Tasks

Click a task's title to open it. Its notes, due date, who it's for and how it repeats are all edited there. A due date is optional: a task is fine without one.

A task is to do until someone starts it. Mark it in progress from its menu, or the In progress chip when it's open, and everyone on the list sees it's under way, and who's on it. Tick it off when it's done, as ever.

A Task List is sorted by due date unless you choose otherwise. To put its tasks in the order they should be done, which suits a shared list without dates, pick Order, then In order, in the list's settings.

Then drag a task by the grip beside it, or use Move in list in its menu, which works on a phone too. Everyone on the list sees the same order. New tasks go at the bottom, and tasks in progress stay at the top.

Tick a task off and it moves to Completed. Tick it again to reopen it. Archiving takes a finished task out of the way without deleting it.

Anything you finished more than 90 days ago is archived automatically, and the archive is emptied 90 days after that. You can restore a task at any point before then.

Open the task and click "Move to". Anyone it's assigned to who isn't on the new list comes off it.

Mark a task, note or response as important from its ⋯ menu, its panel, or the add box: it gets an Important pill that everyone on the list sees. To see only those, choose Important only from View. Your assistant can mark them too - tell it something's urgent.

Open a task, note or response and use Attach files in its panel, or drop files anywhere on the panel. Word documents, PDFs, spreadsheets, slides, pictures, audio, video and zips can all go on - anything but programs and scripts. A task with files shows a paperclip and how many in its row.

Click a file to open it in a new tab - pictures, PDFs and text open there, anything else downloads - or use its download button to save it. Everyone on the list can open, download and remove the files on it. Files are kept privately: nobody can open one without being on its list, and they're not shown on a list's read-only link.

Files count against the list owner's plan, as tasks do: Free takes files up to 5 MB, with 100 MB in all, Pro takes files up to 10 MB, with 2 GB in all, and Max takes files up to 10 MB, with 20 GB in all. A task can have up to 20 files, or 50 on Max. Your profile shows how much you're using, under Plan, and Free up space there lists the files on your lists oldest first, to delete what you no longer need. Deleting a file deletes it for good. A deleted task's files stop counting straight away, and go with it 30 days later unless the task is brought back.

Moving to a smaller plan never deletes files straight away. If yours are over its storage, they all stay, but no new ones can go on, and you have 30 days to bring them under it - your profile counts the days down, and we email you when it starts and a week before the end. If you're still over then, your oldest files are deleted until you fit. Upgrading again at any point keeps them all.

Your assistant can read what's in a task's files - a PDF's or Word document's words, a spreadsheet's rows, a picture - when you ask about them. It can't upload a file you share with it in a chat yet: ask it for the task's link, and drop the file in from there.

The search box looks through titles and notes, including tasks you've completed or archived. On a shared list you can also filter by the person a task is assigned to.

You can switch between roomier and tighter rows to fit more on the screen. On a phone, tighter rows show only the title - tap one to see the rest.

Apricot asks you to confirm, and warns you if it will delete the task for everyone on a shared list. Completing or archiving it is usually what you want instead. If you delete one by mistake - or your assistant does - open Activity and choose Undo beside it: for 30 days it comes back as it was, comments, files and all. Whoever deleted it can bring it back, and so can the list's owner. After that it's gone for good.