How to manage tasks in Elbuz

Tasks are a list of actions that need to be performed to achieve a goal or solve specific business problems. For example, this could be creating a report, sending a letter to a client, monitoring the fulfillment of an order, or going to the store for shopping. Tasks in Elbuz help you plan your work, track progress, and ensure nothing gets forgotten.

With the help of tasks you can:

• 📝 Structure your work
• 👥 Delegate responsibilities effectively
• 📅 Track deadlines
• 🎯 Monitor project progress

Let's start working with tasks

Open tasks using a shortcut on the desktop or through the main menu.
To open projects through the main menu:

1. In the main menu, select the "Organizer" section
2. In the menu that opens, select "Tasks"

Task management interface overview

At the top of the window there are task management buttons, such as:

• Create a task
• Task categories
• Calendar categories
• Task statuses
• Visual connection graph
• Search by statuses and other parameters

Below the control buttons there is a list of tasks with the ability to search by keywords . Tasks can be displayed either in the form of a list or in the form of cards.

You can work with tasks in edit or view mode.
For editing mode, you need to click on the “Pencil” icon, for viewing mode, you need to click on the “Eye” icon.

An approximate view of the task editing mode.

Also, some fields can be edited directly in the list without opening the task card.

Approximate view of the task view mode

Create a task

Each task contains the main fields:

• Title (to understand what the task is about).
• Description of (details of what needs to be done).
• Due dates (when the task should be completed).
• Performer (who is responsible for execution).

How to create a task

1. Click the "+" button in the top menu. If necessary, you can immediately select a category where a new task will be created
   
2. Enter the name of the task or go directly to the task description (the name will be filled in automatically after closing the window).
   
   💡 Helpful: Use a microphone to avoid typing manually.
3. Fill out the description in the visual editor
   
   💡 Useful: dictate the task description using a microphone, correct and correct the text using AI, add pictures to the task through the AI generator.
4. Select an artist from the list of employees
   
5. Set priority ( low, medium, high)
6. If necessary, link the task to the project
7. Add tags for categorization
8. Attach files

Formatting task text

Use formatting buttons on the toolbar to:

• Set headers (H1, H2, H3)
• Make text bold, italic, underline or strikethrough
• Change text color and background
• Create lists (numbered and bulleted)
• Insert links, images, videos, tables
• Add code blocks or quotes
• Add task text by voice (dictation)
• Change text using artificial intelligence

Useful keyboard shortcuts for working with text

Provides keyboard shortcuts to make text formatting easier. Here are the most useful ones:

Basic keyboard shortcuts:

• Ctrl+B — Bold text.
• Ctrl+I — Italic (Italic).
• Ctrl+U — Underline.
• Ctrl+Shift+S - Strikethrough text.

Insert:

• Ctrl+Shift+V — Paste without formatting (as text).
• Ctrl+K — Insert or edit a link (Link).
• Ctrl+Shift+K - Delete link.
• Ctrl+L - Insert an image.

Undo/redo:

• Ctrl+Z - Undo.
• Ctrl+Y - Repeat (Redo).

Use AI to change and supplement task text

By default, the following AI actions are available: :

• AI Chat
  What it does: Helps to conduct a conversation or search for answers to questions in a dialogue format.
  What you need it for: Used to receive advice, clarification or help in real time, whether searching for information or solving problems.
• Contents at a glance
  What it does: Condenses text to highlight key points and main ideas.
  What you need it for: Convenient for quickly reading a long text in order to understand the essence without studying all the details.
• Correction and improvement of text style
  What it does: Corrects spelling and grammatical errors and improves text style.
  What you need it for: Suitable for improving the quality of text, making it more readable, professional, or tailored to the target audience.
• Short text expansion
  What it does: Develops concise texts by adding details, examples and explanations.
  What you need it for: Useful for creating more informative content, adding context, or enriching text with new ideas.
• Translate text into another language
  What it does: Translates text from one language to another, preserving the original meaning.
  What you need: Used to create multilingual content, communicate with people from different countries, or learn languages.

You can add other actions, to do this you need to add a new template indicating the task (prompt) for AI, after which it will appear in the list for selection .

How to use the AI assistant to work with a task

Step 1 - Select the text

1. Select the desired text (optional)
2. Click the right mouse button over the selected text
3. Select the required action

Step 2 - Launch AI

The AI assistant window will open in which the selected text will be located.

1. Change the text before sending to AI (if required)
2. Click the "Submit" button "
3. Below will be the response from the AI in the visual editor
4. Change the AI text (if necessary)
5. Copy the text to the clipboard to paste into the task
6. Or paste new text directly into the visual task editor to replace the previously selected text, to do this, click on the button "To the left."

In this example, the selected text was expanded to detail the task.

Task statuses

Each task can have one of the statuses:

• 🆕 New
• 📋 Appointed
• ⚡ In progress
• 🔍 Under review
• 🔄 Needs improvement
• ✅ Completed
• ⏸️ Suspended
• 🚫 Banned
• ❌ Canceled
• ➕Create your statuses if what you need is not in the list

How to change the status of a task

1. Click on the current status
2. Select a new status from the drop-down list

Task categories and tags

Categories and tags help group and quickly find the tasks you need.

To add a category or tag:

1. Select the desired category from the list. If the category is not in the list, you can create a new one through the task category directory.
   
2. Provide a tag name and press Enter to add. If a tag has been added previously, then it will appear in the list for selection.

Search problems

To quickly search for tasks, use:

• Search bar at the top of the page - searches by title and description
• Filters by categories, tags, statuses
• You can sort and search by any fields in the "List" display mode

Start typing a search term to quickly find the tasks you need. 🔍

Set flags for tasks

Each flag has its own purpose. Activate the flags that suit your purposes:

Activity

• What it does: Flags a task as relevant to you.
• When to use: For tasks that you work with and they are relevant to you.

Favorites

• What it does: Places the task in the list favorites for quick access.
• When to use: For frequently used tasks.

Pinned to top

• What it does: Pins the task to top of the list.
• When to use: For important tasks that should always be at hand.

Archive

• What it does: Moves the task to the archive .
• When to use: For completed tasks that need to be kept but removed from active use.

Trash

• What it does: Moves the task to the Trash for later removal.
• When to use: For tasks that are no longer needed.

Template

• What it does: Marks a task as a template for reuse.
• When to use: To create basic blanks that can be copied.

Encrypted

• What it does: Encrypts the task text with using a password.
• When to use: For sensitive data.

Visual Editor

• What it does: Includes advanced tools text formatting.
• When to use: For tasks where you need to use decoration, such as highlighting text, tables or lists.

Adding files to a task

The adding files feature allows you to attach additional materials to a task, such as like images or documents. This is useful for expanding information and storing related content in one place.

Follow the steps below to successfully add files.

Step #1 – Open the "Files" tab

There are two ways to add files:

• From local disk
• Via link

Addition file from local disk:

1. Click the "Select file" button.
2. A window will open to select files on your computer.
3. Select the desired file.
   • Images, documents and other popular formats are supported.
4. Click "Open" , after that the file will be attached to the task.

Adding a file via the link:

1. Click the "Add file via link" button.
2. Enter the file URL in the field that appears.
   • Make sure the link is to a downloadable file.
3. Click "Add" so that the file is uploaded and attached to the task.

Step #2 - Verify that the file was successfully added

1. Once added, the file will appear in the list of attached files.
2. Check that the file is displayed correctly:
   • Images will show a preview of them.
   • For documents, the file name will be displayed.

Setting reminders and task notifications

You can set reminders for tasks so you don't forget about important things.

How to set up a reminder

1. Open the "Reminders" tab 🔔
2. Select date and time or enter manually.
3. Set the frequency (if the task is repeated), the following modes are available: once, daily, weekly, monthly, annually.

Now the system will send you notifications according to the specified schedule until the task is completed. ⏰

If necessary, you can specify a reminder category, this will allow you to more effectively in the future use an event calendar in which your notifications will be distributed into folders.

Collaborate on tasks

Share tasks with colleagues and assign responsibility. By default, a task is visible only to the person who created it; if you want another user to see it, then give him access.

How to share the task

1. Open the user list
2. Select users by checking them

Task templates

Use ready-made templates to quickly create typical tasks.

How to create a task based on a template

1. Next to the "Create task" button, click to the "Select template" item.
2. A list of templates to choose from will appear.

How to create a new task template

1. Create a new task.
2. Fill in the required fields.
3. Check the "Template" flag in the "Flags" tab.

Your template will then appear in the selection list templates To make the template available to all users, select the required ones in the task edit.

Encrypt task text

The encryption feature allows you to protect the text description of a task so that only you can view or edit them using a password . The data is encrypted using the strong AES algorithm, and the password is stored exclusively in the local storage of your browser and is not accessible to third parties. This feature ensures reliable protection of your information.

How to protect task text

1. Open the “Flags” tab.
2. In the list of available flags, check the box next to “Encryption”.
   
3. After activating the “Encryption” flag, a window for entering a password will appear.
   Enter a strong password. Password Recommendations: Length of at least 8 characters. Use letters, numbers and special characters.
   Confirm your password by clicking the “OK” button.
   
   💡 Important: The password is saved in your browser's local storage. If you change browser or delete data from the cache, access to the task text will not be possible without re-entering the password. If you forget your password, the task will remain encrypted and you will not be able to access the content. There is no way to recover your password. We recommend that you keep your password in a safe place.

Encryption for new tasks

You can enable encryption by default when creating new tasks located in a certain category, for example, these could be the categories “Personal”, “Reflections” and others.
To activate this mode, open the task category directory and change the setting of the category you need by setting the "Encryption" flag

Adding links to a task

The adding links feature allows you to attach other items to a task, such as notes, other tasks, projects, documents, presentations, forms and tables. This simplifies data management and creates visual connections between elements in a graph.

Follow the step-by-step instructions to set up connections.

Step #1 – Go to the “Connections” tab

You will see a list of already added connections, or an empty area if no connections have been created yet.

Step #2 – Create a connection

1. At the top, find the button with the icon "+" .
2. Click this button to open a list of available items.

Step #3 – Select an item to link

In the list that appears, you will see the available item types:

• Notes – to communicate with another note.
• Tasks – for linking to another task.
• Projects – for attaching to a project.
• Documents – to add an important document.
• Presentations – to add a connection to the presentation.
• Forms – for communication with the form.
• Tables – for connecting a table.

In the list of elements that opens, its type will first be indicated, then its ID and name. You can use the search bar to quickly find an item.

Step #4 – Add a connection

1. After selecting an item, click the Select button.
2. The connection will appear in the list of connections.

Step #5 – Check the connections are correct

1. Make sure that the selected items appear in the links list.
2. If necessary, click on the "Pencil" icon to open the associated element for editing.
3. Enter a note about the connection in the Description column.

How to view connections in a visual graph

Related items will be displayed in a visual graph for simplicity working with interrelated data. The graph makes it easy to see the relationships between tasks and projects, mark related elements and edit them directly from the graph. To do this, open the additional menu and select "Graph"

An intuitive visual a form in which abstract information will be linked, you can zoom in or out, as well as open elements for editing directly from the graph.

Posting a task on the Kanban board

The function of placing tasks on the Kanban board allows you to organize tasks more efficiently and manage their implementation.

Kanban board is a simple visual tool for organizing your workflow.
With it you can:

• Track the progress of tasks
• Increase productivity
• Effectively manage projects

Operating principle:

1. The board is divided into columns according to the stages of completion
2. Tasks are presented in the form of task cards
3. Cards move between columns as they are completed

This system allows you to clearly see the status each task and quickly manage the workflow.

How to post a task on the board

1. Open the "Advanced" tab
2. Click on the board selection field. From the drop-down list, select the board on which you want to post the task.

You can manually place tasks on boards, and also set up automatic movement through Kanban columns when the task status changes. By default, Elbuz already has ready-made Kanban settings, but you can change them individually for yourself. Setting up automatic movement of elements along kanban columns is described in detail in a separate section of the “Boards” manual. Brief description: In the Kanban board settings, define which statuses are associated with which columns. For example:
Status “New” = column “New tasks”.
Status “In progress” = column “In progress”.
Completed status = Done column.

Glossary

• Task is a unit of work that requires completion of
• Tags - labels for grouping tasks
• Priority — degree of importance of the task
• Performer — responsible for execution
• Status - current task status
• Kanban - visual way to manage tasks
• Flag - special task label
• Connection - connecting a task to other elements
• Reminder - notification of deadlines
• Encryption - privacy protection information
• Visual Editor - text formatting tool
• Archive - repository of completed tasks
• Category - group, to which the task relates to topic or direction.
• Sharing - the ability to give colleagues access to a task.
• AI (Artificial Intelligence) - Artificial intelligence, built-in assistant for editing, improving and analyzing the text of tasks.
• AES (Advanced Encryption Standard) - An encryption algorithm used to protect the text of tasks.
• Visual connection graph - A tool for visually displaying the relationships between tasks and other elements of the system.
• Visual Editor - A convenient tool for formatting text with functions for adding images, tables, links, etc.
• Links tab - Section where you can attach related elements to a task (notes, tasks, projects, tables etc.).
• Files Tab - Place to attach images, documents, and other materials to tasks.
• "Flags" tab - Section where special labels for tasks are set, such as "Archive", "Favorites" " or "Encrypted".
• Graph - A visual form of representing relationships between elements, facilitating data management.
• Dictation - Speech-to-text function for creating tasks by voice.
• Kanban Board - A table divided into columns that helps visually track progress on tasks.
• Task category - A group of tasks united by topic for easy management and search.
• Shortcut Keys - Keyboard shortcuts for quick actions (e.g. Ctrl+ B for bold text).
• At a Glance - AI feature to highlight key points in text.
• Reminders - A tool to set task-related notifications for tasks.
• Linking statuses to Kanban - Automatically move tasks between columns based on their statuses.
• Text Expansion - AI function for adding details to short text.
• Sorting - A tool for organizing tasks by categories, tags, statuses or other parameters.
• Task Status - Reflects the current status of the task (for example, "Important", "In progress", "Done" ).
• Tag - A tag that makes it easier to group and search for a task.
• Task template - A template that can be used to create typical tasks.
• Encryption - The process of protecting a task with a password to maintain confidentiality.
• Link Item - The object associated with the task (for example, a document, project, or spreadsheet).

Save a link to this article