Creating and Assigning Tasks

As projects grow, managing tasks efficiently becomes increasingly important. Using tags and labels helps teams categorize tasks, improve searchability, and maintain clarity across different workflows. These organizational tools provide a simple yet powerful way to group tasks based on priority, status, department, or any other relevant criteria.

This guide explains how to use tags and labels effectively in the tool, ensuring that project management remains structured and easy to navigate.

Understanding Tags vs. Labels

Tags and labels both help categorize tasks, but they serve slightly different purposes:

• Tags – Keywords or short phrases that provide additional context to a task. They are flexible and can be used for any custom classification.
• Labels – Predefined categories that help classify tasks into structured groups. Labels often indicate priority levels, task types, or workflow stages.

Using both effectively ensures that tasks remain well-organized, making it easier for team members to filter and locate specific items.

Applying Tags for Quick Categorization

Tags offer a flexible way to categorize tasks based on unique project needs. Instead of limiting tasks to a strict hierarchy, tags allow users to add multiple identifiers, making it easier to track related work across different teams or projects.

Common Tagging Strategies:

• Department-Based Tags – Assign tags such as Marketing, Development, or Design to indicate which team is responsible for the task.
• Priority Tags – Use Urgent, High-Priority, or Low-Priority to help team members focus on critical tasks first.
• Project Phase Tags – Label tasks as Planning, Execution, or Review to track progress through different project stages.
• Custom Tags for Special Cases – Add tags like Client Request, Internal Task, or Bug Fix to clarify the nature of the work.

When searching for tasks, users can simply filter by tags to quickly find all related work, regardless of where the tasks are located within the project structure.

Using Labels for Structured Organization

While tags provide flexibility, labels create a more structured way to group tasks based on predefined categories. They are particularly useful for ensuring consistency in how tasks are classified.

Best Practices for Labeling Tasks:

• Use a Clear, Standardized Label System – Avoid duplicate or confusing labels by establishing a consistent naming convention.
• Limit the Number of Labels per Task – Too many labels can cause clutter; aim for no more than 2-3 labels per task.
• Differentiate Between Labels and Tags – Labels should define the core category of a task, while tags provide additional details.

Filtering and Searching with Tags and Labels

One of the key benefits of using tags and labels is the ability to quickly locate tasks using the search and filter functions.

How to Filter Tasks Using Tags and Labels:

1. Navigate to the Task List or Board View.
2. Click on the Filter Option and select Tags or Labels as a filter category.
3. Enter the Tag or Label Name to display only relevant tasks.
4. Combine Multiple Filters to narrow down search results (e.g., High Priority + Bug Fix).

Using these filters helps streamline workflow management by focusing on specific categories of tasks without sifting through an entire project manually.

Optimizing Task Management with Tags and Labels

To maximize efficiency, teams should follow best practices for using tags and labels:

• Establish a clear system from the start to avoid duplicate or inconsistent tags.
• Train team members on tagging and labeling conventions to maintain organization.
• Regularly review and clean up unnecessary tags and labels to prevent clutter.
• Use filtering features to create custom task views based on priority, department, or project phase.
• Leverage automation to apply tags or labels automatically based on task properties or workflow triggers.

By properly implementing tags and labels, project teams can significantly enhance task visibility, improve efficiency, and ensure a well-organized workspace. Whether working on a small project or managing multiple complex workflows, structured tagging and labeling make it easier to track progress and stay aligned with project goals.

Many tasks in project management follow repetitive cycles, such as weekly reports, status meetings, or monthly performance reviews. Manually creating these tasks each time can lead to inefficiencies and potential oversights.

Automating recurring tasks ensures that routine work is scheduled and executed consistently, saving time and reducing errors.

This guide will cover how to set up automation for recurring tasks, configure schedules, and manage updates efficiently.

Why Automate Recurring Tasks?

Recurring tasks are an essential part of project management, ensuring that essential processes are followed regularly. Automation helps in several key areas:

• Time Savings – Eliminates the need to manually recreate the same tasks repeatedly.
• Consistency – Ensures tasks are scheduled and completed on time without being overlooked.
• Improved Workflow – Allows team members to focus on strategic work rather than administrative tasks.
• Reduced Errors – Prevents missed deadlines and inconsistencies caused by manual input.

Setting Up Recurring Tasks

Automating recurring tasks involves defining a schedule, setting recurrence patterns, and assigning responsibilities. In Soto, users can configure task automation with just a few steps.

Defining Task Recurrence

When creating a new task, users can specify recurrence settings to ensure it is automatically generated at set intervals. Common recurrence options include:

• Daily – Best for tasks like checking system logs or updating dashboards.
• Weekly – Useful for team meetings, progress reports, or sprint reviews.
• Monthly – Ideal for invoicing, performance evaluations, or scheduled maintenance.
• Custom Intervals – Allows flexibility for tasks that do not follow standard timeframes (e.g., every two weeks or quarterly).

To set up a recurring task:

1. Create a new task and enter the necessary details (title, description, assignee).
2. Select the recurrence option and choose the frequency (daily, weekly, etc.).
3. Define an end date or allow it to repeat indefinitely based on project needs.
4. Assign a team member to ensure accountability.
5. Save and activate the recurrence schedule to automate task creation.

Once configured, the system will generate the task automatically at the defined interval, ensuring it appears in the task list without manual intervention.

Managing and Modifying Automated Tasks

After setting up recurring tasks, it’s important to monitor and update them as needed. Situations may arise where deadlines shift, responsibilities change, or task details need modification.

Editing Recurring Tasks

If adjustments are necessary, users can modify an existing recurring task without disrupting its automation:

• Change the recurrence frequency to better align with workflow needs.
• Reassign the task if the responsible team member changes.
• Update task details such as descriptions, attachments, or subtasks.

Changes can be applied to all future occurrences or limited to a single instance of the task, depending on requirements.

Pausing or Stopping Recurring Tasks

In cases where a recurring task is no longer needed, it can be paused or deactivated. This prevents unnecessary task generation while maintaining historical records.

To stop a recurring task:

1. Navigate to the task settings.
2. Select "End Recurrence" or "Pause Automation" depending on the need.
3. Confirm the action to prevent future task creation.

This ensures that task lists remain clean and only relevant automated tasks continue running.

Using Automation for Task Dependencies and Reminders

Automation can extend beyond basic recurrence by integrating with dependencies and reminders. For example:

• Linked Task Automation – If Task A (e.g., "Prepare Report") must be completed before Task B (e.g., "Send Report to Stakeholders"), dependencies can be set so Task B only becomes active once Task A is marked as complete.
• Deadline Adjustments – Automatically shifting due dates based on task completion to maintain accurate scheduling.
• Notifications and Alerts – Sending reminders to assignees when a recurring task is due soon or overdue.

By leveraging these automation features, teams can maintain a structured workflow without constant manual intervention.

Best Practices for Managing Recurring Tasks

To ensure automated tasks remain effective, consider these best practices:

• Review recurring tasks regularly to ensure relevance and avoid unnecessary backlog.
• Ensure accountability by assigning tasks to the correct team members.
• Use dependencies wisely to link related tasks and maintain logical workflows.
• Customize recurrence settings to match project-specific needs rather than defaulting to standard frequencies.
• Leverage notifications to keep team members informed and engaged.

Automating recurring tasks helps teams stay organized, minimize repetitive work, and maintain consistency across projects. By implementing structured automation, project managers can improve efficiency and allow teams to focus on high-value work.

Effective task management depends on setting clear priorities and deadlines to ensure work is completed on time and in the correct order. By properly organizing tasks, teams can focus on urgent and high-impact work while preventing delays.

This guide explains how to configure task priorities, set deadlines, and optimize scheduling for efficient project execution.

Understanding Task Priorities

Not all tasks carry the same level of urgency or importance. Setting priorities helps teams understand which tasks require immediate attention and which can be scheduled for later. Assigning clear priority levels ensures that critical work is completed first and resources are allocated effectively.

Priority Levels in Task Management

Tasks are typically categorized into three or four priority levels:

• High Priority – Tasks that require immediate action and have a direct impact on project deadlines. These often include urgent client requests, bug fixes, or major deliverables.
• Medium Priority – Important but not urgent tasks that contribute to the project’s success but do not require immediate attention.
• Low Priority – Tasks that can be completed at a later stage without affecting project timelines. These may include optional improvements, documentation updates, or research tasks.
• Critical (if applicable) – Reserved for emergencies that need immediate resolution, such as security issues or major system failures.

Assigning the correct priority level ensures that team members understand where to focus their efforts and that managers can allocate resources accordingly.

Setting Deadlines for Tasks

Deadlines keep projects on track by defining when each task needs to be completed. Without clear due dates, work can become disorganized, leading to delays and missed deliverables. Setting deadlines ensures accountability and helps teams plan their workload effectively.

Best Practices for Assigning Deadlines

1. Set Realistic Timeframes – Consider task complexity, dependencies, and available resources before assigning a deadline. Overly aggressive timelines can lead to rushed, low-quality work.
2. Use Milestones to Break Down Large Projects – Dividing work into phases with milestone deadlines helps maintain steady progress.
3. Align Deadlines with Team Availability – Factor in holidays, team schedules, and workload capacity when planning due dates.
4. Monitor and Adjust When Necessary – If unexpected delays occur, adjust deadlines while maintaining a structured workflow.

Using Task Dependencies for Better Scheduling

Some tasks cannot be started until others are completed. Task dependencies ensure that work progresses in the right order. By defining dependencies, teams can prevent bottlenecks and avoid situations where team members are blocked from completing their work.

Dependencies can be categorized as:

• Finish-to-Start (FS) – Task A must be completed before Task B can begin.
• Start-to-Start (SS) – Task A and Task B can start simultaneously.
• Finish-to-Finish (FF) – Task A and Task B must finish at the same time.

Properly setting task dependencies helps with scheduling and ensures that work progresses efficiently without unnecessary delays.

Automating Task Prioritization and Deadline Management

To maintain efficiency, teams can leverage automation features to manage priorities and deadlines dynamically. Automation rules can be set to:

• Adjust due dates when a task’s status changes.
• Reassign tasks if a deadline is approaching and remains incomplete.
• Send automatic reminders for upcoming deadlines.
• Prioritize overdue tasks to ensure they are addressed promptly.

By integrating automation into task management, teams can reduce manual tracking and focus on completing high-impact work.

Reviewing and Adjusting Priorities Over Time

Priorities and deadlines are not static. As projects evolve, tasks may need to be reprioritized or deadlines adjusted to reflect new goals and requirements. Regularly reviewing task priorities ensures that teams remain aligned with project objectives.

Best Practices for Reviewing Priorities and Deadlines

• Conduct weekly or bi-weekly task reviews to reassess priorities.
• Adjust deadlines based on resource availability and workload distribution.
• Communicate changes to ensure that all team members stay informed.
• Use reporting tools to track task completion rates and deadline adherence.

By implementing structured priority levels, realistic deadlines, and efficient scheduling, teams can enhance productivity and complete projects successfully without unnecessary stress.