughts.

  • Click on the shared task to open the Task Details window.
  • Scroll down below the Notes field. Just underneath it is a white field that says, “Write comment here . . .” This is the comment field.
  • Click the comment field and start typing.
  • To publish your comment, click the blue plus sign (+) on the right-hand side of the comment field. Then either continue editing task details or click Save (in the lower right corner of the screen).
To delete a comment, hover over the comment’s cell. A red X button will appear on the right-hand side of the comment field. Click it and confirm your choice by clicking Yes, and your comment will be deleted.

Reviewing a Task

Reviewing a task follows the same steps as marking a task as complete. The only difference is that it can only happen when one of your team members tries to mark a task you assigned to them as complete. They can only mark a task as ready for review (when a task is ready for review, a white checkmark appears in its checkbox).

  • To review a task you have assigned to someone else, look at the task in your list view.
  • If the task has been completed, click the tasks checkbox icon. The white checkmark will turn blue and the task will be marked as complete. This status change will appear in your team members Power.ME as well.

Viewing Completed Tasks in Your Task List

  • To change the default settings (which move remove completed tasks from your task list and store them in the Completed section of the Home Menu), click the Settings button on the Power.ME Toolbar.
  • Find to the option for Completed Tasks.
  • Click the Show toggle option.
  • Either continue editing your settings or click Save in the lower right corner of the Settings window.

Changing the Order of Tasks in the Task List

You may choose to change the automatic alphabetical order of the tasks in your Task List.

  • Click Tasks on the Home Menu.
  • From the Task List, click the Actions button in the upper right corner of the screen.
  • Click Change Order on the menu that appears.
  • A three-lined icon will appear on the right-hand side of the tasks’ cells. Click and hold the icon of the item you want to move. This lets you “grab” it.
  • Drag the task up or down into the position you want it in. Continue re-ordering tasks until you have your ideal order. (You can only move tasks within the project/folder divisions they’re already organized into.)
  • When you’re finished, click Done (in the upper right corner of the screen).


Go to the Filters portion of the User Guide

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