Workast Help Center

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Quick start guide

Welcome to Workast!  This is a quick guide to show you how to being to use Workast.

Creating tasks

There are five ways to create tasks with Workast:

  1. Within Slack using the /todo command
  2. Within Slack using the task composer
  3. Creating a task from an existing Slack message
  4. Within the Workast web application
  5. Using the task creation shortcut key in Workast

Creating a task using the /todo command

  • In a channel or in a direct message, type /todo followed by the task details, including the name of the task, the assignee (if applicable) using the @ key, and the due date (if applicable).  For example - /todo order file folders @kay Thursday 10am
  • Press enter to create the task.  The task will now be created in the channel or conversations, and all participants of the channel can view the task.  As long as they have their notifications turned on, assignees will also get notified of the task in their Workast channel.  (Notifications on is the default setting.  To learn how to update your notification settings, click here.)

Creating a task using the task composer

To create a task in Slack using the task composer:

  • Type the command /todo in a Slack channel and hit enter.  The task composer pane will appear.
  • Click on the drop-down menu under Space and choose the space/channel for your task.  The task will be created in the default list in that space/channel.
  • Type the task title in the Summary line.
  • You can add a task description in the Description section.
  • Click the drop-down menu under "Assign to" to assign the task to a single user.  (You can edit the task after creation to add additional assignees.)
  • Enter a due date either by using the drop down menu or typing your due date and/or time in the due date field.  
  • Once you are finishing creating your task, click Create.

Creating a task from a Slack message

To create a task from an existing Slack message:

  • Mouse over to the right of the text, then click on the 3 horizontal dots ("more actions" button.)
  • Select "Create a Task"
  • A pop-up will appear, allowing you to create a task.  The Slack message will be the default task title, but can be edited.
  • You can also add a description, assign the task to a single team  member, and add a due date as applicable.  The due date can be manually  typed, or one of the preset options can be chosen.
  • Click "Create" to create the task.  (To cancel the task creation, select "Cancel.")
  • The task will then be created.  The standard drop-down message menu  is available under the task creation message, to allow for additional  customization, such as adding additional team members and tags.

Creating a task in Workast

  • To get to Workast, click on this link and log in with your Slack credentials
  • On the left hand side, click on the space that you would like to create a new task in.
  • Click on "Add a new task," or the plus button (+) and type your task title.  
  • Add a due date at the end of the task title if you want to add a due date.  Press tab if you want to assign the task to a user.
  • Press enter to save.
  • The task will have been created in the list.  To customize the task, click on the task to expand it.

Note : If the channel is not shown in Workast, go to the corresponding channel in Slack and type /todo list, which will create a space for that channel

Quick tip - use your Personal space for your private tasks.  They can't be shared or viewed by anyone else.

Creating a task using the task creation shortcut key in the web app

  • Mouseover the + button in the bottom right-hand corner of the screen in the Workast web app.  The + will turn into a pen icon and the text "Create a task" will appear - click on the pen.
  • A new task creation window will open.
  • If you will be creating multiple tasks, check the "Create another" box in the bottom left
  • In the top of the screen, choose the space where you would like the task from the drop down menu by clicking on the arrow key to the right of the first space name.  
  • Once the space field is chosen, a list field will populate - choose the list for the task in the same way, using the arrow to the right to scroll through the possible lists.
  • Type the task name in the "Summary" field.
  • Enter a description if desired by typing in the description field.
  • Add a due date if desired by clicking the + next to "Due Date" or "Select a due date"
  • Add an assignee if desired by clicking on the + next to "Assigned" or "Assign task to a user."
  • Add a tag if desired by clicking on the + next to "Tag" or "Select a tag"
  • Click "Create" to create the task
  • If  you checked the "Create another" box, the task creation field will  reappear again so you can create more tasks.  When you are about to  finish creating your final task, un-check that box to exit the screen.   You can also select "Cancel" at any time to exit the task creation  screen.

Assigning tasks to team members or to myself

There are three ways to assign a task:

  1. When creating a task in Slack
  2. By using the drop-down message menu
  3. By using the Workast web application

Assigning tasks during task creation in Slack

  • The quickest way to assign a task to a team member or to yourself in Slack is when you create a task
  • To create a new task in Slack, type "/todo" followed by the task details.  To assign a team member when you create the task, tag the team member's username.  You can add as many assignees as you'd like.
  • To assign a task to yourself when creating the task, replace the username with "@me"

For example:  /todo Arrange conference call @Kay or /todo Team meeting minutes @me

Assigning tasks in Slack using message menus

  • If you have created a task and you did not assign a team member to the  task, use the drop down menu here to assign the task to yourself or a  team member.  You can also access the message menu for a task by typing /todo list in the channel containing the task then selecting the task
  • To assign a task to a user, click on the elipses (three dots,) select  "Assign" and then select your assignee.  If the task hasn't been  assigned during task creation, you can also use the quick assign button  underneath the task.
  • Once the user is chosen, the task will be updated with the new assignee.
  • You can follow the same process to assign more than one person to a task

Assigning a task using the Workast web app

  • To open Workast from Slack, simply click on any of the blue Task IDs in any of the channels.  (You can also login to Workast by clicking this link. )  Clicking on the Task ID will open up the task details page in Workast.
  • If you are already in Workast, open the list that contains the task, and click on the task to expand it.
  • Either click on the + next to the "Assigned" heading or on the "Assign task to a user" text
  • This will bring up a user list, and also allow you to search for a user
  • Click on a user to assign them to the task.  The user will automatically receive a notification in their Workast channel in Slack that they have been assigned to a task.

Setting a due date and time

There are three ways to set a due date:

  1. When creating a task in Slack
  2. By using Slack buttons and message menus
  3. By using the Workast web application

Setting due dates while creating tasks in Slack

  • When you create a task in Slack using /todo you can set a due date and time by typing the due date in the task details.  You can use either an exact date, or a day of the week.  For example: /todo book caterer April 4 9am or /todo webinar planning 4/8/18
  • Please note - the date and time can be in any format recognized by Slackbot, but must be set in the future.  You can create a task that is due the same day, but you must specify a time later than the current time.  For example, if it is currently March 1st at 12:00 pm, you could create a task /todo Emergency meeting 3/1 2pm.

Setting due dates using Slack buttons and message menus

  • To add a due date , click on the elipses (three dots,) select "Edit,"  which will bring up your task details.   Click on "Pick a date" or the  existing due date.  Click on the calendar to set or change the due date  then click "Save."  Select "Due time" to add a due time.  If there is no due date when the task is created,   you can click the due date shortcut to add a due date.  
  • If you want to edit the due date of a task that was created in the past, type /todo list in the channel containing the task, then click on the ellipses (three dots) to the right of the task.  You'll then have the same editing menu options to edit the task.

Setting due dates in the Workast web app

  • To open Workast from Slack, simply click on any of the blue task names in any of the channels.  (You can also login to Workast by clicking this link.)  Clicking on the task name will open up the task details page in Workast.
  • If you are already in Workast, open the list that contains the task, and click on the task to expand it.
  • Either click on the + next to the "Due Date" heading or click on "Select a due date"
  • This will bring up a calendar, where you are able to set a due date and time.  At the bottom of the calendar, you can also choose to make the task repeat, and adjust the repeating frequency.
  • Quick tip - you can learn how to add start dates to tasks here.

How to complete a task

There are multiple ways to complete tasks, including:

  1. Using the Slack drop-down message menus and buttons
  2. Using the Workast web application

 

Completing tasks in Slack

  • To complete a task using the message menu, click on the ellipses (three  dots)  than select "complete."  A channel notice will occur to confirm  task completion.
  • You can also bring up the list of tasks in the channel by using the /todo list command, or your personal tasks (tasks in your Personal space) by using the /mytodo list command.  Click on the ellipses next to the task title, and select "complete."

Completing a task using the Workast web app

  • To get to Workast, click on this link and log in with your Slack credentials
  • Click on the space that contains the task that you want to mark as complete.
  • Navigate to that task, and click the grey check mark to the left of the task name to mark the task as done.  You can mark multiple tasks as complete, one right after the other
  • The completed task will move to the Completed tab, and to the Completed column in the Board view.
  • You can also complete a task by dragging it to the Completed column in the board view.  The completed task will appear at the bottom of the Completed column.

How to un-complete a task

You can undo a completed task in Workast by clicking on the green check mark.  This will mark the task as not complete, and move it back to its original list in the space.

For more information and assistance

At Workast, we are constantly growing, expanding, and adding new features.

For more information on how to use Workast, our knowledge base can be found at

https://help.workast.com/

In Slack, you can always type /todo help for assistance.

 

 

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