Tasks on a transaction

Every transaction carries its own task list, on the file's Tasks tab. These are not the same as the Tasks page in the main sidebar, which is your own to-do list for contacts.

Who owns a task, and what color it is

A task can be owned by a job title, and the colored stripe down the left of the task shows that job title's color.

Color	Job title in Yapii	Who on the team
Pink	Transaction Coordinator	Transaction Coordinator
Green	TC Assistant	Transaction Assistant
Yellow	Listing Coordinator	Listing Coordinator
Blue	Listing Coordinator Assistant	Listing Assistants

Two similar job titles

Yapii also has a job title called Transaction Coordinator Assistant, with no color. It is a separate title from TC Assistant, not another name for it. Tasks follow the title, not the wording, so ask your admin which one you hold.

• Set the owner of a task with its job-title picker. Leave it unowned if no one role owns it. Unowned tasks show up for everyone.
• Color: by default a task uses its owner's color. You can choose a different color for one task, or choose No color. Changing the color does not change who owns the task. The color picker offers a set of plain, clearly different colors (red, orange, yellow, green, blue, purple and so on). A task that was saved with an older, paler color keeps it, and the picker shows it as "Current, from the old palette".
• Who holds which job title is set by an admin, in Transactions Settings > Job Titles. One person can hold more than one title. A job title decides which tasks you see on the Task Pipeline. It does not decide which files you can open.
• Who gets a title's tasks: on the same page, under Who gets each title's tasks, an owner or admin can choose one person for a job title. A task owned by that title, with no person on it, then shows as that person's: in their own task list, the file's task list, the Task Pipeline and the Dashboard counts, on every file they can open. On a file they cannot open, it stays with everyone who holds the title. Everyone who holds it is the default and leaves the title as it was. A task that already has a person always stays with that person. Changing the choice moves existing tasks at once, and it never lets anyone open a file they could not open already. It does not change who is paged when a task is escalated. If Yapii refuses the change, the page says Could not change who gets this title's tasks beside the section.

Adding and arranging tasks

• Apply template adds a set of tasks. Applying the same one twice does not duplicate anything. The list of templates is wide enough to show each name in full, wrapping a long one, so two templates whose names differ only at the end can be told apart.
• Add task adds a single task.
• Rename, in the More actions menu on a task's row, changes its title. It works only on tasks added by hand; for a task that came from a template or from Open To Close it is grayed out and says "Only tasks added by hand can be renamed". Everything else about the task (due date, owner) is changed on the row as before.
• Filter the list with All, Active, Completed and Deleted. You can also type part of a task title or assignee name, or show only tasks marked Critical.
• Drag tasks into the order you want, and Pin a task to keep it at the top.
• Order at the top of the list switches between Default order and Due date. A file opens in Default order, which is Open To Close's order or the one somebody dragged. Choose Due date to see the earliest due task first within each group, with undated tasks last. Pinned tasks stay at the top and done tasks stay at the bottom. Due date only changes your view and saves nothing, so switching back shows the dragged order again. You cannot drag tasks while Due date is on.
• A task can have sub tasks under it. The task shows how many are done, as Sub Tasks: 1/3.
• Escalate, in the same More actions menu, sets a task's priority and notifies the team lead. You are told if the notification could not be sent, for example when no team lead is set.

Files brought over from Open To Close

A file brought over from Open To Close already carries its own tasks, so Apply template adds nothing, and says "This file came from Open To Close, so templates are not added to it." Use Add task instead. See Moving from Open To Close.

Due and overdue work

On one file

Each task shows three small markers, Due, 1 day and 2 days, which light up by the due date:

Marker	Color	Means
Due	Red	Due today, or overdue
1 day	Orange	Due tomorrow
2 days	Blue	Due in two days
Nothing lit		Due in three or more days, or no due date

The markers only show urgency. You cannot click them. Days are counted in the workspace's time zone. Tasks with no date sit under Unscheduled and do not show up in any deadline view.

Top Priorities is the icon at the top of a file. It opens what needs attention on that file today: its priority triggers, tasks and documents, each with a link to the tab where you change it. Once a priority document has been uploaded it is listed once, as uploaded, and no longer shows as still wanted. The panel's Contacts and Fields sections are not built yet, and say so.

Changing a due date

Click the date. Every change is recorded, with who made it, and you can open that history.

Date options shows how a date is worked out. It is either a fixed date, or a number of days from another date: the contract date, the closing date, or another task once that task is completed, which is a task dependency such as "3 days after inspection".

A task counted from a contract or closing date that the file does not have yet stays undated, as it did in Open To Close. When that date is entered, the task gets its date. A task you have already dated by hand, or completed, is left alone.

A task added from a task template, or by a trigger's Create a task action, carries its date rule the same way, whatever key date it counts from: the contract or closing date, earnest money due, an inspection or appraisal deadline, or a date field such as Appraisal Received. When that date moves, the task's due date moves with it.

A date field that has a matching contingency (Home Inspection Due Date, for example) and that contingency are one date. Saving the field moves the contingency, and moving the contingency on Summary also saves the field when you are allowed to edit that field.

Setting or changing that date rule from the task itself is not available yet.

Across all your files

Dashboard opens on Needs your attention. Its figures include Tasks due or near due and Tasks past due.

Task Pipeline, in Task & Trigger Pipelines, is every task across your files, in columns:

Past Due, Today, Tomorrow, In 2 Days, In 3 Days, In 4 Days, In 5 Days, In 6 Days, In 7 Days, Later (8+ Days) and Unscheduled.

• Drag a card to another column to change its due date. The column shows the new date while you hover over it. The task keeps its time of day, only the date moves, and a task with no date gets the dropped date. Later (8+ Days) sets the date eight days out, Unscheduled clears the date, and Past Due takes no drops. Tick several cards and drag one of them to move them all; cards already in that column stay as they are. If the save fails, the card goes back to where it was. The Trigger Pipeline's columns are stages, not dates, and cards there can't be dragged.
• Switch between My files and Everything, if you are allowed to see everything. The board opens on the one you chose last, per person and per workspace, in the browser you used.
• Filter by Task owner (the job title that owns the task), Assigned to (the person a task belongs to: the member it names, or the member its job title's tasks are given to), Agent (the file's agent), team, side and status. Tick one or more names under Assigned to, and it combines with Task owner. Every job title that carries a task anywhere in the workspace is listed under Task owner, so on My files a title you do not hold can come back empty. The board then offers Switch to Everything, if you are allowed to see everything.
• Sort or group the cards by color.

What you see there is tasks owned by your job titles (and by any title whose tasks were given to you under Who gets each title's tasks), plus every unowned task. Team leads, and anyone who has no job title yet, see all of them.

On My files you also see every task that is yours, on any file you can open, past due included, even when the file is not one of yours. A task is yours when it names you, or names nobody and its job title is one you hold or one given to you. An owner, admin or team lead can open every file.

Upcoming Dates lets you save named views, called snapshots, of upcoming dates across your files.

Calendar shows the same dates on a month, week or day view. See Transactions.

Completing, excluding and changing many at once

• Complete: tick the task, or use Mark complete. A completed task can be reopened.
• Delete: a deleted task goes to the Deleted view. Restore brings it back with its assignee, due date and template link.
• Exclude: mark a task Excluded, on the file or on its Task Pipeline card, when it does not apply to this file. Click Exclude again to include it.

What excluding a task does

An excluded task stays on the file, grayed out, and stops counting as work:

Excluded task	What happens
The file's due and overdue list	Leaves it
The file's task counts	Leaves them
Your upcoming-dates card on the Dashboard	Leaves it
Its "not done by the due date" triggers	Stop
The Task Pipeline	Still shows, so you can include it again from there
The Dashboard's task figures	Still counts
Its "completed" triggers	Still fire if you complete it

Changing many at once

On one file: tick several tasks and a bar appears, showing N selected. From it you can Mark complete, set or remove the due date, set the color (or go back to the job title's color), set the owner, add or remove a tag, or delete. The bar reports how many tasks actually changed.

Above the list, Select all N tasks on this file shows the exact count before you press it. It selects every live task on the file, whether it came from a template, was added by hand or was imported, including ones hidden by a filter or a collapsed group. It never selects a task that was deleted or marked Exclude. It is offered for up to 200 tasks. On a larger file the page says so and you select tasks one at a time.

Each task group with outstanding tasks (such as Scheduled or Unscheduled) also has its own Select all N in that group. It selects only that group's outstanding tasks and their sub tasks, whether the group is open or collapsed and under the current filter. It skips tasks that are excluded or already done, so the Done group has no such button. It has the same 200 limit, and a done task can still be ticked by hand. It is not offered in the Deleted view.

Across files: on the Task Pipeline, select cards to complete or delete them together. You can only change tasks on files you are allowed to edit.

Whole transactions: on Properties, select transactions to assign them, set their color, or delete them.

The buttons on each task

Every task has a row of buttons, and they all work:

• Send Email opens the file's email composer, on the Emails tab. Nothing from the task is filled in for you.
• Task Notes opens the task's notes under it. The number is how many it has.
• Internal Details opens the task's tags and roles.
• The clock snoozes the task, moving its due date later. The change shows in the task's due-date history.
• Triggers lists the rules on the task's template and what each one did on this task. A task that wasn't made from a template has none.
• Recurring repeats the task every so many days, weeks or months after it's completed. You can have it stop on a date, or after a number of times. Completing the task creates the next one.