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How do I see other people's tasks?

I can see all my tasks, by clicking the task button in the top menu bar.  Is it possible for others to see my complete task list?  Can I see the task lists of others?  

John Campbell Answered

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Hey all,

We built Podio so you can use apps for tasks to get all the power and flexibility from the app template and reports. The tasks in the top blue bar is more meant to be small personal to-dos ( http://blog.podio.com/2011/06/10/podio-and-gtd/ ) whereas the tasks you need to work on for longer time periods and share with your team are meant to be created in the apps :)

If you really like to see all tasks I recommend this tool (built by our partner Phases):

http://podiotasks.phases.dk/

//Sara - Podio

Sara Høeg Højlund-Rasmussen

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45 comments

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I would also like to know this -- we would like the ability to see the tasks that employees have created for themselves.  Currently, I only seem to be able to see the tasks I created for myself or delegated to others.  Thanks in advance!

Heather Hugh-Jones 0 votes
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Added a +1 for this functionality.

What would also work (in my circumstance) is to have an additional field other than "responsible party" for the task that would indicate that I am the responsible party, but that I am reporting this task to an additional person.

The ability to change the task author would also work - in essence I could create a task on behalf of my boss, and then assign it to myself for completion. This isn't the most semantic way of thinking about things, but it's another possible solution.

Thanks!

Steven Ryan 0 votes
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Hi all! For requests like this I recommend using an app for tasks instead of the built in task system. Podio tasks were made to be a more personally managed system, but you can easily accomplish what you're describing using an app. Each item is seen as a "task", and you can use app referencing to tie those tasks to projects and other items in Podio:

https://help.podio.com/entries/21683251-app-references

That way you can also add whatever fields you think would be useful for your tasks (so for Steven, you can add a second Contact field to indicate who is reporting the task).

Does this make sense? 

/Jacquelyn - Podio

Jacquelyn May 0 votes
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I think that there is something valuable for managers and stakeholders to see other peoples tasks in one place like a persons profile. It makes no sense to me why this isn't an integral part of the app. 

 

Thoughts?

Rodrigo Garcia 0 votes
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+1 to Rodrigo. Our organization is flat, we all hold each other accountable. Plus, it helps us manage how projects being handled by more than 1 person are distributed across the team. It would be helpful for us to see all tasks of each team member.

Jonathan Chan 0 votes
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+1 Rodrigo, I too am rather surprised this isn't already party of the application. Please Podio?

Chi 0 votes
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John, agreed. We run lean, so we have to all be aware what everyone else is doing and make sure that there are tasks assigned. The transparency would allow us to be able to assign tasks for people with lite workflows, allow all of us to be held accountable, including us as co-founders. 

Rodrigo Garcia 0 votes
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+1 to Rodrigo & John - we are also running lean and need to see what the others are working on!

Espen 0 votes
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Thanks @Daniel, that's amazing. its hard to believe Podio doesn't already have this function. 

Chi 0 votes
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Just joined Podio and am creating a task list (that everyone needs to see), it defaults to Private, and does not give me the option to change it. Is this what we're talking about here?? Because I need everyone to see the tasks, and add to them, and assign different people. 

Laurence Cope 0 votes
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Hi Laurence, welcome to Podio!

This is a situation where I recommend using an app instead of tasks. You can see an explanation of how that would work in my post from October (marked as the answer to this thread).

/Jacquelyn - Podio

Jacquelyn May 0 votes
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Hi Jacquelyn. Thanks for your reply, but I dont really watch videos online, 5 mins is a long time I'm quite busy. I prefer to read text it should be much quicker. But reading the text before the video does not really explain it, I am quite lost! I am used to using Basecamp and believe things like this should be intuitive and not even need instructions. I think if it requires instructions then its built wrong. Sorry!

Laurence Cope 0 votes
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Podio is a fanastic service but I think they should give in on this one and change the task list to have filters.  The default setting is to see your own tasks only.

Greg Hetherington 0 votes
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+1

A quick 'google' shows that this question has been asked multiple times. Kudos to Daniel for taking action but an external option is a no-go for me. I'm new here but what's the point of Podio if you also have to use other tools on top to do basic things? The ability to see other people's tasks (subject to permissions) is a standard need for all managers.

We're assessing Podio at the moment, particularly as a crm tool, and are not yet seeing a responsive approach from the platform developers. This may push us to select one of the other options.

Steve Boyle 0 votes
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Sara, please could we have this issue altered? It seems odd that as a studio manager I cannot view my team members' tasks. Now I need to create a new app, negating the benefit of the tasks tool (press T from anywhere is fantastic).

When other team members add tasks I am unaware of them. This really is an issue that ought to be resolved by Podio as opposed to users creating workarounds.

Your soonest response would be appreciated as always.

Dt 0 votes
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Thanks for the reply Sara. Looks like Podio designed the tool one way but your user community want to use it in another way. Either people will change to use it as you suggest or (as I am likely to do) leave. Alternatively, Podio could look on this as valuable customer feedback & make changes to reflect what the community want.

We were testing out Podio using the KA CRM suite. The developer did try to create an in-app task feature (Julian is very responsive so kudos to him) but a) it didn't work how we needed it to and b) it was VERY confusing to have a 'global tasks' feature alongside an 'in-app tasks' feature.

Sadly, this enforced compexity & confusion means our evaluation of Podio is probably coming to an end and we'll use alternatives to meet our needs.

 

Steve Boyle 0 votes
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Well said @Steve, I appreciate how well Podio works most of the time and the effort the team (Sara and Jacquelyn) has put in to communicate with us.

Granted only a relatively small group of us has requested this function, it still concern me a little that podio isn't more willing to change to adapt to us lowly users...

Chi 0 votes
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@Steve

Can you describe your use case / need a bit more - it's interesting for us to hear exactly what is missing.

Is it the same functionality as our Podio Global Task list just inside Podio or something else?

Daniel Horn 0 votes
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Daniel, its fairly simple and similar to many others.

We want to be able to see other team members' tasks. In our case we were looking to test podio between 2 people using a CRM approach to manage contacts with companies & connected opportunities. We needed  to be able to add/update/assign/re-assign/close tasks from anywhere, especially when mobile, and be able to see each other's tasks and task details (who owned it, which company was it connected to, which opportunity etc). The developer of KA-CRM added an 'actions' app to his suite of apps and whilst this was starting to move towards what we needed, it only did this on the desktop/webapp and then only with individually tailored views. On the mobile app, we only saw a very basic  activity stream with no details of the tasks, who they were allocated to, what they were related to (e.g. a company or opportunity). The mobile app is critical as we are often unable to connect to the internet. 

Furthermore, we found it extremely confusing to have a 'global' tasks feature and yet have to then go into another app to create a task we could all see. In the end, we decided it was just not achieving what we needed and, as I have said previously, using yet another 3rd party external app (phases) wasn't for us. I can somewhat see a 'logic' to the idea of tasks within an app but the way all this is working on Podio is just too confusing and clunky. Shame really as the overall concept of Podio seemed good to us.

Steve Boyle 0 votes
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@Daniel

Various users are requesting that the task list be viewable by all team members. To date Podio has responded by suggesting that users build a separate app for this. I have done so already, but:

Can you not see how the global task function could be even better when teams are able to see each others' tasks? Building a separate app means another click, another step, a layer of tasks not viewable as easily as the current list. If we want a 'private' task list surely we can create that, but why EXCLUDE the option to share it, this flies in the face of variable use requirements, convenience, info sharing and transparency?

PLEASE consider amending your approach to this, the Podio response has been to assume that we need to make things more complex instead of simply allowing this basic functionality. Not appreciated. Why expect us to fix this? My company is about to sign up, and they have asked me why the very convenient task list can't simply be shared.

They have asked why I have built a separate tasks app. I have answered that Podio provides the explanation that we are the problem, as we want something that Podio doesn't, by instructing us to create a replacement for the in-built (and very accessible, useful and appreciated) tasks solution.

Dt 0 votes
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@Daniel

Pressing T allows me to create a task, superb! That convenience is clever and useful. I cannot do that from a 'home-made' app

Seeing the tasks (and their action status) in the overview of a project, is superbly helpful. Again, you want me to sacrifice this. Why?

Please, I ask again, make this super function even more super. Please

Dt 0 votes
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@Steve

Thanks for the explanation. Would your needs be covered if there were a dedicated task app that you could access online/offline via pc, tablet and mobile? 

Perhaps with visualizations of the tasks and other stuff?

Daniel Horn 0 votes