Quick Tasks
Manage your quick tasks in Kanban
Quick Tasks are tasks for one-off execution that can be created in two ways: manually by the user directly on the screen, or automatically by a Spaceflow during the execution of a flow.
They are organized in a Kanban board — a board-style visualization that organizes tasks into columns representing work stages. Each task is displayed as a card that can be moved between columns by dragging, reflecting the progress or reclassification of the task.
It is an agile and visual view, ideal for teams that need to track the progress of activities in real time.
How to access
In the workspace side menu, under the Member section, expand the Tasks menu and click Quick. The board will be displayed with the configured columns and cards.
Board structure
The Kanban is composed of three main elements:
- Columns (lanes) — represent the stages of the workflow (e.g., Pending, In progress, Blocked, Completed). Each workspace can have its own configured columns.
- Cards — each card represents a task. It displays the title, assignee, and other information configured for the board.
- Column header — displays the column name and the count of cards within it.
Toolbar
At the top of the screen, the toolbar gathers search, filter, and board action controls.
Left side
- Search bar — locates specific tasks by text.
- Time filter base — defines whether date filters should consider Creation or Due date of the tasks.
- Date selector — when clicked, opens a calendar with two modes: Single day (specific date) and Range (period with start and end). In Range mode, the calendar expands to two months simultaneously and a sidebar displays predefined periods for quick selection.
- Clear filters — removes all applied selections, returning to the default view.
Right side
- Column settings — opens the panel to manage visibility and ordering of lanes.
- Archived — opens archived items, allowing you to view and restore them.
- Trash — opens deleted items, allowing you to view and restore them. Items in the trash remain for a limited time before permanent deletion.
- New task — adds a new task to the Kanban, with no connection to any flow.
- Quick Filters — the arrow on the right controls the display of the Quick Filters section. If there are active filters, their badges will appear in this section.
Working with cards
Each card displays, by default, the most essential information filled in your tasks.
Card context menu
In the top right corner of each card, a context menu offers:
- Access page — opens the task in a dedicated screen.
- Edit — allows changing task details.
- Send to — moves the card between columns, changing the task status.
- Archive — removes the task from view and archives it.
- Trash — moves the task to the trash.
- Copy external link — copies the direct link to the task in the ENSPACE external portal.
Side panel details
When clicking a card, a side panel is displayed with a central execution area and a sidebar with technical information.
The central area is divided into 3 tabs:
- Task — centralizes activity data. If the task requires interaction, instructions and tools for execution will be displayed here.
- Comments — collaboration space with conversation history. Each comment includes options to copy, edit, and reply.
- Audit Log — complete history of actions and changes performed on the task, including actions executed automatically by the system.
Technical information
In the panel sidebar, icons can be expanded by dragging the bar to display complementary data: task ID, creation date, last update, and full task name.
Completing a task
After filling in the necessary fields in the Task tab form, the completion button will become available. When clicked, the card will be automatically moved to the Completed column and the completion date will be updated.
Moving a card between columns
Locate the desired card, click and hold, drag it to the target column, and release. The card will be positioned automatically.
Moving a card may trigger configured flow rules — such as notifications, automatic assignments, or field updates.
Pagination
At the bottom of the screen, pagination controls allow you to organize the view.
- Global counter (left) — shows how many tasks are visible and the total.
- Cards per page (right) — controls how many tasks are displayed.
- Page navigation — single arrows to move forward/backward, double arrows for start/end.
Totals
At the bottom of each column, the Configure totals option allows adding aggregate calculations (counts, sums of numeric fields) for a quick quantitative view per stage.
Views
At the top of the screen, tabs allow switching between different ways of viewing tasks. The Default view comes pre-configured. Click + New View to create custom views with specific filters and sorting.
Available view types
- Kanban (Board) — column and card view. Focus on current stage and movement.
- List — row view. Focus on volume, details, and bulk operations.
- Calendar — date view. Focus on deadlines and time distribution.
Real-time synchronization
The Kanban is collaborative in real time. When another member moves a card, adds a task, or changes board settings, the update is automatically reflected for everyone — no need to refresh the page.
Roles and permissions in tasks
Each quick task has roles that determine what each person can do:
- Creator / Admins — whoever created the task or has administrative permission. Full access: view, edit, comment, change assignees, view logs, and reopen completed tasks.
- Assignee — the member responsible for execution. Has the same permissions as the creator.
- Collaborators — members added to participate in the task. Can view, comment, edit data, and change status, but cannot view logs, reopen completed tasks, or change assignees.
- View-only users — can only view the task, without interacting.
The workspace Owner has unrestricted permission over all tasks, regardless of assigned role.
If a task has no defined assignee, the first person to edit the status or perform an action will be automatically assigned as responsible — the system will display a confirmation before applying.
When task execution involves creating or editing items in categories, the member's role permissions in the workspace take precedence. If the member does not have permission for that category, the system will display a warning before completion.