There are a couple of ways to view tasks:
- In a specific file, see all the tasks assigned to you in that file in the Tasks panel on the right.
- View a list of all your tasks across files under the Tasks tab in Home.
Who can see what
The following roles can view all tasks:
- Task Admin
- Content Manager
- Workspace Owner
- GRC Manager
- GRC Admin
Assignees, Approvers, and Task Owners can only see the tasks they're associated with.
Note: Document, presentation, and spreadsheet owners won't be able to see tasks unless they also have one of the above roles.
View tasks in a file
To view tasks in a file:
- With the file open, click the Tasks icon in the right panel to see a list of your assigned tasks in that file. The tasks are automatically sorted by due date and only show the tasks that you need to complete.
- Click on a task to view its details.
Sort tasks in a file
You can use the Sort function to organize your tasks by title, due date, or most recently added.
Filter tasks in a file
When you open a file, the Tasks panel is automatically filtered to only show your To do tasks. These are the tasks that have been assigned to you or are awaiting your approval.
To view additional tasks, you can go to the Filter menu and adjust the following filters:
- Status
- Assignee
- Approver
- Section of the file
Note: You must have an Admin role to view tasks assigned to other collaborators.
Any sorting and filter options that you apply in the Tasks panel are automatically saved. When you return to the file, your most recent sorting and filter selections will be restored, so you can pick up where you left off.
Go to a task
You can move to a specific task in the file from the Task panel:
- With the file open, click the Task
- Click the desired task.
- Click the hyperlink under Location to move directly to the task's location in the file.
View tasks in Home
In the Tasks tab in Home, you can see all tasks across the Workiva platform that you have permission to view, including tasks from processes, GRC, and Sustainability Reporting.
Here, you can quickly see how many of your tasks:
- Need to be completed
- Are overdue
- Are due this week
You can also see each task’s due date, status, file location, creator, date created, date last modified, assignee, and approver in a single, consolidated table without needing to open individual tasks.
Note: The Location column applies only to tasks created in documents, spreadsheets, and presentations. Tasks from other solutions do not display a file location but may include a hyperlink to their source or location.
View task details from Home
From Tasks Home, you can view details for any task without opening the associated file or navigating to the task's location.
To view task details, you can either:
- Click anywhere on the task’s row
- Select View details from the three dot menu at the end of the row
The task details panel displays key information, such as instructions and task steps. From this panel, you can also take action on the task depending on your role and permissions.
Tip: The task details panel in Tasks Home has the same information that you would see when opening the task from its file location. This allows you to review multiple tasks and their details more efficiently all from a central place.
Personalize your tasks view in Home
You can personalize your view of tasks in Tasks Home with column organization and task filtering.
Tip: Your column layout and filters are automatically saved, so you can return to your preferred view every time you open Tasks Home.
Adjust columns
Use the column selector menu to sort, pin, filter, or show/hide columns. From any column header, expand the menu to view all available options:
- Sort by ASC: Sort tasks in ascending order
- Sort by DESC: Sort tasks in descending order
- Pin to left / Pin to right: Keep key columns visible while scrolling
- Filter: Narrow your view to only show tasks with specific criteria
- Manage columns: Remove columns that you don’t need from your view
Filter tasks
In Tasks Home, you can refine your view by applying one or more filters to the task list. This allows you to focus on the most relevant tasks, such as the tasks assigned to you, the tasks awaiting your approval, or the tasks in a certain file.
When you open Tasks Home, the task list automatically filters to show your To do tasks where you are the assignee or approver. You can adjust or remove these filters at any time. Task Admins and Workspace Admins can view all workspace tasks when filters are cleared or adjusted. Click View my tasks by the To do, Overdue, or Due this week tiles at the top to return to your own tasks.
To filter tasks, select the Filter option from a column’s menu or click Filters. You can apply multiple filters together to narrow down results. For example, you might filter tasks that have been assigned to you and have a status of Returned.
Click Add filter to add additional filters, or select Remove all to clear them.
Notes
- Tasks Home is automatically filtered to you as the User to show all the tasks where you are the assignee or the approver and that you currently need to complete or approve.
- When you click View my tasks by the To do, Overdue, or Due this week tiles at the top, the task list will always reflect your assigned tasks that you have to complete, are overdue, or are due this week. While in these views, any additional filters will be applied on top of these pre-set filters.
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All Tasks is a hyperlink to quickly view all tasks in the workspace (this is role dependent)
- The User filter supports the following operators:
- Is - Will show all tasks where the selected user is an assignee or approver (no matter what step the task is currently on).
- Is any of - Will show all tasks where any of the selected users is an assignee or approver (no matter what step the task is currently on).
- Is currently - Will show all tasks where the selected user is the assignee or approver for the current step that the task is on (this applies to tasks that allow multiple assignee or approver steps, such as certification tasks).
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Is currently any of - Will show all tasks where any of the selected users is the assignee or approver for the current step that the task is on (this applies to tasks that allow multiple assignee or approver steps, such as certification tasks).
Export your tasks view in Home as a CSV file
You can export the current task list as a CSV file for additional analysis and reporting outside of Workiva. The export includes the visible columns and any filters currently applied, allowing you to capture only the tasks that are relevant to your view.
To export tasks:
- In Tasks Home, apply any filters or sorting as needed.
- Click Export.
- Select Download as CSV.
- Save the file to your preferred location.
Notes
- The exported CSV file reflects the current view of the Tasks table, which includes any applied filters.
- The exported CSV file includes only the columns that are visible at the time of export. To get only the columns that you need, make sure to show or hide your columns before exporting.
- Tasks are exported in the same order as they appear in the Tasks table.
- You can export as a CSV file from both the All Tasks and View my tasks views.