Workona Tasks & Notes

Workona tasks & notes are built into every space as a simple way to track action items and notes for a project.

Workona Tasks

• About Workona tasks
• Add a task to a space
• Attach links or files to a task
• Open task attachments
• Add or view a task description
• Edit & format a task description
• Set a due date on a task
• Assign a task within a shared space
• Mark a task as complete
• Show completed tasks
• Move a task
• Delete a task
• Multiselect tasks
• Organize tasks into sections
• Rename a task section
• Move a task section
• Delete a task section
• View your tasks from all spaces in My Tasks
• Star a task in My Tasks
• Manage tasks from any browser tab
• Add a task for your current tab

Workona Notes

• About Workona notes
• Add a note to a space
• Edit or view a note
• Edit & format note content
• Collaboratively edit notes
• Attach links or files to a note
• Open note attachments
• Move a note
• Delete a note
• Multiselect notes
• Organize notes into sections
• Rename a note section
• Move a note section
• Delete a note section

Workona Tasks

Tips for using tasks in spaces

Tasks are built into every space to help you and your team track to-dos for the project, right alongside the project's docs and notes.

Tasks within shared spaces are shared by default and can be assigned to space collaborators. Each collaborator can also add private tasks that they can use to keep track of their own work for the project.

Tasks are also perfect for ensuring every step in an important workflow is completed and in the right order. To use tasks like a checklist, simply show completed tasks. To streamline your team's workflow even more, add the links and info required to get the task done. Start the checklist over anytime by marking all tasks incomplete.

To separate tasks into different categories, phases, or stages, create multiple task sections. Each section can hold multiple tasks.

Managing your daily tasks

Workona's tasks are perfect for projects, but they're also great for tracking your everyday work tasks. The My Tasks list shows your tasks across all of your spaces in one place, while the Workona Tasks extension allows you to add or manage tasks from anywhere in your browser. Click the links below to learn more.

• View your tasks from all spaces in My Tasks
• Star a task in My Tasks
• Manage tasks from any browser tab
• Add a task for your current tab

Add a task to a space

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click Add task at the bottom of the task section to create a new task. If you'd like to create a task above the other tasks, click the + button to the upper right of the task section.
4. Start typing to add a task name.

Attach links or files to a task

1. Open a space.

2. Click Tasks under the space title in the header.

3. Click the Attach link or file button (paperclip icon) that appears when you hover over the task.

4. Choose the tabs, links, files, or docs you want to attach to the task.

   • Select Chrome/Edge/Firefox to attach a link from your tabs or browser history.
   • Select URL to paste in a URL manually.
   • Select My Computer to upload a file from your computer.
   • Select Google Drive to attach docs or files from Google Drive.

Open task attachments

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the View or add attachments button (the attachment favicon or a badge displaying a count of the attachments) that appears in front of the task name. Alternatively, you can click the Attachments button (paperclip icon) that appears when you hover over the task.
4. Click on an attachment to open it, or click Open all to open all attachments at once.

Add or view a task description

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Edit task details button (pencil icon) that appears when you hover over the task.
4. Add or edit the task description.

Edit & format task description

1. Edit a task's description.

2. Once the task is open, click the content of the task to edit it.

   • To add text, simply type or paste it in. To format text, use the format bar at the bottom of the task. Hover over the buttons to see the formatting shortcuts.
   • To add images, click Insert image button in the format bar or drag or drop the image into the task editor.
   • To add headings, click the Heading 1 or Heading 2 buttons in the format bar.
   • To add lists, click the Bulleted list or Numbered list buttons in the format bar.
   • To add quotes, click the Quote button in the format bar.
   • To add code, click the Code button in the format bar.
   • To add links, select text and then click the Link button in the format bar.

Set a due date on a task

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Set due date button (calendar icon) that appears when you hover over the task.
4. Navigate within the calendar, then click the desired due date.
5. The date will appear on the task. The due date will turn red when the task is due today or overdue.

Assign a task within a shared space

1. Share the space that the task is located in with collaborators. If you want to allow collaborators to be able to edit tasks, make sure you grant them edit permissions for the space.
2. On a shared task, click on the Assign task button (person icon) that appears when you hover over the task. Only shared tasks can be assigned.
3. Select a space collaborator from the dropdown list. You will see their avatar (profile picture or initials) appear where the Assign task button was previously.
4. Within shared spaces, only tasks that are assigned to you will appear within My Tasks.

Mark a task as complete

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Mark task complete button (circle to the left of the task name).
4. The completed task will be hidden by default. You can always show completed tasks to view previously completed tasks.

Show completed tasks

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Show completed toggle that appears to the upper-right of the task section when you hover over a task.
4. To hide completed tasks, simply click the toggle again.

Move a task

1. Open a space.
2. Click Tasks under the space title in the header.
3. Drag and drop a task up or down to rearrange it in the current space.
4. Drag and drop a task into a space in the sidebar to move it to a different space.

Delete a task

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Delete button (trash icon) that appears when you hover over the task.

Multiselect tasks

1. Open a space.
2. Click Tasks under the space title in the header.
3. Hold down the SHIFT key, then click a task to enter multiselect mode.
4. Release the SHIFT key, then select tasks using the checkboxes that appear.
5. Use the buttons that appear at the top of the Tasks section to manage the selected tasks, or drag the tasks to move them.

Organize tasks into sections

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click + Task section button that appears below the other tasks.
4. Drag and drop tasks into the section, or add them with the + button in the upper-right of the section.

Rename a task section

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the ⋮ button that appears to the upper-right of each section.
4. Click Rename section.

Move a task section

1. Open a space.
2. Click Tasks under the space title in the header.
3. Drag and drop a section up or down to rearrange it in the current space.
4. Drag and drop a section into a space in the sidebar to move it to a different space.

Delete a task section

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the ⋮ button that appears to the upper-right of each section.
4. Click Delete section.

View your tasks from all spaces in My Tasks

1. Open Workona.
2. Click My Tasks at the top of the sidebar.
3. My Tasks allows you to see all of your private and assigned tasks from every space in one place. Read the help article to learn more about how to use My Tasks.

Star a task in My Tasks

1. Open a space.
2. Click Tasks under the space title in the header.
3. Click the Star in My Tasks button (star icon) that appears when you hover over the task to star it within My Tasks.
4. Optionally change the starred section (e.g. Today, Soon, etc.).

Manage tasks from any browser tab

1. Add the Workona Tasks extension to your browser.
2. Chrome only: Pin the extension to the browser bar.
3. From any tab in your browser, click the Workona Tasks extension button (blue circle with white checkmark icon) that appears to the right of your browser's address bar.
4. Click either My Tasks or Space in the header to add or manage tasks within My Tasks or a space.

Add a task for your current tab

1. Add the Workona Tasks extension to your browser.
2. Chrome only: Pin the extension to the browser bar.
3. From any tab in your browser, click the Workona Tasks extension button (blue circle with white checkmark icon) that appears to the right of your browser's address bar.
4. Click either My Tasks or Space in the header to add a task within My Tasks or a space.
5. To create a task for your current tab, simply start typing a new task name. The current tab will be auto-attached by default (uncheck the box next to Auto-attach current tab to disable this).

Workona Notes

Notes are built into every space to help you organize ideas, meeting notes, or other important info for the project in one place.

Workona's notes are designed to seamlessly grow from a seed of an idea into a detailed execution plan. They're the perfect place to do your thinking as a project progresses.

Want to use them like sticky notes? Try only adding a title. Want to use them like documents? Try opening the notes in fullscreen.

For another layer of organization, you can group notes into different sections. Each section can hold multiple notes. We recommend renaming the sections for more context (e.g. Ideas, Meeting Notes, etc.).

Add a note to a space

1. Open a space.
2. Click Notes under the space title in the header.
3. Click Write a note at the bottom of the note section to create a new note. If you'd like to create a note above the other notes, click the + button to the upper right of the note section.
4. Start typing to add content to your note. Notes will show a one-line preview of the content when closed.
5. Optionally add a title by clicking on the Title field. This title will display in bold text in the note preview.

Edit or view a note

1. Open a space.
2. Click Notes under the space title in the header.
3. To edit or view a note, click on it.
4. If you want to edit the note in fullscreen, click the Open in fullscreen button (expand icon) that appears when you hover over the note.
5. If you want to edit the note in a tab, click the Open in new tab button (open icon) that appears when you hover over the note. Notice that notes that are already open in a browser tab have a blue bar on the left side.

Edit & format note content

1. Edit a note.

2. Once the note is open, click the content of the note to edit it.

   • To add text, simply type or paste it in. To format text, use the format bar at the bottom of the note. Hover over the buttons to see the formatting shortcuts.
   • To add images, click the Insert image button in the format bar or drag or drop the image into the note editor.
   • To add headings, click the Heading 1 or Heading 2 buttons in the format bar.
   • To add lists, click the Bulleted list or Numbered list buttons in the format bar.
   • To add quotes, click the Quote button in the format bar.
   • To add code, click the Code button in the format bar.
   • To add links, select text and then click the Link button in the format bar.

Heading 1 shortcut

Heading 2 shortcut

Bulleted list shortcuts

Numbered list shortcut

Quote shortcut

Divider (HR) shortcut

Collaboratively edit notes

1. Share the space that the note is located in with collaborators. If you want to allow collaborators to be able to edit notes, make sure you grant them edit permissions for the space.
2. All collaborators with edit permissions will be able to edit any note simultaneously.
3. As collaborators change the content of the note, you'll see the changes appear in real time.

Attach links or files to a note

1. Open a space.

2. Click Notes under the space title in the header.

3. Click the Attach link or file button (paperclip icon) that appears when you hover over the note.

4. Choose the tabs, links, files, or docs you want to attach to the note.

   • Select Chrome/Edge/Firefox to attach a link from your tabs or browser history.
   • Select URL to paste in a URL manually.
   • Select My Computer to upload a file from your computer.
   • Select Google Drive to attach docs or files from Google Drive.

Open note attachments

1. Open a space.
2. Click Notes under the space title in the header.
3. Click the View or add attachments button (the attachment favicon or a badge displaying a count of the attachments) that appears on the note.
4. Click on an attachment to open it, or click Open all to open all attachments at once.

Move a note

1. Open a space.
2. Click Notes under the space title in the header.
3. Drag and drop a note up or down to rearrange it in the current space.
4. Drag and drop a note into a space in the sidebar to move it to a different space.

Delete a note

1. Open a space.
2. Click Notes under the space title in the header.
3. Click the Delete button (trash icon) that appears when you hover over the note.

Multiselect notes

1. Open a space.
2. Click Notes under the space title in the header.
3. Hold down the SHIFT key, then click a note to enter multiselect mode.
4. Release the SHIFT key, then select notes using the checkboxes that appear.
5. Use the buttons that appear at the top of the Notes section to manage the selected notes, or drag the notes to move them.

Organize notes into sections

1. Open a space.
2. Click Notes under the space title in the header.
3. Click + Note section button that appears below the other notes.
4. Drag and drop notes into the section, or add them with the + button in the upper-right of the section.

Rename a note section

1. Open a space.
2. Click Notes under the space title in the header.
3. Click the ⋮ button that appears to the upper-right of each section.
4. Click Rename section.

Move a note section

1. Open a space.
2. Click Notes under the space title in the header.
3. Drag and drop a section up or down to rearrange it in the current space.
4. Drag and drop a section into a space in the sidebar to move it to a different space.

Delete a note section

1. Open a space.
2. Click Notes under the space title in the header.
3. Click the ⋮ button that appears to the upper-right of each section.
4. Click Delete section.