Tasks

🎯 Objective of this section

The Tasks module is the core of day-to-day project work in smenso.
This is where all to-dos, work packages, and checkpoints are centrally managed, prioritized, and tracked.
Each task can be assigned responsible parties, dates, attachments, and comments – creating clear, traceable task management.

5.1 Structure of the tasks view

The tasks view shows all recorded tasks in a tabular overview.
Each row represents an individual task or subtask.

Typical columns:

• Column – Description
• Title – Name of the task
• Priority – Classification of importance (high/ medium/ low)
• Assigned to – Responsible person or team
• Start date / due date – Scheduling
• Status – Current progress status (not started, in progress, done)
• Description – Brief description of the task
• Labels – Optional tagging, e.g. by topic, trade, or construction phase

💡 Tip:
Filters and groupings (e.g. by responsible party or status) help keep tasks clearly organized.
This makes it easy to maintain an overview of open items in large projects.

5.2 Detailed view of a task

Clicking the task title opens the detail panel.
All relevant information for processing is shown there.

Sections of the detailed view:

General

• Title: Automatically adopted from the list entry
• Folder: Assignment within the project structure (e.g. Tasks)
• Priority: high / medium / low
• Start date / due date: Time window of the task
• Assigned to: Responsible person(s)
• Status: not started / in progress / done

Description

Free-text field for detailed information, instructions, or background notes.

Subtasks

Use the “+ Subtask” icon to create sub-items – e.g. for partial tasks or checkpoints.
Subtasks automatically inherit the same fields as the main task (Start date, Responsible parties, Status).

Files

Attachments can be stored directly in the task via drag & drop or the “Add files” button.
They will also appear at the same time in the project’s Files module.

💡 Tip:
A task can contain multiple file attachments (e.g. plans, inspection reports, photos).
This keeps the entire process traceably documented in one place.

5.3 Create a new task

Step-by-step instructions:

1. 1️⃣ Open the Tasks tab
2. 2️⃣ Click “New” in the top right
3. 3️⃣ Enter a title and, if needed, a description
4. 4️⃣ Set priority, start date, and due date
5. 5️⃣ Select the responsible person
6. 6️⃣ (Optional) Set status to not started
7. 7️⃣ Add files, comments, or subtasks
8. 8️⃣ Save

💡 Note:
smenso saves changes automatically. Manual saving is not required.

5.4 Use in a construction project context

In construction, tasks are often used for:

• Category – Example
• Planning – “Review execution plans LP5”
• Construction execution – “Align construction schedule with shell contractor”
• Costs / awarding – “Review change order 03”
• Acceptances – “Approve fire protection concept”
• Communication – “Coordinate with structural engineer”

💡 Tip:
Tasks can also be generated automatically from minutes or meetings (Ch. 12).
This turns decisions directly into actionable work packages.

5.5 Task hierarchy and filtering

• Tasks can be nested to any depth (main task → subtask → sub-step).
• Filters by status, due date, responsible party, or priority can be used to create focused work lists.
• Custom views can be saved and named (e.g. “Open MEP tasks”).

5.6 Best practices

• Short, concise titles – make tasks quick to understand at a glance.
• Clear ownership – each task should be assigned to exactly one person or role.
• Use priorities consistently – helps with planning and resource management.
• Use subtasks – to structure complex topics.
• Attach files directly – prevents information loss.
• Use comments – to document progress or internal coordination.

🔗 Related topics

• Chapter 4 – Project team
• Chapter 5 – Dates & schedule
• Chapter 12 – Minutes / meetings

💡 Practical note:
The Tasks module is suitable not only for technical to-dos, but also for organizational and planning tasks – from design through awarding to construction supervision.
Consistent use creates a complete task history that is valuable for handovers or audits.