Create, share, and manage tasks to move your work forward

This article explains the flow of creating tasks in Repsona and moving work forward. Clarify your tasks and goals, share them with your team, and keep work moving.

How to work with Repsona

1. Create a task
2. Assign a person
3. Work on the task
4. When you’re done, mark it "Done"

That’s it!

Let's take a closer look at the methods and features for that.

Select a project

Manage tasks in your project. First, select the project you want to use from the project menu at the top left.

Click "Tasks" in the project menu to open the task screen. Use the "Gantt" and "List" tabs to switch the view.

Create a task

You can create a task from the button at the top left of the task screen (Gantt or List), or from "Add a task" at the bottom of the list. Pressing c also opens it.

Fill in the "Create new task" dialog and click "Create" to create the task. On the board screens, you can also create a task quickly by typing only a title in "Add a card" of a lane ("Create with details" opens this dialog).

Title

Enter a clear, action-oriented title. Using the imperative form works well. Titles like "About XX" obscure the goal and are not recommended.

Details

On a new line, describe the task details. Clarify what must be true to consider the task "finished." Bullet points are also recommended.

It may be helpful to include the reasons for the task, background context, and the benefits of completing it.

Use this area for task details. Don’t write messages to specific members here—use the comments section for conversation.

You can write in Markdown

You can use Markdown in details and comments. Markdown is a simple text-based notation that lets you structure your document with bold, italics, headings, and more.

Checklists (checkboxes)

If you create a checklist with Markdown, you can track progress on small items inside a task as you check them off. Create a checklist by writing:

[x] Todo A
[ ] Todo B
[ ] Todo C

You will be able to click on/off on the checklist.

Tags

You can add tags related to tasks. Use them to categorize tasks (e.g., by category or responsible department). Tags are color-coded, making lists easier to scan.

Responsible / Ball / Due date / Status / Parent task / Subtasks

These items are updated frequently as work progresses. If you already know them when creating the task, set them then. If you choose a "Parent task", the task is created as its subtask. You can also create subtasks at the same time with "Add subtask".

Templates

Use the template menu at the bottom left to create a task from a template you registered in advance.

Exchange messages about tasks (To comment)

We now have task details with an easy-to-understand title and a clear description of the goal. Click a task name to open its details in the side panel on the right.

Use the comments section below the details to exchange messages about this task. Since it is arranged in chronological order from the top, you can grasp the information about the task in context even if you read it back later.

If you want to send a message to a specific member, use mentions. Enter @ (at sign) in the comment field to display the user list. When you select a user, the user name will be listed in the comment field, such as @username. If you make a comment in this state, a notification will be sent to the relevant member.

If the notification setting of the corresponding member is "None", the notification will not be delivered.

Text comments tend to give a cold impression. Be careful with your comments so that the correct sentiment is conveyed.

For details on comments, such as replies, attachments, and creating a task from a comment, see Comments and mentions.

Set the person responsible for the task

Select the responsible person from "Responsible" in the task details. Click "Me" to set yourself.

The person responsible at Repsona is the person responsible for guiding this task to the goal. That is, someone who understands the meaning and details of this task, stays aware of the status quo, and finally completes the task.

Set the ball holder for the task

Select the ball holder from "Ball" in the task details. "Me" sets yourself, and "Resp." sets the same person as the responsible person.

A ball in Repsona is "a person who temporarily has the ball to move the task forward." A person who is temporarily holding the ball at your request, such as when you send a message and wait for a reply, or when you ask for something and wait for the result.

Set the priority and milestone of a task

Use the arrow button at the top right of the task details to set the priority (None, High, Medium, Low), and the button next to it to set the milestone.

Set the color of a task

Use the "Task color" button to the right of the tags in the task details to choose the color of the task. This color becomes the bar color on the Gantt chart.

If you choose "Auto", the color of the responsible person (or the ball holder when there is no responsible person) is used. You can also set the color on many tasks at once (Bulk update and delete tasks).

Set the due date of the task

Select the due date (period) from the calendar in "Due date" in the task details.

Set the status of a task

Select the status from "Status" in the task details.

A new project starts with three statuses. Change them as needed.

• ToDo: Not started
• Doing: In progress
• Done: Completed

You can change the names and number of statuses in "Status" on the Boards screen.

You must have Owner or Admin privileges to add or delete statuses.

Attach files to tasks

You can attach files to tasks and comments.

You can attach a file from the "Attach" button in the task details. Click this button or drag-and-drop the file to this location. The comment box has the same button. You can also remove files that you attached yourself.

The attachment will be placed there and will be available for preview and download.

Create a sub-task

You can create subtasks within a task. If the task is large, create a sub-task and split it.

You can create a subtask from the button of "Subtasks" or "Add a task" in the task details.

Inherit the tags and milestone of the parent

When the parent task has tags or a milestone, "Inherit" checkboxes are shown below the field where you enter the subtask title. If they are checked when you add the subtask, the tags and milestone of the parent are carried over. Uncheck them if you do not want that.

When you set the parent to a closed status

When you change the status of a parent task to a closed status (such as Done) while it has subtasks that are not closed, a confirmation asks whether to update the subtasks to the same status. "Update all" updates the subtasks to the same status too. "Only this task" updates only the parent task.

Set a task as "Today"

Click the "Today" button in the task details to set it as a task for today. It will be automatically removed the next day. The button on its right lets you pick tomorrow or a later day.

When you set a task as "Today", it will be displayed in "Tasks for today" on the home screen and the project overview. The project overview displays "Tasks for today" for all participants in the project, so for example, if all team members set what they are going to do today as "Today" before the morning meeting, you can see the team's activities for the day at a glance.

Follow a task

You can follow the task by clicking the "Follow" button. When you follow a task, you will be notified of task updates.

Only one person in charge of the task and the ball holder can be set. This is to clarify where the responsibility lies and where the ball lies.

On the other hand, multiple members may be involved in the progress of the task. In such cases, each member should "follow" the task.

Like a task

Click the "Like" button in the task details to like the task. The button shows the number of likes, and the icons of the members who liked it are listed on its right. Click it again to remove your like.

Enter plans and results for tasks

Open "Details" with the button at the bottom of the task details to enter plans and results numerically (predecessors and successors are also set here). No units are set. Please use it as a reference value. When operating the Gantt chart, the numerical value of the period and the number of working days are displayed. Also, this value is output when exported as a CSV. You can aggregate it with other apps, etc.

Duplicate a task

You can duplicate a task with "Duplicate including sub-tasks" from the "Task menu" button at the top right of the task details.

A duplicate dialog is displayed. Choose text to add before or after the title, the items to carry over (comments and attachments are not duplicated), and the destination project, then duplicate. This menu also lets you create a note or template from the task and change its parent.

Copy or share a link to a task

Use "Copy link" in the task menu to copy a link to the task. Paste it into chat, email, or a comment to share the task. In the mobile app, "Share" is also shown.

Also, the "Show in view" button at the top right of the task details moves to the position of the task in the Gantt chart or the List.

View a task's activity log

You can view the history of the task's updates from "Activity Log" in the task menu. Changes to the description are available in "History".

In "History", a version is kept each time the description is updated, and you can check the differences of that edit. Use "Rollback" to return the description to that point.

Search for tasks

You can search for tasks with the "Search" button on the task screens (Gantt and List) and the board screens. Enter "Keyword", "Tags", "Status", "Responsible", "Ball", "Priority", "Milestone", and "Due date" to execute the search. Press "Overdue" or "Closed" to include overdue or closed tasks.

Click the "and" to the left of each item to change the condition to "Include all", "Include any", "Exclude all", and so on. From "Due Date," you can search by a range of due dates, or search only for items with a set due date, only for items without a set due date, and so on.

Clicking on the "?" button to preview the current search criteria.

Adjust how the list looks

The header of the Gantt and List task lists has buttons to adjust the display.

• Go to the open task : while a task's details are open, scrolls the list to that task.
• Expand all / Collapse all : opens or closes all tasks that have subtasks at once.
• Show borders : shows the border lines between rows.
• Compact rows : makes rows shorter to show more tasks at once (not shown on touch screens).
• Dim non-matched rows : shows rows and bars that do not match a search in a lighter shade. Turn it off to show them normally.
• Columns : shows or hides the Responsible, Ball, Status, Milestone, and Due date columns with checkboxes.
• Bulk update : select several tasks and update or delete them at once. See Bulk update and delete tasks for details.

Organize tasks

In Gantt and List, you can reorder the tasks by dragging the drag handle . Use the insertion line shown while dragging as a guide; it's easy to make a task a sub-task or take a sub-task out.

Exporting and Importing

Exporting and Importing, please see here