Creating and assigning tasks

My Tasks is your team’s shared to-do list. You add a task, point it at a teammate, give it a due date, and it shows up on their list and yours right away.

Prerequisites and permissions

All four roles — Admin, Manager, Employee, and Outsourced — can open My Tasks by default. An Admin can narrow a non-Admin role to Read or None under My Account > Feature Permissions, so Managers, Employees, and Outsourced users may see less than this article describes.

Two actions are governed by extra rules: only the task’s creator can change its assignees, and who can delete a task is set site-wide in Task Settings (see Task notifications and settings).

Where: Sidebar > My Tasks (/app/todo)

The very first time you open My Tasks you’ll see a Streamline Your Workflow with Tasks intro with feature cards and a Start Creating Tasks button. Once you’ve added a task, the list takes over.

Add a task

There is no pop-up dialog. You type the task into the composer at the top of the page and press Add Task.

1. Select the composer input — it reads Add your task here… (use @ to assign, # for patients, and natural language for dates like ‘by Tuesday’ or ‘every Monday’).
2. Enter what needs doing, e.g. Call lab about the crown.
3. To assign it, enter @ and pick a teammate from the dropdown. Their name becomes a blue pill inside the task text.
4. To link a patient, enter # and pick the patient from the typeahead (it lists patients with their date of birth). The patient becomes a pill that links to their profile.
5. Optional. Set a deadline with the Due date picker, or just enter a natural-language date in the text — by Tuesday, next Monday — and Teamio reads it.
6. Optional. Add a category with the Add tags… multiselect to the right of the input. Pick an existing tag or enter a new word and press Enter to create it.
7. Select the green Add Task button.

The task appears in the list immediately — and on the assignee’s list too.

@ assigns a teammate, # tags a patient

These are easy to mix up. @ brings up your coworkers and assigns the task. # brings up the patient list and attaches a patient. Categories (“insurance”, “lab”) are not hashtags — they’re the separate Add tags… multiselect next to the input.

Already on the patient’s profile?

If you’re looking at a patient when the to-do comes up, you can create the task straight from their profile — it opens already attached to that patient, and appears in a Tasks card there as well as in My Tasks. See Create a task from the patient profile.

Work the list

Each task is a row you can act on without opening it:

• Completion circle (far left) — select it to mark the task done; its tooltip toggles between Mark as complete and Mark as incomplete.
• Status badge — every task is Incomplete, Overdue, or Completed. There is no “in progress” state.
• Trash button (far right) — deletes the task (see Delete a task).

The list columns are all click-to-sort: Task, attachments (paperclip + count), subtasks (an x/y count badge), comments (count, with a ! when there are unread comments), Patient, Status, Tags, Repeats, Due (with a Due Today badge), Creator, and Assigned.

Selecting a value inside a row — a patient pill, a tag, a status, a due date, a creator, or an assignee — filters the list by that value, so one click shows you “everything tagged insurance” or “everything assigned to Maria”.

Filter and search

The filter row above the list gives you:

• Filter tasks… — a combined dropdown: Show all tasks, Show incomplete tasks only, Show overdue tasks only, Show tasks with new comments, Show repeating tasks only, Show non-repeating tasks only, Show all completed tasks, and Delete all completed tasks.
• Filter by patient, Filter by assignee, Filter by creator, and Filter by Due Date.
• Include tags… and Exclude tags… multiselects.
• Clear Filters to reset everything.

Two quick-action buttons jump to the common views: Today’s Tasks and Assigned To Me.

The Search tasks and comments… box searches both task text and comment text (enter at least 2 characters). Results come back in Tasks and Comments sections.

Delete all completed tasks is permanent

The last option in the Filter tasks… dropdown, Delete all completed tasks, removes them for good — it is not just a filter. Use it deliberately.

Open a task: the Task Details panel

Select a task’s text (not its completion circle) to slide out the Task Details panel on the right. Everything about that piece of work lives here:

• Task ID with a copy button — handy when you reference a task to support.
• Created By — who added it.
• Assigned To — the people responsible. Only the creator can change this list; everyone else sees it read-only.
• Patients — the patient(s) tagged with #, linking to their profiles.
• Status badge, plus Completed On and Completed By once the task is done.
• Due Date with a Set to repeat link to turn it into a recurring task (see Recurring tasks).
• Subtasks — break the task into smaller steps; check them off, drag to reorder, and watch the progress bar. See Subtasks, wiki links, and patient comments.
• Attach a Wiki — link a wiki page (a protocol, a script) right to the task.
• Comments — a threaded discussion attached to the task, so context lives with the work instead of scrolling away in chat. Tick Save to CommLog on a comment to copy it into the patient’s Open Dental CommLog.
• Footer buttons: Mark Complete / Mark Incomplete, Save Changes, and Cancel.

Delete a task

Select the trash button at the right end of a task row. A one-off task asks Are you sure you want to delete this task?

A repeating task instead opens the Delete Repeated Task choice: Yes - Delete next instance only (skip just this occurrence) or Yes - All instances (end the whole series). See a recurring task didn’t appear if a skipped instance leaves you wondering where a task went.

Whether you can delete a task at all depends on the site-wide Who can delete tasks? setting (creator-only by default, or any employee) — see Task notifications and settings.

Tips

• Write tasks so anyone could pick them up: who, what, and by-when in the description.
• One owner per task beats three — shared tasks diffuse responsibility. For team-visible work stages, use a Kanban board instead.
• Tasks can also be created automatically by workflows — e.g. every broken appointment spawns a follow-up call task.
• Tasks due today also surface on the My Tasks card of Today’s Dashboard.
• Managers: the bar-chart icon next to the composer opens Task reports — your team’s task scoreboard.

Related

• Create a task from the patient profile
• Recurring tasks
• Subtasks, wiki links, and patient comments
• Task notifications and settings