Lists, Kanban, priorities, reminders and recurrence
Tasks
Tasks are the minimum unit of work: what needs doing, by whom, by when. They feed personal lists, the Kanban view and the practice calendar.
The two views
The Tasks page offers two ways of looking at the same set of data.
List
The table view shows ID, client, task name, status, assignee and due date. It's the view to use when there are many open tasks: it stays readable and sortable.
Overdue due dates are highlighted in red; a coloured bar to the left of each row signals priority.
Kanban
The column view organises tasks by status. It's useful for seeing where work piles up: a widening column is a signal before you read a single item.
Creating a task
The creation panel collects:
| Field | Notes |
|---|---|
| Title | What needs doing, in one line |
| Client | The record it relates to |
| Case | The work container |
| Assignees | One or more team members |
| Priority | Low, normal, high, critical |
| Status | Phase of the configured flow |
| Due date | When it must be done by |
| Description | Context and detail |
| Attachments | Files relevant to the task |
Priorities
Priorities use fixed colours throughout the application, so meaning never changes between screens:
- Low — emerald green
- Normal — sky blue
- High — violet
- Critical — rose/red
Priority loses its value if everything is critical. It's worth agreeing across the practice what justifies the top level — usually: a direct external consequence if it's late.
Reminders and recurrence
Tasks can carry reminders, which raise an alert ahead of the due date.
For obligations that repeat — periodic settlements, payments, renewals — set recurrence: the task regenerates on the defined cadence, without recreating it each time.
Filters
Combinable filters answer concrete questions:
- What's due this week?
- What's open for this client?
- How many critical tasks does one team member hold?
- What has been sitting longest?
The available filters are client, case, status, priority and assignee.
Comments and mentions
Every task has a comments section for discussing the work and mentioning team members. A mention raises a notification for the person named.
Comments stay attached to the task. That's the difference from an email thread: whoever arrives later finds the context without having to ask for it.
From inbox to task
The fastest way to create a task isn't to create a task: it's to open the message that prompted it and let Xedul pre-fill the draft from subject, sender, body and attachments. See Gmail integration and Outlook integration.
Good practice
- Titles that start with a verb. "Review the documentation" reads; "Documentation" doesn't.
- Always a client and a case. An unlinked task is invisible from the case side.
- Real due dates, not symbolic ones: a date that's routinely missed stops being read.
- Recurrence for periodic obligations, instead of recreating them by hand each cycle.