Delegating tasks

 

Outlook allows you to delegate tasks, and Tasklist keeps a record of who they are delegated to.

 

Tracking delegated tasks

 

To delegate a task, open it in by double-clicking on it in your task list, and click on "Assign Task":

 

 

Address the task to one or more people, and press Send:

 

 

Tasklist shows you the addresses of the people to whom you delegated the task, and the date and time you delegated it:

 

You can clear the delegates by right-clicking on the task, and pressing "Clear assignments."

 

Delegating with Outlook

 

When you delegate a task in Outlook, Outlook locks down the task, and sends the recipient a task request, which is a special kind of message.  If you open a task you have just delegated, you will see that it is waiting for a response from the recipient, and its features are limited.

 

 

In theory, if the recipient rejects the task request, the task is released back to you with all its features, and you can delegate it to someone else.  If the recipient accepts the task request, the task is removed from your Outlook tasks and added to the recipient's tasks, and the recipient becomes the owner of the task.  Outlook sends you updates when the recipient acts on the task.  However, Tasklist keeps the task on your list, with a note of whom you delegated it to, and when.

 

Sometimes, however, the task stays in your Outlook tasks, locked down and waiting for a response from the recipient, even after the recipient has accepted or rejected the request.  This is an issue with Outlook, not Tasklist.  If this happens, you can leave the task locked down, or you can take it back by clicking on Details in the Task ribbon, and pressing "Create an unassigned copy."

 

Outlook will make a fully-functional copy of the task, adding "(copy)" to the name of the original task. The task on your Tasklist list will link to the new copy. 

 

Working with task requests

 

If you receive a task request, you can accept or reject it.  If you accept it, Outlook adds the task to your Outlook tasks, and deletes the task request from your inbox. 

 

Drag the task request from your inbox on to your task list.  However, be sure to select "Don't create an Outlook task" in Options first - otherwise,  when you accept the assignment and Outlook adds the task to your Outlook tasks, Tasklist will automatically add it to your Tasklist, and you will have two copies of it on your Tasklist.

Accept the request.  If you have selected "Create a root task" or "Create a Tasklist task as a child of the focused task" in Options, Tasklist will automatically add the task to your task list as a root task or a child of the currently focused task.

 

Filtering your task list by delegate

 

You can filter your task list to show just the tasks assigned to a particular delegate.  Click on the "Filter by delegate" button   on the Tasklist button bar.  This will give you a list of all your delegates:

 

 

By default, the checkbox to include unassigned parents and children is checked.  If this checkbox is checked, the filtered list will show not only the tasks assigned to the delegate, but also the direct parents of the assigned tasks to the top level, and the children of the assigned tasks.  It shows the parents in order to place the assigned tasks in context.  It shows the children on the assumption that someone to whom you have assigned a task is responsible for the task's subtasks.

 

If you uncheck the checkbox, the filtered list will show just the assigned tasks, with no context.