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Creating 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,
After clicking the toggle labeled "Internal," the interface will switch from the task composer used to create Client Tasks to the task composer used to create Internal Tasks.
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.
📢 Note: After saving an Internal Task, you won't have the option to toggle between the Client and Internal Task composers. If you save an Internal Task you meant to create as a Client Task, you'll need to click the "Create Task" button to start over.
Task Options for Internal Tasks
While the top half of the Internal Task Composer is nearly identical to the composer used to create client tasks, the options in the orange box labeled "Not visible to clients" provide additional options.
The sections below explain how the Task Options in the Internal Task Composer work.
1. Hide task from client portal
If you want to hide Internal Tasks entirely from clients, the "Hide task from portal" toggle option allows you to do so. Click here to learn more about hiding Internal Tasks from clients.
2. Attach a form
Using the Attach a Form option in Internal Tasks, you can include a Motion.io form that only team members can complete and that will remain entirely hidden from clients. Click here to learn more about attaching forms to Internal Tasks.
3. Attach files
For files related to Internal Tasks you'd like to share with your team members but do not wish clients to see (for example, design inspiration or initial versions of client deliverables), the "Attach Files" option enables you to do so. Files you attach to Internal Tasks are not visible to clients.
4. Add subtasks
Toggling on the "Add subtasks" option enables you to create and assign private tasks related to the Internal Task that only your team members can access. Team members can mark subtasks as complete on Internal Tasks, but as with form and file attachments, subtasks are not visible to clients in their portals.
When creating subtasks, you can assign them to specific team members and add individual due dates for each subtask.
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.
Clicking on the title of an Internal Task from the "My Tasks" page will enable you to view any of the private subtasks associated with it, mark your assigned subtasks as "Complete," and exchange messages about the Internal Task that only you and your team members can see.