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Priority, due dates and due times

This article shows you how to set a task's priority and due date, add an optional due time, and change them later.

The four priorities​

Every task has one of four priorities: Urgent, High, Normal and Low. New tasks start as Normal.

Urgent changes how a task works, not just how it looks:

  • The task shows an URGENT badge.
  • Time can be tracked on it before it's approved.
  • Anyone in the workspace can log time on it, not only the people assigned.
  • It isn't stopped at its approved hours. See Approved hours.

When a task is raised to High or Urgent, its assignees get an email about it. Save Urgent for work that really can't wait.

Set them on a new task​

  1. On the New Request form (or Create & Assign Task if you're a manager), choose a Priority.
  2. Under Due Date, pick a date.
  3. Optionally, pick a time in the box next to the date. The time box only works once a date is set.
  4. Finish the form as usual.

A due date is optional unless your workspace requires one. If it does, you can't submit the form without it.

Repeating tasks use a Start Date and an optional End Date instead of a due date. See Repeating tasks.

Screenshot

The Priority menu and the Due Date field with its optional time box on the New Request form.

How the due time works​

The due time is optional. When you set one, the task shows the date and the time, for example "at 2:00 PM".

  • Without a time, a task becomes overdue once its due date has ended.
  • With a time, it becomes overdue as soon as that time passes, in your workspace's time zone.

Change the due date on your task​

If you requested the task:

  1. Open the task. Next to Estimated Due Date, click the pencil (Change due date / time).
  2. Change the date, the time, or both.
  3. If the task hasn't been approved yet, click Save. The change applies straight away.
  4. If the task is already approved, you can add a reason for your manager. Then click Request change.

If your workspace requires approval for task edits, an approved task keeps its old due date until the change is approved. If it doesn't, the change applies straight away.

You can't change the due date of a task that is completed, cancelled, archived or deleted.

Change the priority on your task​

  1. Open the task and click the pencil (Edit task fields (requires approval)).
  2. Pick a new priority in the menu at the top. You can also change the Estimated Due Date and its time here.
  3. Click Submit for Approval.

This follows the same rule as other task edits: it waits for approval only if your workspace requires it. See How approvals work.

For managers​

On the task page, click the pencil (Edit task):

  • Pick a new priority from the Priority menu. It saves straight away.
  • Change the Estimated Due Date, then click Done editing.

On a repeating task, TaskFlow asks which occurrences the new due date applies to: This instance only, Future instances only or This and all future instances.

In Table view on Tasks & Approvals or My Tasks & Requests, managers can also click a task's Priority or Due Date cell to change it in place. Members can change the Priority cell on tasks they're assigned to.

Reminders and overdue alerts​

  • Assignees get a Due Date Approaching reminder when a task is due within the next day.
  • When a task passes its due date without being completed, its assignees and its manager get a Task Overdue alert, once.

You can turn these on or off in your notification settings. See Notifications.

Find tasks by priority or due date​

In My Work, click Filters. Use Priority to show only some priorities, or Due Date to show tasks that are Overdue, due Today, This Week or Next Week, or have No Date. You can also sort the list by Priority or Due Date.

Subtasks can have their own due dates too. See Subtasks and assignees.