6. The Tasks application

In the tasks application to-do lists can be created and managed.

6.1. Tasks Overview

6.1.1. Tasks: Main Toolbar

The Main Toolbar contains buttons with the most important functions for the Tasks application, these buttons are described in their respective chapters.

The Main Toolbar for the Tasks application

The Main Toolbar for the Tasks application

6.1.1.1. Tasks: New button

The New button opens a new tab, in which a new task can be created.

6.1.1.2. Tasks: Address Book button

The Address Book button opens a pop-up in which the Global Address Book is shown, here all contacts that are saved can be found.

6.1.1.3. Tasks: Refresh button

The Refresh button allows to force the WebApp to check for any changes on the server, which in the Tasks application means that it will check for new or updated notes.

6.1.1.4. Tasks: Print button

The Print button allows to print:

  • Single tasks
  • Task lists

For more information on printing with the Tasks application, please refer to “Printing tasks” .

6.1.1.5. Tasks: Switch View button

With the Switch View button in the Main Toolbar the tasks can be displayed with certain filterings. The WebApp offers the ability to:

  • Show all tasks
  • Show only the Completed tasks
  • Show active tasks
  • Show tasks for upcoming 7 days
  • Show the overdue tasks

6.1.2. Tasks: Folder Navigation Pane

The Folder Navigation Pane in the Tasks application shows all contact folders. When a folder in the Folder Navigation Pane is selected, the tasks in that folder will be shown in the Main Window. General information about the Folder Navigation Pane can be found in “Folder Navigation Pane (3)”.

6.1.3. Tasks: Main Window

In the Tasks application the Main Window is used for two things:

  1. To show a list with the tasks in the folder that is selected in the Folder Navigation Pane. Depending on the view settings (see “Tasks: Switch View button”) the Main Window will show Simple Tasks, Active Tasks, tasks for the ‘Next Seven Days, Overdue Tasks, or Completed Tasks.
  2. To show a dialog to view/edit/create a task. On top of the dialog there is a toolbar with buttons for to save the task, delete the task, add attachments to the task, mark the task as complete, print the task, add categories to the task, and to mark the task as private.

Note

The Main Window uses tabs which makes it simple to switch between tasks and task lists.

6.2. Working with Tasks

6.2.1. Creating a new task

A task is created with the following steps:

  1. Select the folder Tasks
  2. Use the button New to create a new task. A New Task dialog will be opened as shown in “New task window”.
New task window

New task window

  1. Fill in the preferred fields. The fields in this window are comparable with those in the New Appointment dialog.
  2. Use the Save button to confirm. The task can now be found in the task overview.
Task overview

Task overview

6.2.2. Printing tasks

In the Tasks application it is possible to print:

  • Single tasks
  • Task lists (all tasks in a task folder)

6.2.2.1. Printing single tasks

To print a single task:

  1. In the Main Window of the Tasks application, select the task to print. Alternatively double-click the email to open it in it’s own tab.
  2. Click the Print button in the Main Toolbar.

Note

In WebApp versions older than 12, double clicking a contact will open it in a popup window. To print the task from there, please use the small Print button which resides in the toolbar of the popup window.

A new browser tab will open conatining a preview of the print, as well as the printing dialoge of the operating system allowing the user to specify the correct printer (if there is more than one configured printer) and specify printing options.

Note

Since these printing options are unique to the local environment (OS and manufacturer), describing them is beyond the scope of this manual. Please refer to the documentation of the printer for more information on specific printing options.

Clicking on OK or Print (depening on the local environment) will start the printing job.

6.2.2.2. Printing task lists

To print a task list:

  1. In the Folder Navigation Pane, click on the task folder to print. All tasks in the folder will be displayed in the Main Window
  2. Click on the dropdown arrow in the Print button in the Main Toolbar
  3. From the dropdown menu, select Print task list

A new browser tab will open conatining a preview of the print, as well as the printing dialoge of the operating system allowing the user to specify the correct printer (if there is more than one configured printer) and specify printing options.

Note

Since these printing options are unique to the local environment (OS and manufacturer), describing them is beyond the scope of this manual. Please refer to the documentation of the printer for more information on specific printing options.

Clicking on OK or Print (depening on the local environment) will start the printing job.

6.2.3. Sharing tasks with other users

Just like in Outlook, the WebApp enables users to set permissions on their folders. To do so use the right mouse button to click on a folder and choose the Properties option and select the Permissions tab as shown in “Folder Permissions”.

Folder Permissions

Folder Permissions

Click on the Add button under the Permissions tab. When the Address Book pops up, select the person (or group) to give permissions to and click Ok. This person (or group) will then be added to the permissions list.

Note

As Zarafa does not grant any permissions by default, simply adding a person or group to the permissions list is not enough. Additionally the user will need to specify what permissions each person or group will have. This is described in the next section.

Click Ok to save and close the permissions window.

6.2.3.1. Changing task folder sharing permissions

  • Right-click on the folder of which you want to change sharing permissions and choose Properties.
  • In the Properties dialog that pops up, click on the Permissions tab.
  • Click on the person or group whose permissions needs to be changed.
  • Now the permissions can be manually set in the bottom part of the permissions window. Alternatively a predefined profile can be selected from the Profile drop-down menu.
  • Click Ok to save and close the permissions window.

6.2.3.2. Stop sharing a task folder

  • Right-click on the folder of which you want to change sharing permissions and choose Properties.
  • In the Properties dialog that pops up, click on the Permissions tab.
  • Click on the person or group who should to be removed from the list.
  • Click the Remove button.
  • Repeat this for any other persons or groups that should no longer has access to this folder.
  • Click Ok to save and close the permissions window.

6.2.4. Opening shared task folders

To open shared folders from the Zarafa WebApp click the Open Shared Tasks \+ Button, at the bottom of the Folder Navigation Panel. A window as shown in “Open Shared Folder” will be presented.

Open shared task folders

Open shared task folders

From the dialog shown in “Open Shared Folder” it is possible to either open a single folder, or open a complete folder list of a specific user.

The opened folders are stored in your profile, so the next time you logs in to the WebApp the opened folders are directly available.

To remove a shared folder from Folder navigation Panel, right-click on the folder you want to remove and choose Close folder.

Note

Removing a shared folder will not delete it, but only remove it from the Folder Navigation Panel.