Collaboration Task Management: Task Coordination & Project Tracking

Overview#

An investigation does not manage itself. Someone needs to chase the financial records request, someone else needs to follow up on the witness interview, and a third person needs to draft the summary for the legal team by Friday. Without a shared task system, that coordination happens in messages that get buried, emails that go unanswered, and mental models that diverge between team members. The Task Management module keeps everyone aligned on what needs doing, who is doing it, and when it is due.

The module provides task coordination and project tracking with kanban boards, list views, timeline views, and automated workflows. Teams plan, assign, track, and complete work within the collaboration environment without needing a separate project management tool. For joint task forces, multi-agency investigations, and financial crime networks where work crosses team and organisational boundaries, the visibility into workload and dependencies is particularly valuable for coordinators managing multiple contributors.

Key Features#

• Multiple View Options: Visualise tasks through kanban boards, list views, timeline/Gantt views, and calendar views to match different working styles, roles, and use cases.
• Task Assignment and Ownership: Assign tasks to individuals or teams with clear ownership, due dates, priority levels, and estimated effort for transparent work management.
• Subtasks and Dependencies: Break complex work into subtasks and define dependencies between tasks for structured planning with automatic scheduling adjustments.
• Custom Workflows: Define custom task statuses and workflow stages that match team processes, with automated transitions based on configurable rules and conditions.
• Due Date and Reminder Management: Set deadlines with automated reminders at configurable intervals and escalation notifications when tasks are at risk of missing their due dates.
• Labels, Tags, and Custom Fields: Organise tasks with flexible metadata including labels, tags, priority levels, and custom fields for filtering, grouping, and reporting.
• Progress Tracking: Monitor task completion rates, project milestones, team velocity, and workload distribution through built-in reporting dashboards.
• Recurring Tasks: Create recurring tasks with configurable schedules for routine activities that repeat on daily, weekly, monthly, or custom intervals.
• Workload Management: View team member workload across all projects and tasks to identify overallocation, balance assignments, and plan capacity.
• Task Templates: Pre-built task templates and checklists for common processes that can be deployed quickly with all subtasks, dependencies, and assignments pre-configured.

Use Cases#

Investigation Planning and Execution#

Investigation teams plan, assign, and track all work with dependencies, milestones, and timeline views, maintaining visibility into progress and identifying risks early enough to take corrective action before deadlines are missed.

Sprint and Agile Management#

Development teams manage sprint backlogs, track story progress, conduct retrospectives, and measure velocity using kanban boards and sprint-focused dashboards within the collaboration environment.

Operational Task Coordination#

Operations teams manage recurring tasks, maintenance schedules, and ad-hoc requests through automated workflows, priority-based queuing, and SLA-aware deadline management.

Cross-Team Work Management#

Teams collaborating across departments or partner agencies track shared deliverables, handoffs, and dependencies with clear ownership, deadlines, and status visibility for all stakeholders regardless of team affiliation.

Personal Task Management#

Individual team members manage their personal task lists across all projects with a unified view of assignments, priorities, and deadlines to organise their daily work effectively.

Workflows#

Task Creation and Assignment#

1. Create a task with a title, description, due date, priority, and any relevant attachments or context.
2. Assign the task to an individual or team and set notification and reminder preferences.
3. Add subtasks, define dependencies on other tasks, and set custom field values as needed.
4. The assignee receives a notification with task details, and the task appears in their personal task list.
5. The task is visible on project boards and dashboards for team-wide tracking.

Project Progress Review#

1. Open the project view in the preferred visualisation format: kanban, list, timeline, or calendar.
2. Review task statuses, identify overdue items, check upcoming deadlines, and assess team workload distribution.
3. Update task statuses, reassign work, adjust priorities, or modify deadlines based on current project needs.
4. Use built-in reports to track velocity, completion rates, milestone progress, and workload balance.
5. Share progress summaries with stakeholders through reports or dashboard access.

Automated Workflow Execution#

1. Configure workflow rules that automatically transition tasks between statuses based on conditions.
2. Define triggers such as subtask completion, approvals, or date-based conditions.
3. The platform executes transitions automatically and notifies relevant team members.
4. Workflow execution is logged for audit and process improvement analysis.

Integration#

• Programmable API Access: Create, update, query, and manage tasks programmatically for integration with external project management, workflow, and development tools.
• Calendar Integration: Synchronise task due dates and milestones with calendar applications for deadline visibility alongside meetings and personal commitments.
• Communication Tools: Create tasks from messages, receive task notifications through messaging and email, and link tasks to related conversations.
• File Management: Attach files from the collaboration platform directly to tasks for centralised access to all relevant materials and deliverables.

Open Standards#

• WebSocket (RFC 6455): Real-time task state changes, presence updates, and assignment notifications are pushed to all connected clients over persistent WebSocket connections, with Sec-WebSocket-Protocol negotiation handled per RFC 6455 §11.3.4.
• GraphQL (June 2018 Specification): All task, subtask, note, and activity operations are exposed as typed GraphQL queries and mutations, enabling strongly-typed programmatic access and rich filtering for external tooling.
• ISO 8601 / RFC 3339: All task due dates, creation timestamps, completion times, and lock expiry windows are stored and transmitted as UTC-normalised ISO 8601 datetime strings, ensuring unambiguous interchange across time zones.
• OAuth 2.0 (RFC 6749) and JWT Bearer Tokens (RFC 7519): Access to task management endpoints is governed by Bearer JWT tokens issued through the platform's OAuth 2.0 authorisation server, with tenant and role claims driving per-task permission checks.
• JSON (RFC 8259): All WebSocket event envelopes, GraphQL payloads, and REST webhook notifications use JSON as the wire format, with typed field sets defined by the platform's shared schema.
• W3C WCAG 2.2 and WAI-ARIA 1.2: Kanban boards, list views, timeline/Gantt views, and calendar views in the web interface are built to meet WCAG 2.2 Level AA accessibility requirements, with ARIA roles applied to interactive task cards, drag targets, and status columns.
• Conflict-free Replicated Data Types (CRDT, Yjs): Concurrent task description edits and co-authored note content use Yjs binary snapshots for convergent offline and multi-user merging without requiring server-side conflict resolution logic.

Last Reviewed: 2026-02-05 Last Updated: 2026-04-14