Creating a task
Several ways to create tasks:
- Create menu: Select "Task" from the create menu. The task opens as an inline card, assigned to you by default.
- Chat: Ask the AI to create tasks during a conversation. AI-created tasks appear as proposals for your review.
- Meetings: Extract tasks from meeting outcomes during or after a call.
- Tasks view: Click the "+" button on the tasks page.
- Typed entries: When a type has a workflow, creating an entry of that type creates a task in the inbox state.
Tasks created from the create menu and tasks view open as inline cards (a popover over your current view) rather than navigating away.
The tasks view
The global view is titled Tasks in the sidebar, and is split across three top-level tabs: My tasks (assigned to you), Created by me (tasks you authored), and Team tasks (everyone's, grouped by assignee).
My tasks
A flat list of every task assigned to you, across all spaces, sorted by last updated. Each row shows the state checkbox, title, type if any, and the relative updated time. Toggle state by clicking the checkbox, or right-click it for the full state menu (inbox, in progress or custom workflow states, completed, later).
Team tasks
Every task in the workspace grouped by assignee, with a header per person showing their avatar, name, and a + button. Click the + to create a new task pre-assigned to that person directly from the inline popover. Groups are stable and sorted alphabetically, with Unassigned pinned to the bottom so it never floats around.
Tasks created from this view default to unrestricted access (everyone in the space can see them), and self-assigning a task no longer adds you to the participants list, so you keep your existing access level instead of being demoted from admin to editor.
Task states
Every task has one of four states:
- Inbox: New tasks land here. This is the triage state for things that need to be reviewed and prioritized.
- In progress (or custom states): Active work. When a type has a workflow with custom states, each custom state represents a stage of progress.
- Completed: Done. Toggle by clicking the checkbox or pressing Cmd+EnterCtrl+Enter.
- Later: Deferred. For things you want to come back to but not right now.
On a kanban board, drag cards between columns to change state. On the tasks view, drag to a different tab.
Assignment
Tasks can be assigned to any team member. Set the assignee from the dropdown below the task title, or drag a task onto a person in the People view in the sidebar.
Assigned tasks appear in the assignee's tasks view under the Open tab.
Subtasks
Notes with tasks as children show a subtask count and progress indicator in the toolbar. Click the indicator to view subtasks grouped by status, time, or assignee. Toggle "Show My Tasks Only" to focus on tasks assigned to you.
Tasks on Today
Pin a task to a specific date using "Pin to Date" from the context menu. Pinned tasks appear in Today alongside your meetings. See Pinning items to dates.
Tasks and types
Tasks are documents with state tracking. When you assign a type with a workflow to a document, it becomes a task automatically. The workflow's custom states become the columns on the kanban board for that type.
This means you can have different kinds of tasks (bugs, features, design tasks) each with their own workflow stages, all visible on the same tasks view but manageable on their own kanban boards.