> For the complete documentation index, see [llms.txt](https://support.hivo.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings.md).

# Task Settings

Admins can configure the settings for the Tasks feature

## What are Task Settings?

**Task Settings** allow **Client Admins** to configure the statuses used within the Task Module, which includes:

* [**Adding and arranging**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-1.-adding-and-arranging-task-statuses) task statuses
* [**Customizing colors**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-2.-customize-status-colors) for each status
* Setting [**default statuses**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-3.-setting-the-default-status-for-new-tasks) when creating new tasks
* Configuring [**reminder notifications**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-4.-configuring-task-due-date-reminder-notifications) when tasks are nearing their due dates
* [**Custom Statuses**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-5.-using-custom-statuses-for-individual-tasks) for Individual Tasks
* Managing[ **Sample Briefs**](https://support.hivo.co/client-profile/client-profile-settings/workflow-and-automation/task-settings#id-6.-configuring-task-request-templates-optionally-limit-the-sample-briefs) for task requests

<details>

<summary>Why use Task Settings?</summary>

* ***Standardize workflows**: Ensure all tasks are categorized and assigned statuses that align with your company’s workflow, making it easier to track and report progress.*
* ***Improve visual clarity**: Status colors allow users to quickly recognize the state of a task.*
* ***Save time**: Default statuses and sample briefs shorten the process of creating new tasks*

</details>

## How to configure Task Settings?

⚠️ **User Right Required:** User must have the permission: **“Is Client Admin - User can manage the Client Profile”.**

Navigate to Task Settings: **Client Profile** → **Settings** **tab** → **Task** **Settings**

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FOE1NYsVdD5p988lE1nFB%2FGroup%201118.png?alt=media&amp;token=426f9dce-ef6a-40f8-bf31-67f1306a2973" alt=""><figcaption></figcaption></figure>

### 1. Adding and Arranging Task Statuses&#x20;

In Task Settings, Client Admins can:

* **Add task statuses**:
  * Enter the desired status names for tasks on the **Tasks** page or select a status from the status list..
  * If left blank, the system will use the default statuses.
* **Reorder statuses**: Click and drag (drag & drop) statuses to arrange them in the desired order.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FRZ5mlFEZWNCdgrYH45Yk%2FGroup%201124.png?alt=media&amp;token=2d00697b-9fdc-43df-a939-e54581f157be" alt=""><figcaption></figcaption></figure>

The status order set here also determines the order of columns in the **Kanban view** of the Task Module. For **List View,** it will prioritize displaying by the **last modified time.**

* For example:
  * Task Statuses: Draft → On Going → Completed → On → Canceled
  * In Kanban View, the columns will also be displayed in the corresponding order.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FjWE5RrwSKYwQM6uX1aR4%2Fimage%20573.png?alt=media&amp;token=296c8044-41b7-47dc-afec-8929716948d1" alt=""><figcaption></figcaption></figure>

### **2. Customize status colors**

* Select the status you wish
* &#x20;And choose a new color to make that state visually distinctive

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FCFxy3ky8FiGqeOSfwmcc%2FGroup%201122.png?alt=media&amp;token=ceedf689-f738-47a1-99f8-5ed9644b2ff4" alt=""><figcaption></figcaption></figure>

### 3. Setting the Default Status for New Tasks

Client Admins can select a status as the Default Status. When a new task is created, the system will automatically apply this status to the task if the user does not choose another status.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2F1U7lE3qu3bnuPcHdF0WF%2FGroup%201123.png?alt=media&amp;token=483af876-c5c9-4338-9453-5e198ef933a3" alt=""><figcaption></figcaption></figure>

### 4. Configuring Task Due Date Reminder Notifications

You can configure reminder notifications for a specific task status.&#x20;

* When a task is in the configured status and is nearing its due date, the system will send a reminder notification so users can track and handle the task promptly.
* This is especially useful for statuses that require progress control, such as In Progress, Waiting for Review, or other important statuses in the workflow.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2F9SlSwxUzsG2FcncH5poc%2FGroup%201126.png?alt=media&amp;token=ceb97d85-475f-4f08-8a7c-79642a4e97e0" alt=""><figcaption></figcaption></figure>

### 5. Using Custom Statuses for Individual Tasks&#x20;

In addition to the statuses configured by Client Admins in Task Settings, HIVO also provides a Custom Status option. Custom Status allows users to create a unique status for an individual task to fit specific work requirements without requiring the Client Admin to add that status to the general status list.

**How to create a Custom Status after creating a task**

* Open the task that needs to be updated.
* Select the Edit icon next to the task name.
* Open the Status Dialog -> Select Custom.
* Enter the desired status name and save the changes.
* The task will then display with the newly entered custom status.

👉 *Note: The statuses in Task Settings are general statuses configured by the Client Admin for use in the organization's workflow. Custom Statuses are used when users need a distinct status tailored to the requirements of a specific task.*

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FiO6KLmowNGmOvVFQJCeD%2FGroup%201120.png?alt=media&amp;token=4eb2f610-ea6b-4acf-bbe5-627c35b732f7" alt=""><figcaption></figcaption></figure>

### 6. Configuring Task Request Templates (Optionally limit the Sample Briefs)

#### **6.1. Limit sample briefs**

* Limits the list of sample briefs that users can select when creating a new Brief on the Briefs Page.
* To do this, check the Limit Sample Briefs box and select the corresponding briefs that will be used.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FkaQpC1XQBLSuBYpGBgKv%2FGroup%201125.png?alt=media&amp;token=c737c3c2-8905-40e9-9c4b-e2d47f17014b" alt=""><figcaption></figcaption></figure>

#### **6.2. How users use sample briefs**

When creating a new task request on the **Brief** page, users can select from the predefined templates to save time and ensure standardized content.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FWhIbMMobN4onr10R5LrX%2FGroup%20875.png?alt=media&amp;token=afada090-61a3-4361-aa56-7f9e310d5a4c" alt=""><figcaption></figcaption></figure>

For example, only selecting ***'Marketing Campaign'*** and then clicking 'Save Changes' will limit the available briefs that are selectable and useable in the [Briefs feature](/briefs.md) to only the marketing campaign template brief.

<figure><img src="https://2446612760-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F0sjg5GpIPr5HzBTJYqYe%2Fuploads%2FWGaiKerxwdgep2RY69PK%2FGroup%201119.png?alt=media&amp;token=562566d3-1349-4513-b367-25c5187c7be5" alt=""><figcaption></figcaption></figure>

If you have any questions, don't hesitate to ask, we're always here to help!


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