Tasks Module

The Tasks module is the central core of Planovik AI. It brings together personal planning, team projects, flexible scheduling, time tracking, geolocation, and bidirectional integration with the Knowledge Base. All other modules (Kanban, Documents, AI Assistant) sync with this unified data system.

Tip: Quick navigate to Tasks by pressing 1 on your keyboard (or clicking Tasks in the sidebar ribbon).

---

1. Task Lists and Projects

All tasks in the platform are organized into Lists and Projects within your selected workspace.

• Name and Color: Each list features a unique name and color badge for clear visual distinction.
• Data Isolation: Tasks belong strictly to a specified list and workspace, preventing accidental overlap between personal and work items.
• Management:
  • Create list: Click ”+” next to the Projects section in the sidebar.
  • Reorder & Sort (sortOrder): Drag and drop items in the sidebar.
  • Delete list: Moves associated tasks to Trash or prompts for confirmation.

---

2. Ways to Create Tasks

2.1. Standard Creation Dialog (N)

1. Press N or click ”+ New Task”.
2. Enter the task title.
3. Configure detailed properties: list, priority, start/due dates, estimated time, tags, subtasks, attachments, and location.

2.2. Smart Quick Input (Shift + A)

Pressing Shift + A opens a compact quick-add bar with automatic meta-tag parsing:

Syntax	Description	Example Input	Result
!1, !2, !3 (or p1, p2, p3)	Priority (1 = Low, 2 = Medium, 3 = High)	Prepare report !3	Priority set to High
@date / @day	Due Date	@today, @tomorrow, @monday, @2026-08-01	Auto-sets due date
+Project	Assign to List	Client call +Sales	Placed into Sales list
#tag	Add Tags	Buy server #it #urgent	Adds tags it and urgent
45m, 1.5h, 2h	Estimated Time	Write spec 2h 30m	Estimate 2h 30m

Note: You can combine multiple smart tags in a single prompt:
Code review !3 @tomorrow 1.5h +Development #code_review

---

3. Task Card Features

Opening a task card gives access to a full suite of management tools:

Control Panel Options:

Control	Function
Task Status (“In Progress”)	Toggle current stage (In Progress, Completed, etc.).
Assignee (“Assign”)	Select a responsible teammate from workspace members.
Document Link (“Select Document”)	Bidirectional link between task and a document from the Knowledge Base.
Schedule	Set start date, due date, and exact times.
Repeat Rule (“Recurrence”)	Configure automatic task recurrence on schedule.
Edit Policy (“All Members”)	Restrict card editing rights (All / Assignee & Admins / Admins Only).
Time Estimate (“No Estimate”)	Set planned time budget for the task.
Priority (“Medium” / “High” / “Low”)	Select importance level with color coding.
Time Tracker & Stopwatch	Start live timer or log spent time manually.

3.1. Subtasks

• Create subtasks inside a task.
• Check off completed items.
• Edit subtask titles or delete unnecessary items.
• Progress bar shows completion percentage and item count (e.g., 3/4 or 75%).

3.2. Time Tracking

• Estimated Time: Set planned time budget in hours and minutes.
• Stopwatch: Start built-in live timer right on the task card. Click “Start”, “Pause”, or “Stop”.
• Manual Time Entry: Manually log actual spent time with descriptive notes.
• Plan vs. Actual: System highlights spent time compared to planned estimate.

3.3. Recurring Tasks

Automate routine tasks:

• Interval: Daily, Weekly (with day selection Mon–Sun), Monthly, Yearly.
• Custom Step: Repeat every $N$ days, weeks, or months.
• End Criteria: Forever, until a specific date, or after $N$ occurrences.

3.4. Geolocation & Maps

• Attach interactive map pins to tasks.
• Search locations by name or address.
• Store location names and exact GPS coordinates (latitude and longitude).

3.5. Knowledge Base Linking

• Link tasks to guidelines, specs, or notes in Documents.
• Clicking a linked document immediately opens the page in Knowledge Base.

---

4. Teamwork and Permissions

Planovik AI provides flexible role-based access controls in workspaces.

4.1. Assignee

Assign team members from your current workspace. Assigned teammates receive instant notifications regarding task updates.

4.2. Edit Policies (“Who Can Edit”)

The “Who Can Edit” setting on task cards protects key deliverables from accidental modifications.

Note: Only Owners and Admins can modify the Edit Policy of a task card.

Three access levels are available:

Interface Option	Policy ID	Who Can Edit Card Properties
All Members	all_members (default)	Any member with Member, Admin, or Owner role
Assignee & Admins	assignee_and_admins	Assignee, task creator, Admins, and Owner
Admins Only	admins_only	Admins and Owner only (plus task creator)

Guest Restrictions: Users with Guest role are strictly view-only. They can view task cards and post comments, but cannot edit fields regardless of policy setting.

4.3. Comments & @Mentions

• Discussion thread is located at the bottom of task cards.
• Use @name to mention teammates for instant notifications.
• Activity Log: All changes (priority, due dates, assignee, attachments) are recorded in activity audit trail.

---

5. Task Views (5 View Modes)

Switch views in the module header to analyze workload effectively:

1. List / Table:
   • High-density tabular layout.
   • Quick column viewing and inline cell editing.
   • Ideal for large datasets and batch updates.
2. Cards:
   • Grid layout of visual cards.
   • Shows subtask progress, tags, attachment badges, and assignees.
3. Calendar:
   • Month and Week view modes.
   • Visualizes tasks across start/due dates with drag-and-drop.
4. Gantt Chart:
   • Timeline view tracking task durations, dependencies, and schedules.
5. Eisenhower Matrix:
   • 4-quadrant layout based on Urgent × Important:
     • Quadrant I: Urgent & Important (Do immediately).
     • Quadrant II: Not Urgent & Important (Schedule in calendar).
     • Quadrant III: Urgent & Not Important (Delegate).
     • Quadrant IV: Not Urgent & Not Important (Delete or defer).

---

6. Filters, Sorting & Batch Actions

6.1. Search & Filters

• Search (/): Press / to focus full-text search.
• Filter Bar:
  • By status (Active / Completed / All).
  • By priority (Low / Medium / High).
  • By lists, tags, creators, and assignees.
  • By due dates (Overdue, Today, This Week, No Date, Custom Range).
  • By attachments, maps, linked documents, or subtasks.

6.2. Batch Actions

Select multiple tasks via checkboxes to invoke the floating batch action bar:

• Complete: Batch mark selected tasks as complete.
• Reopen: Set task status back to active.
• Set Priority: Batch set priority (Low, Medium, High).
• Move: Transfer tasks to another project or list.
• Delete: Batch move selected tasks to Trash.

---

7. Trash & Task Recovery

Deleted tasks are moved to Trash with a red DELETED badge:

• Soft Delete: Tasks remain in Trash preserving all subtasks, attachments, comments, and metadata.
• Restore (Green Button): Instantly restore tasks back to their original list.
• Delete Permanently (Red Button): Permanently erase tasks or empty trash after confirmation.

---

8. Keyboard Shortcuts

Shortcut	Action
N	Create new task
Shift + A	Quick smart add
C	Mark selected task as complete
D	Duplicate task
/	Focus search bar
Esc	Close task card or modal
Shift + / (or ?)	Open full shortcuts cheat sheet
Alt + K / Ctrl + Space	Open AI Command Center
Alt + I	Toggle AI Assistant drawer
1 – 9	Switch ribbon modules (1 = Tasks)

---

9. Offline Mode & Local Synchronization

Planovik AI is engineered with a Local-First architecture:

1. Instant Response: All reads and writes occur locally first in browser DB (IndexedDB).
2. Offline Outbox Queue: Edits made while offline are queued locally. Offline status badge appears in header.
3. Auto Sync: When connection restores, queued changes automatically push to cloud server.
4. Conflict Resolution: Concurrent edits on multiple devices (HTTP 409 Conflict) trigger smart field merging or let you pick the active version.

Related Documentation

• 🛹 Kanban Module — visual columns and pipeline management.
• 📚 Knowledge Base — creating documents and linking specs.
• 👥 Team and Workspaces — members, roles, and permissions.
• 🤖 AI Assistant — automated task generation and prompt workflows.
• 🔌 External API — creating and fetching tasks via API keys.