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How to Enable File Activity Dashboard in the Admin ConsoleThe activity dashboard allows users within your organization to view who has read a specific document, and when. This feature works with Google Docs, Sheets, and Slides. As a Google Workspace administrator, you can control whether users see each other's file activity on the Activity dashboard. The names of users who have viewed Google Docs, Sheets, and Slides files, as well as the times they viewed them, are included in the file activity. As a Google Workspace user, you can find out more about Activity Dashboard here . Using the information from File Activity, team members can collaborate more efficiently by making informed decisions. Users must have Edit access to the file and be in the same domain as the file owner to view the Activity dashboard for that file. Users cannot access the Activity dashboard for files that are not in their domain. How to Let Users See File Activity (Activity Dashboard) 1. To get started, open the Admin Console and navigate to Apps > Google Workspace > Drive and Docs. 2. Leave the top organizational unit selected if you wish to apply the same settings to everyone. Otherwise, select a child organizational unit or a configuration group. 3. Select Activity dashboard settings. 4. Next to Users’ view history, choose one of the options that specify who can see file views. If you choose the second option "On - only within (your company)," people from outside your organization won’t be able to view the activity dashboard for your company’s files. Individuals can still restrict activity dashboard view tracking Each user has the option to either hide the viewing history for all files or just a specific file. As a user, your history will no longer be accessible if you decide to hide it, whether for all files or just one particular file. Any views made while view history was disabled will never show up in the future if you decide to turn on view history again. Share your thoughts about this feature with other Google Workspace admins on our dedicated forum . It’s no secret that team collaboration can do wonders for an organization’s employee morale and bottom line. A team that works together is more likely to stick around in an organization for a longer time and have a positive impact on the business’s profitability. And the only way to achieve success together is when you share your tasks with your team members. As almost everyone uses Google at work, this post will discuss how to share Google tasks for the ultimate team collaboration, especially during the pandemic. What is Google tasks Google Tasks is a Google product that manages your tasks on a digital to-do list. You can create and edit tasks on Google Calendar, Gmail, Google Docs, Sheets, and Slides. Table of contents
What can you do with Google tasksAllows prioritization ✍️When you add tasks on your Google calendar as events, there’s no way you can prioritize them as these don’t appear in a list. On the other hand, you can prioritize easily on Google Tasks as it’s like a to-do list where you can jot down tasks according to priority. Allows adding deadlines ⏳If prioritizing as per a sequential order is not enough, Google Tasks helps you add another level of prioritization by allowing you to add time and deadline to each task. What’s more, you will get notifications on your mobile phone if you add a time and date to your tasks. Allows adding details 📝Besides deadlines, you can add layers of information like task details and sub-tasks to each task on Google Tasks. What’s even better is that you can drag and drop any email from your Gmail as a task. So, if there’s a meeting that you have with your team every Monday morning, you can turn it into a task on google tasks. Allows task completion marking ✔️Just like a manual to-do list, you can check and mark each task as completed on Google Tasks. This helps you to maintain your to-do list better as you are aware of what you’ve done and what tasks are still left to do. Greater customization 🍂With Google Tasks, you can customize each list by changing the color, adding images, etc. Therefore, you can tell at a glance which category of work events are on your to-do list. Allows multiple task lists 📋You can create not just one, but multiple task lists on Google Tasks. This is a great way to keep track of work and personal projects. As you complete each task and each list, you can delete these and be better organized. Smooth integration 🤝As Google tasks are integrated with Google Calendar and Gmail, you are always able to access what’s on the task list. With reminders and notifications, you won’t miss out on doing any important tasks. You can access and share your google tasks from your desktop and through the app on your phone. More collaboration 👬Since it’s possible to share google tasks with your colleagues and family members, it not only keeps everyone in the loop of things but also creates a sense of greater collaboration. This ultimately results in lower employee turnover and a positive impact in the organization. How to use Google tasksWith Google Tasks that you can access from your Gmail page, you can always be on top of your to-do list from your computer or your phone. Google Tasks allows you to add up to 100 tasks. Step 1: Sign in to your Gmail account and from the right panel, click on the Tasks icon. Step 2: Click on the Add a task field and type in the tasks. Step 3: By clicking on the edit icon on the right side of the task, you can add task details, add a deadline, and add sub-tasks. You will get notifications on your phone for tasks to which you added a date and time. For those tasks that have a date but no time added, you will get a notification at 9 am. Besides adding tasks on Gmail, you can do the same from Google Docs, Sheets, Slides, and Google Calendar. How to add a task from GmailYou can add an email from Gmail to the list of tasks. Here’s how you can do it. Step 1:Sign in to your Gmail account and go to the right panel to click on the Tasks icon. Step 2: Drag the email you want to save as a task and drop it into the box. Click the edit icon to add a deadline and time. This is especially useful for recurring events. However, if you add sub-tasks to the gmail task, it won’t recur automatically. If you want to mark a task as complete, simply hover over the circle beside the specific task and click on it. A tick mark will appear and mark the task as complete. If you want to delete a task, click on the edit icon beside the particular task and click on the Delete icon. You can add, edit, or delete tasks in the same way on Google Calendar, Google Sheets, Docs, and Slides. You can share google tasks by downloading the data and sharing the link. This can be done from Gmail, Google calendar, Docs, Photos, and Youtube videos. So, to share Google tasks from your email, follow the instructions below. Step 1:Go to https://takeout.google.com/ to select the data from Google products that you want to export. Make sure that only the data that you want to download has the box beside it checked. Therefore, keep the box beside Tasks checked. Step 2:Click the Next step button. Step 3: Select the type of file you want to export, the frequency, and the destination. Step 4:Select Send download link via email to receive the link and share your Google tasks. Step 5:Choose the frequency of the export of Google Tasks. Step 6:Choose the file type and size from the options and click the Create export button. Step 7: Click on the Download button. Step 8:A zip file of your Google Tasks will be downloaded on your computer. You can, therefore, share Google tasks with others by sharing this file. You will also receive an email with the download link. Another way to share Google tasks is through Keep. Follow the steps below to learn how to. Step 1:Go to your Google Account, click on the Google Apps icon from the top right, and click on Keep. Step 2:In Keep, click on the icon with a box and a tick mark inside it. Step 3:Add a title and write down your tasks. Step 4: After you are done, click on the collaborator icon from the lower panel, type the email addresses of the recipients to share Google tasks with, and click save. To customize Google tasks on Keep, you can change the color by simply clicking on the Change color icon from the bottom panel of the note. You can also add one or more images to your note by clicking on the Add image icon from the bottom panel and choosing an image from your files. Besides Keep, there are a few apps that let you share Google tasks with your teammates. These include Zapier, GQueues, Google Tasks, TasksBoard, etc. Related Reading: How To Delete Google Calendar To Declutter And Be More Organized Can I add a collaborator in Google Tasks?You can share tasks with team members in a "shared space"—like a chat space or a document—but even then, the functionality is very limited. It's frustrating because when you're collaborating, it's helpful to see the same list of tasks as your co-workers.
Can you share task lists in Google Tasks?You can share google tasks by downloading the data and sharing the link. This can be done from Gmail, Google calendar, Docs, Photos, and Youtube videos.
Can you delegate with Google Tasks?Task Delegation is an Addon for your Google™ Tasks. It is very easy to delegate your tasks: Open your Google™ Tasks in your Gmail, Google Calendar or here. Choose a task and insert somewhere in the title or the notes "task4 " followed by the email address of the person who is reponsible for the task.
Is Google Tasks collaborative?While Google Tasks offers task management solutions for those working in Google Workspace, it's not created to support collaborative work.
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