Work: projects, tasks, approvals
An example: the New website project (code SIT) has three phases, Content, Design and Go live. Inside
Content there are the tasks "Write the About us page" (assigned to Anna, due Friday) and "Collect the
photos". At the end of the phase there is a milestone, Copy approved, and an approval requested from the manager. The
Design phase starts when Content is finished.
In Kibo all of this is made of tasks: the project, phases, tasks, milestones, approvals, notes and forms share the same fields (title, dates, priority, status, progress, assignee) and sit in a tree: project → phases → tasks → subtasks.
Types
| Type | What it is for |
|---|---|
| Project | The container, with a three-character code (ABC, Q42) you can change while it is empty. |
| Phase | Groups tasks; its progress is the average of what it contains. |
| Task | The actual work. It can have subtasks. |
| Milestone | A date that matters, with no duration: it shows as a band in the calendar and in the Gantt. |
| Approval | A decision requested from someone: approve, reject, request changes. |
| Note | A note in the tree, with no progress. |
| Form | A questionnaire that generates requests: see Forms and requests. |
Status and progress
Status is a board column (every organization has its own); progress is a percentage. Closing a task sets progress to 100. The reverse is not automatic, but an automated action can do it. Tasks in a closed phase stay as they are.
Assignment
A task has one assignee. The assigned person can update status and progress and comment, even with no other role on the project. To assign someone, they must be a member of the project.
Linked tasks
Between two tasks you can say "B starts when A finishes" (and the other three combinations), with an optional lag. The Gantt draws them; moving A offers to move B.
Recurring tasks
A task can repeat (every day, every Monday, the first of the month…): when it is closed, the next one is created.
Comments and change history
Every task has a conversation (with mentions) and a history of what changed, when and by whom: including when the change was made by an automated action or by the assistant.
Codes
ABC-12 is unique in your organization. Every task has its own page: Copy link in the menu gives you
the address to send to a colleague.
Delete and restore
Whatever you delete goes to the Trash, with everything it contained: from there you restore it or delete it permanently. The trash still takes up storage until you empty it.