Work Management

Tasks

Create, assign, organize, discuss, and complete operational work across task lists, project tabs, the dashboard, and the calendar.

Tasks

Tasks are the smallest work unit in Einblick. A task has a title, status, optional deadline, optional project, optional category, one or more responsible users, a rich text description, file attachments, optional source-email context, and a comment thread on the detail page.

Where tasks appear

  • Open Tasks for the main task workspace.
  • Open a project tab at Project tasks to work on tasks in project context. See Projects docs.
  • Open the task detail page from any table, grid card, or kanban card.
  • Tasks assigned to you also appear in the dashboard widget My open tasks. See Dashboard docs.
  • Tasks with a deadline also appear in Calendar. See Calendar docs.

Create tasks

You can create tasks from several places:

  • From Tasks.
  • From a project task tab. The project is prefilled and read-only there.
  • From the calendar context menu. The clicked date is prefilled as the deadline.
  • From a kanban column. The clicked column prefills either the status or the category.

The create dialog uses these fields:

  • Title is required.
  • Status defaults to open. Available statuses are draft, open, done, and archived.
  • Deadline is optional.
  • Responsible users supports multiple assignees. New tasks default to the current user if no assignee is set yet.
  • Project is optional. See Projects docs.
  • Category is optional and can be created directly from the form.
  • Description is rich text.
  • Attachments can be uploaded during creation.

Each task gets its own attachment folder in Files. Files uploaded during task creation are moved into that folder automatically. See Files docs.

Task detail

Open a task to get the full detail view:

  • Change the status inline.
  • See the deadline, assignees, and linked project.
  • Upload, drag in, download, or delete attachments from the task folder in the sidebar.
  • Edit the rich text description.
  • Read and post comments on the task conversation thread, including file attachments and @mentions.
  • For email-created tasks, review the source email metadata and message text, copy the email content, and see related contacts or organizations detected from the same message.

The description is stored as an embedded page and is created automatically when needed, so older tasks without a description page still open correctly. Comments stay on the task detail page. Mentioned users receive mention notifications directly, and assigned users other than the author still receive a task comment notification when a new comment is posted.

Categories

Task categories are separate records with a title, color, and sort order.

  • Create a category from the task form.
  • Edit category names inline in category-based kanban.
  • Change category colors from kanban.
  • Reorder categories in kanban options.
  • Delete a category without deleting its tasks. Existing tasks are simply unlinked from that category.

Views and day-to-day work

The task workspace supports three views:

  • Table for search, filtering, bulk actions, and inline status/category editing.
  • Grid for card-based browsing.
  • Kanban for drag-and-drop planning.
  • Table rows, grid cards, and kanban cards show a comment indicator when a task already has discussion and a mail indicator when it has a source email.

Table filters currently cover:

  • status
  • deadline
  • project
  • responsible users

Kanban is the default view. You can:

  • group columns by status or category
  • hide columns
  • reorder columns
  • drag tasks within a column to change sort order
  • drag tasks across columns to change status or category

In project context, the project filter is hidden because the project is already fixed.

Assignment, notifications, and dashboard

Assigning a user to a task sends a task assignment notification. The same applies when assignees are changed in the edit form. New task comments notify assigned users other than the author. Open tasks send a task deadline reminder to assignees on the deadline day. Overdue tasks are summarized in the daily digest instead of sending a separate reminder every morning.

Task-related notification settings are split across:

See Notifications docs, Settings docs, and System Settings docs.

The dashboard widget My open tasks only shows tasks assigned to the current user with status open.

Deadlines and calendar sync

If a task has a deadline:

  • it appears in Calendar
  • it can be created directly from calendar
  • it can sync to Google Calendar as an all-day entry
  • assignees can receive a task.deadline notification on the deadline day
  • overdue tasks can still appear in the account-scoped daily digest

Google Calendar sync is user-specific. A user must connect a Google account in Settings → Connections and enable task sync for that account.

Removing the deadline removes existing synced Google Calendar entries.

See Calendar docs and Integrations docs.

Email-to-task workflow

Tasks can also be created from incoming email.

  • An email account in System Settings → Integrations can scan incoming IMAP mail for task requests.
  • When a message is detected as a task, Einblick creates an open task with a title, an optional extracted deadline, a task folder, and a stored reference to the source email.
  • If the message clearly matches one active project, Einblick links that project automatically. It scores project title mentions, sender domains, linked contacts, and organization matches, and skips ambiguous matches.
  • Optional AI task analysis can refine the extracted title and deadline.
  • The task detail page shows the source email fields and body. Participant links from that email can also surface related contacts and organizations in the sidebar.

Email-created tasks are not automatically assigned to users or categories. Project links can be inferred only when the match is unambiguous, so these tasks usually still need a quick review after creation.

See Integrations docs.

Archive and delete

  • Archiving sets the task status to archived.
  • Deleting removes the task, its assignee links, its attachment folder, and all synced Google Calendar entries.
  • Bulk actions from the table support archive and delete.

Current behavior to know

  • Tasks are flat. There is no separate subtask or checklist model in the current task feature.
  • The task workspace supports import and export from the header actions.
  • Imports accept CSV, XLSX, XLS, and JSON, guide you through column mapping, and run a dry-run validation before writing tasks.
  • Exports respect the current filters and let you choose format, fields, field order, and related data.
  • For the shared workflow across supported features, see Importing and Exporting Data.