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Keep a Task List on a Grant

Goal: Keep everything your team has to do for a grant in one place on the grant itself — the deliverables promised in the proposal, the to-dos that come up along the way, and reminders to follow up — so nothing lives only in someone's inbox.

Tasks are your team's own work. The reports the funder expects have their own calendar on the Reports tab (see Track Funder Reports); use Tasks for everything else.

Where tasks live​

Open a grant and choose the Tasks tab. The header shows how many tasks are open, how many are overdue and how many are done. Each row shows:

  • The task and its type — To-do, Deliverable or Reminder. The type is a label to help you read the list; all three work the same way.
  • The due date, if it has one, who it is assigned to, and the reminder time if one is set (shown as Reminded once the email has gone out).
  • A calendar badge — Overdue, Due soon or Upcoming — worked out from today's date every time you look. A task with no due date has no badge.

Open tasks come first, soonest due date at the top and undated tasks after them. Finished tasks drop to the bottom of the list, crossed out, with the date they were done and who marked them.

Add a task​

  1. Click Add task.
  2. Describe the task, pick its type, and — if it has one — set a due date.
  3. Optionally click Assign and search for the person it is assigned to. Only people who can open Grants are listed: anyone whose role includes access to Grants, whether it is a built-in role or one your administrator created. If someone you expect is missing, ask an administrator to give their role access to Grants.
  4. Optionally set a Reminder — a date and time to be emailed about the task.
  5. Add any details: what done looks like, or where to find what is needed.
  6. Click Add task.

To change a task later, click the pencil icon on its row. To take a due date off, open the task and click No due date under the date; to cancel a reminder, click No reminder under it. To hand a task to someone else, click Change next to the assignee, or the × to leave it unassigned.

Emails​

  • When a task is assigned. The person you assign a task to is emailed straight away with the task, its grant and due date, and a button that opens the grant's Tasks tab. They are emailed again if the task is later handed to them from someone else — but not when you save a task without changing who it is assigned to, and not when you assign a task to yourself.
  • At the reminder time. If a task has a reminder, the person it is assigned to is emailed once at that time — or you, if nobody is assigned. No reminder is sent once the task is done or the grant is archived. Changing the reminder time sets a new reminder.

Both emails can be reworded by an administrator under the System Email Catalog (Grant task assigned and Grant task reminder). The button to open the task is always kept.

Your grant tasks in Action Items​

Every open grant task that is yours also appears under Grant tasks in the Action Items panel — the checklist icon at the top of every page — and counts toward its badge. A task is yours when it is assigned to you, or when you created it and nobody is assigned. Each row shows the grant, the due date and who handed it to you, with a link to the grant's Tasks tab. Tick the box to mark it done without leaving the page you are on. Tasks you created and assigned to someone else are listed under Assigned by you.

Mark a task done​

Tick the checkbox at the start of the row, or on the task in your Action Items panel. Omnivo records when it was done and by whom. Untick it to open the task again.

Tasks on the deadline queue​

An open task with a due date also appears on the deadline queue on the Grants page as a Task row, sorted with every other grant deadline by urgency: overdue first, then due within two weeks, then the rest. The row names the person the task is assigned to, or the grant's lead when nobody is assigned. Click the row to land on the grant's Tasks tab. Marking the task done takes it off the queue.

Tasks without a due date stay on the grant's Tasks tab only.

Delete a task​

Click the trash icon on the row and confirm. Tasks are working notes, so finished ones can be deleted too.

Who can do what​

Anyone who can view grants can read a grant's tasks. Adding, editing and deleting tasks needs the Update Grants permission, which admins, staff and fundraising coordinators have by default. The person a task is assigned to can always mark it done or open it again, even if their role can only view grants. Tasks can only be assigned to people whose role includes access to Grants; the same goes for a grant's lead and a report's owner. An archived grant's task list is read-only.