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Internal Tasks
Instead of using separate platforms for client-facing and internal team collaboration, Motion.io's Internal Tasks empower your team to manage all communication, tasks, and files related to client projects in one place.
This article will explain how Internal Tasks work and how your team can use them in your Motion.io projects.
👋 Tip: To provide your clients with visibility into what your team is working on and when they can expect that work to be completed, the title and description of Internal Tasks are visible to clients by default. If you'd like to hide Internal Tasks entirely from clients, Motion.io allows you to do so. Click here to learn more.
How to Create Internal Tasks
To create an Internal Task, click the same "Create task" button used to create Client Tasks in Motion.io projects. Then, click the toggle option labeled "Internal" in the upper right corner of the task composer.
Like Client Tasks, your team can create Internal Tasks in active projects and project templates. However, unlike Client Tasks, you can only assign Internal Tasks to team members. To assign team members to internal tasks, you must first add them to the project.
Task Options for Internal Tasks
While the Task Composer Internal and Client Task Composers are nearly identical, there are a few differences.
Task Visibility
The biggest difference is Task Visibility. A client can view Internal Tasks that are set to "Active," "Completed," and "In Review." However, the view is limited to only the Task's title, assignee(s), and description. All forms, files, and attachments will be accessible to only internal team members.
If you would like to hide an Internal Task from a client's view, enable the toggle next to "Hide from portal."
Require Team Review
When creating an internal task, you have the option to require a team review before the task is marked as complete. You can assign a reviewer from your team during task creation or editing.
Once the assigned team member marks the task as complete, it will automatically be sent to the designated reviewer for final approval. The task will only be considered fully completed after it has passed through this review step.
Attachments & Additions
No matter the Visibility Setting of an Internal Task, the clients cannot see any Form, Document, or Chat associated with it.
Creating Checklists
Click on "Checklist" under "Attachments" allows you to create a "to-do" list within a Task. When creating subtasks, you can assign them to specific team members and add individual due dates for each. Clients will not have visibility into Internal Task Checklists.
Managing Internal Tasks ("My Tasks" View)
The "My Tasks" page of your account displays all internal tasks to which you are assigned, making it easy for you and your team members to keep track of what specific tasks you are responsible for.
The Tasks with a small checkbox and numbers next to the Status means subtasks are built in. By clicking on that Task, you can see all the subtasks, assignees, due dates, and messages. Here is where you can mark off your completed subtasks or leave a comment that's only visible internally.
