Can't decide which List a task belongs in? Find yourself duplicating the same task or constantly moving it around your Workspace? Use the Tasks in Multiple Lists ClickApp to store tasks in multiple locations!

What you'll need

We'll cover

How it works

A task will always live in its home List, which is the List farthest to the left in the task window. Using this ClickApp, you are able to add a task to multiple Lists.

For example, you can create a backlog List where all of your tasks live, while also creating separate Lists for each Sprint. The tasks can live in the backlog List while also being part of the Sprints Lists!

Note: Task edits and comments will be displayed no matter which List you're viewing.

Enable or disable Tasks in Multiple Lists

To enable or disable the Tasks in Multiple Lists ClickApp:

  1. Click on your avatar in the lower-left corner of your Workspace.

  2. Select ClickApps.

  3. Scroll down or search for Tasks in Multiple Lists.

  4. Toggle the ClickApp on or off using the slider.

    • Warning: Disabling the ClickApp will remove tasks from all additional Lists they've been added to. This cannot be undone.

  5. Tip: Check the Subtasks in Multiple Lists checkbox above the toggle if you want to include subtasks.

    • Users on our Business Plus Plan and above receive unlimited uses of Subtasks in Multiple Lists. Learn more about uses here.

Note: When the option to view subtasks as separate tasks in List view is enabled, subtasks from Tasks in Multiple Lists will also appear separate.

Add a task to an additional List

You can add a task to another List in a few steps:

  1. Make sure the Tasks in Multiple Lists ClickApp is enabled.

  2. In the top-left breadcrumb section of your task window, hover your mouse over the Move task icon.

  3. Click the Add task to another List icon to reveal a dropdown menu for selecting another List.

    pressing on the plus sign to add the task to a new List
  4. Once selected, the new List name will appear to the right of the current task location. If the task is added to more than two additional Lists, the List names will be collapsed to save space.

You can also add a task to an additional List using the ellipsis ... icon in your task window. To do so:

  1. Open your task.

  2. Click the ellipsis ... located next to the Share button.

  3. Select + Add to.

  4. Click Add to another List.

  5. Select a List from the dropdown menu.

Remove a task from an additional List

To remove a task from an additional List:

  1. Open your task.

  2. Navigate to the top-left breadcrumb section of the task window.

  3. Click on the Remove task from this List icon on the List you want to remove.

    Screenshot of an arrow pointing to the 'x' that you press in order to remove a task from a List

Add multiple tasks to an additional List

You can add tasks and subtasks to other Lists using the Multitask Toolbar.

  1. From a view, select one or more tasks to open the Multitask Toolbar.

  2. Click the Move tasks button.

    Screenshot with an arrow pointing to the icon you press in order to add a task to another List using the Multitask Toolbar
  3. Select the Add to Lists tab.

    Tip: Check the Send notifications box at the bottom of the Add to Lists tab to notify all watchers of the change.

  4. Select the List you want to add the tasks to.

Move tasks and add them back to their original List

You can also move tasks to a new List and add them back to their original List as Tasks in Multiple Lists.

  1. From a view, select one or more tasks to open the Multitask Toolbar.

  2. Click the Move tasks button.

  3. Select the Move tasks tab.

  4. Check the Change home List option.

    Note: By default this option is unchecked. Once checked, we'll remember your preference next time you use the Multitask Toolbar to move tasks.

  5. Pick the new Home List for the selected tasks.

  6. The tasks will be moved to the selected List which will become their home List, and added back to their original List!

Remove multiple tasks from an additional List

To remove multiple tasks from an additional List:

  1. In List view, hover your mouse over the tasks you want to remove from a List and click the circle that appears to the left of each task.

  2. Navigate to the Multitask Toolbar at the top of your screen and select the Remove tasks from this List option.

  3. Tip: Check the Send notifications box at the bottom of the Remove from window to notify watchers of the adjustment.

  4. Click the Remove from button to finalize.

Note: Changes to Tasks in Multiple Lists will appear in Activity view and task activity!

Lists field

You can also add or remove a task from additional Lists in several Task views by using the Lists field.

To add a task to another List, click the Add task to another List icon and select a List from the dropdown menu.

To remove a task from another List, click on the collapsed List icon next to the name of the home List. Then, hover over the name of the List you want to remove and click the x icon.

Gif showing a task being added, then removed from an additional List in List view.

Status interaction

When you add a task to another List, the task will keep its status from the original list. If the status is not found in the new location, a tab will appear on the section to indicate a status is from another location.

Custom Fields interaction

Tasks will inherit Custom Fields from all locations they are added to. You can see every Custom Field a task has by opening the task and navigating to the Custom Fields table directly below the task description.

Permissions interaction

Tasks shared with other Lists can be seen by anyone with access to any of the task's Lists. No need to worry about granting permission for each task, just add it to the List you want people to have access to!


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