Task Lists in SharePoint 2013
By Laura Rogers, SharePoint MVP
In SharePoint 2013, task lists have been dramatically
improved. In this article, I will take
you through some of the visual and functional changes, and show you how task
lists are much more useful than they have ever been!Timelines
Each task list now has a default view that contains a
graphical timeline at the top of the list.
When a new task is created, you have the option of displaying that task
on the timeline. When you click the
ellipsis next to a task, a pop up menu gives you the option of adding or
removing that item from the timeline.
Click on any task in the timeline, and there are a plethora
of options for changing the display configuration.
Notice that when this task in the timeline is selected, there is a Timeline
tab in the ribbon. This tab lets you configure the look and feel of each individual timeline task. Choose to display each task as a bar or as a callout outside of the timeline.
As for the list of tasks, there have been some definite improvements as far as appearance goes. There are a few things to notice in the screenshot below. For overdue tasks, the due date automatically appears in red. There is also a new check box that exists next to each task so that you can quickly mark it as complete. Completed tasks are displayed with a line through the middle of the name.
Don't worry, if you don't like the completed items to appear with a line across them, this is a setting that can be changed. Modify the view of the task list, and in the view settings expand the Style
section. There is a checkbox for Show completed items as struck through
. From here, you can even turn off the timeline portion completely, which may be a good idea if you're trying to conserve real estate on the page.Web Parts
There are a couple of new out of box web parts that revolve
This web part displays a great timeline around a task list. There
are little arrows at the top right that let you toggle between the timeline and
the list of late tasks. When you create a site from the project site
template, this web part is included on the homepage by default.
(Enterprise site collection features must be
enabled in order to have this available.)
The web part settings allow you to pick a task list, and
choose some more options from the checkboxes below. The upcoming setting
will also let you show items from the calendar on the site.
This one is similar to the Project Summary
web part, except it’s simplified:
Notice that there’s no “add task”
or “edit list” button, and there is no pretty little pane on the left letting
you know about overdue, soon due tasks and such. The web part settings
allow you to pick a web, list and view name. The thing that’s BETTER than
the project summary one, is that this one lets you pick a different site,
and the project summary doesn’t.
(Timeline Web Part in SharePoint 2013)Subtasks
When you click the ellipsis next to any task, though, you are presented with a new option to Create Subtask
. What happens when this button is clicked?
- You are immediately switched to datasheet view, which is now called Quick Edit view.
- A new, empty row is inserted under the item under which you'd like to create a subtask.
- This new item is indented, and a little arrow is displayed next to its "parent".
When you switch back to the normal view by clicking the List
tab and the View
button, this indented task is what you see:
Finally, the absolute coolest feature related to tasks in
SharePoint 2013 is the fact that each person gets to look at one big rollup
task list, which shows all tasks from any site in SharePoint, all in one big
list. This is huge! No longer do you have to wonder and remember
which sites contain tasks that are assigned to you, they are all in one place.
Here is a whole blog post that I wrote on the topic a couple
of months ago: Hidden Gem: Color Coded Task Timeline
- Laura Rogers