Managing Tasks in the Government Smart Admin System

Learn how to navigate the dashboard, manage projects, assign work, and track task progress in the Government Smart Admin System.

July 28, 2026 By AOS3 Software Team

This guide explains how to navigate the tasks dashboard, create new projects and tasks, and update task progress within the Government Smart Admin System. By following these steps, you will be able to efficiently track workloads, assign responsibilities, and maintain accurate project statuses across your organization.

This guide applies to project managers, administrative staff, and any team members responsible for assigning or completing tasks within the Government Smart Admin System. It should be used during daily operations to monitor project status, assign new work, and log task progress.

Viewing the Tasks Dashboard

Step #1: Click Tasks in the top navigation bar to open the dashboard. — Click **Tasks** in the top navigation bar to open the dashboard.

The dashboard provides a summary of total projects, ongoing tasks, overdue tasks, team workload, and overall completion rates.

To filter your dashboard view:

Step #2: Select specific projects from the Projects dropdown. — Select specific projects from the **Projects** dropdown.

Step #3: Choose your Task Sources to narrow down tasks initiated by, assigned to, or shared with you. — Choose your **Task Sources** to narrow down tasks initiated by, assigned to, or shared with you.

Step #4: Select a Start date from the calendar. — Select a **Start date** from the calendar.

Step #5: Select an End date from the calendar. — Select an **End date** from the calendar.

Step #6: Click Apply to view the filtered tasks. — Click **Apply** to view the filtered tasks.

Managing Assigned Tasks

Tasks assigned to you are categorized by their origin.

Step #7: Click Assigned To Me in the sidebar navigation. — Click **Assigned To Me** in the sidebar navigation.

Step #8: Click Internal to view tasks assigned by people within your institution. — Click **Internal** to view tasks assigned by people within your institution.

Step #9: Click External to view tasks assigned by individuals outside your institution. — Click **External** to view tasks assigned by individuals outside your institution.

Both internal and external task pages offer multiple ways to visualize your workload:

View Mode	Description
Table View	Displays tasks in a detailed list format with sortable columns for status, priority, and dates.
Board View	Organizes tasks in a Kanban-style layout (e.g., Backlog, Doing, Review) for visual stage tracking.
Calendar View	Maps tasks onto a calendar based on their start and due dates for timeline planning.

You can easily search, filter, and sort tasks within these views:

Step #10: Click Search to find specific tasks by name. — Click **Search** to find specific tasks by name.

Step #11: Click Filter to narrow tasks by creator, status, priority, or assigned labels. — Click **Filter** to narrow tasks by creator, status, priority, or assigned labels.

Step #12: Click Sort to order tasks by criteria like creation date. — Click **Sort** to order tasks by criteria like creation date.

Initiating Projects and Tasks

Tasks cannot be created independently; they must reside within a task project.

Creating a New Project

Step #13: Click Initiated By Me. — Click **Initiated By Me**.

Step #14: Click Create New Project. — Click **Create New Project**.

Step #15: Enter a descriptive name for the task project. — Enter a descriptive name for the task project.

Step #16: Click Create project to finalize it. — Click **Create project** to finalize it.

Creating a New Task

Step #17: Click Create New Task. — Click **Create New Task**.

Name, Status, and Project are mandatory fields. All other fields are optional.

Step #18: Enter the name of the task. — Enter the name of the task.

Step #19: Select the initial status of the task (e.g., BACKLOG). — Select the initial status of the task (e.g., BACKLOG).

Step #20: Select the project this task belongs to from the dropdown menu. — Select the project this task belongs to from the dropdown menu.

Step #21: Select a due date using the calendar picker. — Select a due date using the calendar picker.

To assign the task to specific personnel:

Step #22: Click the Assignees field. — Click the **Assignees** field.

Step #23: Search for a specific user within your chosen institution. — Search for a specific user within your chosen institution.

Step #24: Click + Add next to their name to assign them to the task. — Click **+ Add** next to their name to assign them to the task.

To further categorize your task:

Step #25: Choose a priority level (High, Medium, or Low). — Choose a priority level (High, Medium, or Low).

Step #26: Search and select relevant labels to make the task easier to find later. — Search and select relevant labels to make the task easier to find later.

Step #27: Click Create Task. — Click **Create Task**.

The assigned user will automatically receive an email notifying them of the new task.

Updating Task Progress

When assigned a task, users can easily log their progress and upload supporting files directly on the task page.

Step #28: Click on the task name from your internal or external task list to open the task details. — Click on the task name from your internal or external task list to open the task details.

Step #29: Click Update Progress. — Click **Update Progress**.

Step #30: Enter your current completion percentage. — Enter your current completion percentage.

Step #31: Update the overall status of the task if it has changed. — Update the overall status of the task if it has changed.

Step #32: Enter a descriptive update outlining the work completed. — Enter a descriptive update outlining the work completed.

Step #33: Upload any supporting files as attachments, then click Update Progress to submit. — Upload any supporting files as attachments, then click **Update Progress** to submit.

To review past updates or break down work:

Step #34: Click View Progress Update History to see all prior updates and attachments left by assignees. — Click **View Progress Update History** to see all prior updates and attachments left by assignees.

Step #35: Click + Add subtask to create a nested task. The parent task and project will be auto-filled for you. — Click **+ Add subtask** to create a nested task. The parent task and project will be auto-filled for you.

Q: Can I create a standalone task without a project?

A: No, tasks cannot be created as standalone items. You must create a new task within an existing project or create a brand-new project first.

Q: What is the difference between Internal and External tasks?

A: Internal tasks are assigned to you by people operating within your institution. External tasks are assigned to you by individuals outside of your institution.

Q: Which fields are required when creating a new task?

A: Only the task name, status, and project fields are mandatory. All other fields, such as due date, assignees, priority, and labels, are optional.

Q: How are users notified when assigned a new task?

A: The task assignee automatically receives an email notification alerting them that they have been assigned a task.

Term	Definition
Internal Task	A task assigned to a user by someone within their own institution.
External Task	A task assigned to a user by someone operating outside of their institution.
Parent Task	A primary overarching task that encompasses one or more smaller, nested subtasks.
Subtask	A smaller, dependent task that rolls up into a parent task.

Managing Tasks in the Government Smart Admin System

Learn how to navigate the dashboard, manage projects, assign work, and track task progress in the Government Smart Admin System.

July 28, 2026 By AOS3 Software Team

Viewing the Tasks Dashboard

The dashboard provides a summary of total projects, ongoing tasks, overdue tasks, team workload, and overall completion rates.

To filter your dashboard view:

Managing Assigned Tasks

Tasks assigned to you are categorized by their origin.

Both internal and external task pages offer multiple ways to visualize your workload:

View Mode	Description
Table View	Displays tasks in a detailed list format with sortable columns for status, priority, and dates.
Board View	Organizes tasks in a Kanban-style layout (e.g., Backlog, Doing, Review) for visual stage tracking.
Calendar View	Maps tasks onto a calendar based on their start and due dates for timeline planning.

You can easily search, filter, and sort tasks within these views:

Initiating Projects and Tasks

Tasks cannot be created independently; they must reside within a task project.

Creating a New Project

Creating a New Task

Name, Status, and Project are mandatory fields. All other fields are optional.

To assign the task to specific personnel:

To further categorize your task:

The assigned user will automatically receive an email notifying them of the new task.

Updating Task Progress

When assigned a task, users can easily log their progress and upload supporting files directly on the task page.

To review past updates or break down work:

Q: Can I create a standalone task without a project?

A: No, tasks cannot be created as standalone items. You must create a new task within an existing project or create a brand-new project first.

Q: What is the difference between Internal and External tasks?

A: Internal tasks are assigned to you by people operating within your institution. External tasks are assigned to you by individuals outside of your institution.

Q: Which fields are required when creating a new task?

A: Only the task name, status, and project fields are mandatory. All other fields, such as due date, assignees, priority, and labels, are optional.

Q: How are users notified when assigned a new task?

A: The task assignee automatically receives an email notification alerting them that they have been assigned a task.

Term	Definition
Internal Task	A task assigned to a user by someone within their own institution.
External Task	A task assigned to a user by someone operating outside of their institution.
Parent Task	A primary overarching task that encompasses one or more smaller, nested subtasks.
Subtask	A smaller, dependent task that rolls up into a parent task.