Tasks

A task is a piece of work that someone asks a colleague to do, by a due date. Most tasks in VirgilTrack belong to an initiative in your organisation’s strategic plan, so everyone can see how their work moves the plan forward.

Open Tasks in the menu on the left to see the work given to you, and the work you’ve given others.

Who uses this area

Everyone in an organisation uses Tasks:

• Employees see the work they’ve been given, start it, break it into steps, and mark it as done.
• Managers also delegate work to their team and follow it up. Department managers see their department’s work on the My team tab.
• The CEO sees the work of the whole organisation on My team.

The kinds of work you can be given

VirgilTrack keeps track of three kinds of work. They all appear in your reminders, but they open in different places.

Kind	What it is	Where you work on it
Strategy task	Work towards an initiative in the strategic plan, such as “Prepare the water balance report for October”.	Its own page. Strategy tasks are the ones listed on the Tasks page. See A task’s page.
Calendar task	An event in the calendar that you or your department are assigned to, such as a meeting or a deadline.	A panel that opens beside the calendar. See Events and calendar tasks.
Risk control	An action that reduces a risk, that you are responsible for.	A panel that opens from the risk or the calendar. See Risk controls.

The rest of this chapter is about strategy tasks. In this chapter, “task” means a strategy task.

Where links to your work take you

Emails, texts and notifications about your work have a link or a button such as Open the task. A link to a strategy task opens the task’s page. A link to a calendar task or a risk control opens its panel; when you close the panel, VirgilTrack takes you to your home page.

If a strategy task or calendar task has been removed, the link shows “That task no longer exists.”

Where tasks come from

• Delegated from an initiative. A manager, the CEO or an initiative’s lead adds a task to a month of an initiative and gives it to someone. See Delegate a task.
• Found in your email. If you connect your mailbox, VirgilTrack finds work that was handed out by email and asks you to confirm it. See Tasks from your email.
• Through Virgil Copilot. You can ask the AI assistant to delegate a task for you. See AI assistant.

Who can do what with a task

Each task has two sides: the person it is for (the assignee) and the people who lead it.

The leads of a task are:

• the person who delegated it,
• the managers of the department that the task’s initiative belongs to,
• the CEO.

You are	You can
The assignee	Start the task, add and tick steps, edit its details, say you’re blocked, ask for more time, mark it as done, and reopen it.
A lead	Change the title, priority and due date, reassign it, answer a request for more time, add and tick steps, edit its details, mark it as done, verify finished work, and reopen it.
Anyone else in your organisation	Open the task, read it, and write in its conversation.

Task statuses

Status	What it means
Not started	The task has been delegated, but work hasn’t started.
In progress	The assignee is working on it.
Blocked	The assignee can’t move forward, and has said why.
Rescheduled	The due date has been moved, for example with Change due date on the task’s page, or by agreeing to a request for more time.
Overdue	Someone chose this status by hand, for example in the calendar’s task panel. VirgilTrack doesn’t set it by itself.
Done	The work is finished, with a note on how it was done.

A task that isn’t done is overdue as soon as its due date has passed, whatever its status. The Tasks page shows it in the Overdue group, and it counts in the red number beside Tasks in the menu.

The calendar’s task panel uses slightly different names: Pending for Not started, and In Progress for In progress. See Update a strategy task from the calendar.

The numbers in the menu

Two items in the menu on the left show a number when something needs you:

• Tasks shows a red number: your tasks that are overdue, and tasks with messages you haven’t read yet. Point at the number to see how many of each, for example “2 overdue, 1 with new messages”.
• From your email shows how many tasks found in your email are waiting for you to confirm.

The numbers update by themselves while you work.

Wenk

Things change live in Tasks. When a colleague starts a task, writes a message or marks it as done, you see it straight away, without reloading the page.

Pages in this chapter

• Your tasks: the Tasks page, its tabs, filters, list and board.
• A task’s page: everything about one task, and what each part shows.
• Work on a task: start, add steps, say you’re blocked, ask for more time and mark a task as done.
• Messages and mentions: talk about a task, and bring colleagues in with @.
• Delegate a task: give a colleague a task on an initiative.
• Follow up work you delegated: nudge, reschedule, reassign, verify and reopen.
• Tasks from your email: confirm the work VirgilTrack found in your email.
• Connect your mailbox: let VirgilTrack read your work email, and control what it reads.