Feature Overview Video
Plan Availability | All plan types |
Permissions | All Roles: View and manage tasks assigned to them |
Related Reading |
My Work is your personal command center, a top-level view of all your tasks across the system with important information like due dates and priorities displayed in a concise format. Sort tasks by date, priority, or Solution to focus on the things that you need to get done.
Say goodbye to constantly changing context - no more friction from flipping back and forth between emails, calendars, and Tables to figure out what’s next. Now you have the perfect way to visualize all of your work.
My Work tasks are created for records that have an Assigned to field connected to a Status field. You can also (optionally) connect a Due Date field to Status to track when the task is due.
Where to Find My Work
Note: If you're not seeing your tasks for a certain Table, make sure you've properly configured your Assigned To field settings.
My Work is instantly accessible no matter where you are in SmartSuite. From the top panel simply click the My Work icon to get started.
Work is cross-functional, spanning projects, processes, departments and more. That's why tasks in SmartSuite can take many shapes - records, checklists, comments and sub items can be assigned to members with a due date.
Features of My Work
Task Information Displayed
My Work organizes tasks with the following details:
Task Name: The name of the task or containing record.
Table: The table associated with the task (if applicable).
Task Type: Indicates whether it is an assigned record, comment, personal task, checklist item, or sub-task.
Priority: Displays task priority level (Low, Normal, High, Urgent).
Status: Indicates the task’s current status (e.g., Open, Completed).
Due Date: Shows due dates, if assigned.
Solution: The associated workflow or process for the task.
Task Organization
Tasks are categorized into two main tabs:
Open Assignments: Active tasks grouped by:
Overdue: Tasks with past due dates.
Today: Tasks due today.
Upcoming: Tasks due within the next 7 days.
Later: Tasks due in more than 7 days.
No Due Date: Tasks without an assigned due date.
Closed Assignments: Completed tasks, grouped by:
Today: Tasks completed today.
This Week: Tasks completed within the last 7 days.
This Month: Tasks completed this month.
Last Month: Tasks completed last month.
Last Year: Tasks completed within the last 12 months.
You’ll also notice that in this view the Due Date column name changes to Closed Date to make it clear that these tasks are no longer active.
Task Priorities
SmartSuite supports four priority levels, each with a distinctive color-coded icon that gives you an immediate visual queue. Available status values are:
Low
Normal
High
Urgent
Managing Tasks
Task Status and Completion
Change task status by clicking the Status field dropdown.
Click the circle icon beside a task to quickly mark it as complete.
Records with statuses marked as "Complete" (configured by the Solution Manager) will move to the Closed Assignments tab.
Adjusting Due Dates
You can easily adjust task due dates:
Click on an empty due date placeholder or existing due date.
Use the date picker to select a new date.
Changes are saved automatically (permissions required).
Adding Personal Tasks
Only a portion of the work we do every day is linked to a formal project or well-defined task. To manage all of the other work you do, SmartSuite allows Members to create personal tasks to track their own to-do items so they can get everything done in one place.
To get started, simply click on the New Task button:
A window will open, letting you capture the details about your individual task. You can provide as much information as necessary to capture the important details of the work that needs to be done.
Task Name. Give the task a short, descriptive title. This field and Assignee are the only two that are required to save the task.
Task Description. Add additional information about the task using SmartDoc rich text markup.
Assignee. Specify who owns the task. This value defaults to the creating Member, but you can change it if you’re creating a task for someone else.
Due Date. Add an optional due date to keep track of timelines.
Priority. Optionally add a priority to indicate how critical the task is.
Attachments. Attach files or images that are related to the work at hand.
Solution. You can choose to select a Solution to associate the task with, reminding you at a glance what type of work the task relates to. NOTE: This personal task only displays within My Work and does not display in views of the Solution selected.
Practical Use Cases and Scenarios
1. Daily Task Management
Scenario: A team member wants to organize their daily tasks to meet deadlines.
Solution: Use the "Today" and "Overdue" categories in My Work to prioritize tasks requiring immediate attention.
2. Cross-Department Collaboration
Scenario: A marketing team is collaborating with product development on a campaign timeline.
Solution: My Work allows team members to track their assigned checklist items and updates from multiple solutions.
3. Personal Project Tracking
Scenario: A user is managing personal tasks unrelated to a formal project.
Solution: Create personal tasks in My Work to track to-dos and deadlines alongside team assignments.
FAQ
Which fields (when connected) cause records show up in a Member's My Work section?
Assigned to & Status field
Due Date is optional
How many members can be associated with a record in their My Work?
Multiple members can be associated!