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.
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.
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.
Click on an attachment to open it, or click Open all to open all attachments at once.
Tip: If you click on an attachment that's already open, we'll take you to the existing tab in your browser. To open another copy, CMD-click the attachment (CTRL on Windows).
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.
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.
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.
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.
Within shared spaces, only tasks that are assigned to you will appear within My Tasks.
Unassign
To unassign a task, click the assignee's avatar on the task, then select 'Unassign'.
Click the Show completed toggle that appears to the upper-right of the task section when you hover over a task.
To hide completed tasks, simply click the toggle again.
Checklists
To use tasks like a checklist, show completed tasks. Start the checklist over anytime by clicking the 'Mark all incomplete' button that appears when you hover over the task section.
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.
Keep your task list a click away
We recommend pinning the My Tasks tab so it's always at your fingertips while you work.
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.
Click either My Tasks or Space in the header to add or manage tasks within My Tasks or a space.
Access your tasks without breaking your flow
Click the extension button from any tab to quickly add or manage tasks without breaking your flow. Read the Workona Tasks extension help article for more information.
Shortcut
Open the Workona Tasks extension instantly from anywhere in the browser with the OPTION-Z shortcut (ALT-Z on Windows).
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.
Click either My Tasks or Space in the header to add a task within My Tasks or a space.
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).
Use tab title as task name
To use the tab's title as the task name, click the 'Attach current tab' button (paperclip icon) that appears at the front of an empty new task.
Shortcut
With the Workona Tasks extension installed, add a task for your current tab with the OPTION-Z shortcut (ALT-Z on Windows).
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.
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.).
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.
Start typing to add content to your note. Notes will show a one-line preview of the content when closed.
Optionally add a title by clicking on the Title field. This title will display in bold text in the note preview.
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.
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.
Shortcut to open note as a tab
CMD-click anywhere on a closed note (CTRL-click on Windows) to open it in its own tab immediately.
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.
Format faster with markdown
Notes support markdown shortcuts to help you stay in the flow. Markdown is an easy-to-learn method of formatting your text faster, so you can focus on getting your ideas out of your head and down on paper.
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.
All collaborators with edit permissions will be able to edit any note simultaneously.
As collaborators change the content of the note, you'll see the changes appear in real time.
Click the View or add attachments button (the attachment favicon or a badge displaying a count of the attachments) that appears on the note.
Click on an attachment to open it, or click Open all to open all attachments at once.
Tip: If you click on an attachment that's already open, we'll take you to the existing tab in your browser. To open another copy, CMD-click the attachment (CTRL on Windows).