What is task management used for?
Task management is particularly useful when:
Tasks and actions need to be clearly documented and traceable – e.g. for quality deviations, agreements with colleagues or the implementation of improvement measures.
Responsibilities and deadlines need to be recorded bindingly to ensure Tasks are carried out reliably.
Risks should be identified early and problems addressed systematically to ensure process reliability and compliance.
Create a Task template
Task templates let you standardize recurring processes and create new Tasks faster.
To create a template:
In the Settings, navigate to "Notes" and click "Task templates".
Click "Create new template" in the top right.
Fill in the template with the following information:
Default Task Name
Label
Default Task Description
Save the template.
Admins and Key Users can create templates for their organization – these are then visible to all users in the organization, not only to the person who created them. Global default templates for all Tacto customers are provided exclusively by Tacto Support.
Note: Tacto default templates cannot be edited directly. To make changes, first clone the template via "Clone template" in your workspace.
Delete Task templates
Admins and Key Users can delete templates of their own organization at any time. The global Tacto default templates are excluded – they cannot be deleted.
Open the Settings.
Click "Notes" in the left sidebar.
Click the three dots on the right of the row of the template you want to delete.
Click "Delete template".
Your Tasks at a glance
The Tasks tab gives you a complete overview of all created Tasks – including the assigned responsible person, the creator, the status, the due date and, if defined, the related Supplier and Category.
You can switch between the "All" and "My Tasks" views.
"Open" is the default status that is set automatically when a new Task is created. As soon as work on the Task begins, the user can change the status to "In Progress" and later to "Closed". If the due date has passed, Tacto additionally shows the status "Overdue" automatically.
Create Tasks
To create a new Task/action, click the "Create Task" button in the Tasks tab.
A window opens where you can enter all relevant information about the Task:
Title
Description (rich text editor with formatting options)
Status
Due date
Label
Responsible
Optionally, you can select a template to fill in fields automatically.
Optionally, you can link the Task to a Supplier or a Category.
Finally, click "Create Task".
The responsible person then receives a notification about the new Task.
Tasks can be created not only in the Tasks tab but also directly from other contexts – see "Tasks from other modules" below.
Add multiple Suppliers to a Task
Click "Tasks" in the left navigation bar.
Click "+ Create Task" in the top right.
In the window that opens, click the "+" next to "Supplier" and select multiple Suppliers.
Edit Tasks
Tasks that have already been created can be adjusted at any time.
Hover over the Task – the "Edit" button appears.
Clicking "Edit" opens the editing window.
In the editing window you can, for example:
Move deadlines
Change responsibilities
Update descriptions
If a Task was created from a meeting, you can navigate from the Task directly back to the linked meeting.
Delete Tasks
You have two options for deleting a Task. Key Users, Admins and the person responsible for the Task are permitted to do so.
Option 1:
Click the three dots of the Task, or select the Task with the checkbox, and click "Delete".
Option 2:
Select multiple Tasks via checkbox and delete them together using multi-select (up to 50 Tasks at once).
Comments
You can use @-mentions in Task descriptions and comments.
@-mentions let you link relevant content directly, e.g.:
Articles
Companies (Suppliers)
Documents
Supplier contacts
Categories
Requests/RFQs
Findings
Other Tasks
Colleagues (users)
These links are directly clickable.
If you @-mention a colleague, that person is notified automatically (in-app and by email).
They make collaboration easier and give quick access to further information in the context of the action.
Tasks from other modules
Tasks that are created or linked elsewhere in Tacto all come together in the same Tasks tab:
From meetings: Create a follow-up Task directly from a meeting note.
From Findings/opportunities: For drawing part Findings, you can create a Task directly from the opportunity in two clicks – Category and Supplier are pre-filled automatically.
From a shared Supplier evaluation: Tasks that you make visible to the Supplier when sharing an evaluation are the same Tasks as here in the Tasks tab.
Note
Tasks can only be assigned to users who have been created in your Tacto account. Assigning Tasks to Suppliers is not possible.