Managing Tasks Boards

Day-to-day guide for editing, deleting, archiving, filtering, and organizing tasks and boards in ShopTasks as your workload grows.

Managing Tasks & Boards

This guide covers the day-to-day management of your tasks and boards — editing, deleting, archiving, filtering, and keeping everything organized as your workload grows.

Managing Tasks

Editing a Task

To edit a task, click on it from any view (Kanban, List, Calendar, or Timeline). The task form opens with all current details. You can update:

  • Title and description
  • Status — move it to a different column (e.g. To Do, In Progress, Done)
  • Priority — change urgency as requirements shift
  • Assignee — reassign the task to a different team member
  • Due date — extend or tighten the deadline
  • Labels and tags — recategorize as needed
  • Checklist items — add, edit, or check off sub-tasks
  • File attachments — upload or remove files
  • Linked resources — attach or detach Shopify products, orders, or customers

Click Save when you're done. Your team will be notified of significant changes like reassignment or status updates.

Deleting a Task

To delete a task:

  1. Open the task by clicking on it.
  2. Scroll to the bottom of the task form.
  3. Click the red Delete task button.
  4. Confirm the deletion in the dialog that appears.

Warning: Deleting a task is permanent and cannot be undone. The task and all its comments, attachments, and activity history will be removed.

If you're unsure about deleting, consider moving the task to a "Done" or "Cancelled" status instead — that way you keep the history.

Filtering Tasks

The Tasks page gives you several ways to find what you're looking for:

  • Search — type a keyword to filter tasks by title.
  • Status filter — show only tasks in a specific status (e.g. In Progress, Blocked).
  • Assignee filter — see only tasks assigned to a particular team member.
  • Board filter — narrow down to tasks on a specific board.
  • Built-in views — quick filters for common needs:
    • Overdue — tasks past their due date
    • Unassigned — tasks with no owner
    • At Risk — tasks approaching their deadline
    • Stale — tasks that haven't been updated recently
    • Blocked — tasks stuck and needing attention

Saved Filter Views

Save your frequently used filter combinations as named views:

  1. Set your filters (status, assignee, board, search).
  2. Click Save view and give it a name.
  3. Your saved view appears as a tab for quick access.

You can create up to 5 saved views. Each view can be renamed, duplicated, edited, or deleted from its tab menu.

Sorting Tasks

In List view, click column headers to sort by:

  • Title
  • Assignee
  • Priority
  • Due date
  • Status

Click again to toggle between ascending and descending order.

Managing Boards

Editing a Board

To edit board settings:

  1. Open the board.
  2. Click the gear icon in the header.
  3. The Board Settings modal opens where you can update:
    • Board name and description
    • Assigned team members — control who is part of this board
    • Slack channel — set or change the channel for board notifications
    • Board columns — enable or disable status columns, and rename them (paid plans only)
    • Restrict task statuses — when enabled, tasks on this board can only use statuses that match the board's enabled columns
    • Status — switch between Active and Archived
  4. Click Save changes in the modal header.

Archiving a Board

If you no longer need a board but want to keep it for reference:

  1. Open the board and click the gear icon.
  2. Change the Status dropdown from "Active" to "Archived".
  3. Click Save changes.

Archived boards move to a separate "Archived" section on the Boards page. Tasks on the board are preserved. You can unarchive at any time by switching the status back to "Active".

Deleting a Board

To permanently delete a board:

  1. Open the board and click the gear icon.
  2. Scroll to the bottom of the Board Settings modal.
  3. Click the red Delete board button.
  4. Confirm the deletion in the dialog.

Warning: Deleting a board is permanent. All tasks on the board will also be deleted. Consider archiving instead if you want to preserve the data.

Tips

  • Use built-in views to quickly triage your work at the start of each day.
  • Archive instead of delete — you can always unarchive a board later, but you can't restore a deleted one.
  • Rename board columns to match your workflow terminology (e.g. "Review" instead of "In Progress").
  • Restrict statuses per board if different teams use different workflows — this keeps things clean.