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Lists

Organize tasks within projects using focused task lists with settings, members, and analytics

Published: January 15, 2025

Lists

Lists (also called Task Lists) are direct containers for tasks within projects. They provide focused organization for related work items with their own settings, members, analytics dashboard, and access controls. Lists sit between projects and tasks in the organizational hierarchy.

Understanding Lists

Organizational Hierarchy

Workspace
└── Space (Top level organization)
    └── Project (Mid-level organization)
        └── List (Task container)
            └── Task

Lists contain:

  • Tasks (the actual work items)
  • List members with role-based access
  • List manager for oversight and ownership
  • List-specific settings and configuration
  • Dashboard analytics with performance metrics
  • Start and target dates for timeline tracking
  • Status and priority indicators
  • Visibility controls (public/private)

Key list properties:

  • Title (required)
  • Icon/emoji for visual identification
  • Description for context
  • Status (Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled)
  • Priority (Low, Normal, High, Urgent, Critical, Blocker)
  • Project assignment (required)
  • Privacy settings (public or private)
  • Billable flag for client work
  • Archive status

Example lists:

  • “Mosaic Quick Fixes” - Bug fixes and improvements
  • “Mosaic Phase 3” - Work for phase 3
  • “Requirements 1” - Requirements gathering
  • “Totrox General” - General tasks
  • “Market Research” - Research activities

Accessing Lists

Lists Overview Page

Navigate to Lists from:

  • Main navigation: Tasks → Lists (if available in main menu)
  • Sidebar: Lists section (shows total count, e.g., “9 items”)
  • Within projects: Task Lists tab in project detail view
  • Search: Use the search bar on the Lists page to find specific lists

View Options

The Lists page provides two viewing modes accessible via the view toggle:

Board View (Kanban)

  • Visual kanban layout organized by status columns
  • Status columns: Backlog, ToDo, In Progress, In Review, On Hold
  • Each column shows count (e.g., “Backlog (4)”, “ToDo (2)”)
  • Empty columns display “No items in this column” message
  • Visual organization by status for quick status overview
  • “Add New List” option available in each column for quick list creation

List View (Detailed)

  • Comprehensive list format with detailed metadata
  • All lists visible in scrollable format
  • More information density per list
  • Better for scanning many lists at once
  • Ideal for detailed list management

Page Controls

Available controls:

  • Search bar: Quickly find lists by name
  • Item count: Shows total lists (e.g., “9 items”)
  • View toggle: Switch between Board and List views
  • View & Filters: Filter and organize lists by various criteria

List Cards Display

Each list card shows:

  • List icon/emoji: Visual identifier (e.g., ⭐, 💎, 📋, 🔷, 🔶)
  • List title: Name of the list
  • Status badge: Current status with colored indicator (Backlog, ToDo, In Progress, etc.)
  • Priority badge: Priority level (Low, Normal, High, Urgent, Critical, Blocker)
  • Lock icon: Displayed if list is private
  • User avatar: List manager or member
  • Project badge: Associated project shown as colored pill
  • Progress indicator: Completion metrics (if applicable)
  • Member avatars: Team members assigned to list

List Detail View

Click any list card to access the comprehensive detail page with multiple tabs for different list management aspects.

List Header

Elements visible:

  • List icon/emoji - Visual identifier (customizable)
  • List name - Title displayed prominently
  • Project badge - Associated project shown as colored pill
  • Progress indicator - Task completion metrics
  • User avatar - List manager
  • Status dropdown - List status selection (Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled)
  • Priority dropdown - Priority selection (Low, Normal, High, Urgent, Critical, Blocker)

Available Tabs

The list detail page includes four tabs accessible from the tab navigation:

1. Tasks Tab (Default)

View and manage all tasks within the list. This is the default tab when opening a list.

Board View:

  • Tasks organized by status columns (Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled)
  • Kanban-style visualization for visual task management
  • Drag and drop capability for status changes
  • Quick status overview of all tasks
  • Task counts per status column

List View:

  • Comprehensive task information in table format
  • All tasks visible with detailed metadata
  • Task title, assignees, dates, priority, and status shown
  • Better for detailed task management
  • More tasks visible at once

2. Dashboard Tab

List analytics and performance metrics.

Features:

  • List performance metrics and KPIs
  • Task completion rates and trends
  • Progress visualization charts
  • Activity metrics showing team productivity
  • Timeline information and deadline tracking
  • Task distribution analytics

3. Info Tab

View detailed list information and metadata.

Information displayed:

  • List description (full text)
  • Creation date and time
  • Creator information (user who created the list)
  • Last modified date and time
  • List metadata and properties
  • Additional list attributes

4. Settings Tab

Configure list properties, access control, and team management.

General Settings Section:

List Title:

  • Text input field showing current list name (e.g., “Mosaic Phase 3”)
  • Editable for users with update permissions
  • Required field

List Icon:

  • Current icon/emoji displayed (e.g., ⭐)
  • “Change Icon” button opens icon picker
  • Select from emoji or icon library
  • Icon + Color customization available via IconColorPicker component

List Visibility:

  • “Make list private” checkbox controls access
  • Private lists restrict visibility to list members only
  • Public lists visible to all project members
  • Impacts permission inheritance

Project Assignment:

  • Shows associated project as badge (e.g., “Mosaic Features”)
  • Project assignment determines workspace context
  • Required field - lists must belong to a project
  • Can be changed if user has update permissions

List Manager Section:

Purpose: “Assign a team member as the manager for this list. The manager must be one of the list members.”

Current Manager Display:

  • Shows assigned list manager
  • User avatar and full name (e.g., “Yousef Restom”)
  • Role: Admin
  • Manager selection dropdown
  • Manager must be added as list member first

List Members Section:

Purpose: “Manage who has access to this list.”

Member Management:

  • View all current list members
  • Add new members (if user has update permissions)
  • Remove existing members (if user has update permissions)
  • Set member roles (Admin, User)
  • Each member shows:
    • User avatar and name
    • Role dropdown for permission level changes
    • Remove option (for users with permissions)

Available Roles:

  • Admin - Full control over list settings, members, and tasks
  • User - Standard access to list tasks and content

Danger Zone Section:

Delete List:

  • Title: “Delete List”
  • Description: “Once deleted, this list and all its data will be permanently removed.”
  • Button: “Delete List” (red, destructive action)
  • Confirmation required with list title verification
  • Requires Delete permission
  • Redirects to Tasks page after deletion

Creating and Managing Lists

Creating a List

There are multiple ways to create a new list in Mosic:

From sidebar:

  1. Expand a project in the sidebar
  2. Click the ”+ Add Task List” button
  3. Fill in list details in the modal

From project detail page:

  1. Navigate to a project
  2. Go to Task Lists tab
  3. Click “Add New List” button
  4. Complete list creation form

From Lists overview page:

  1. Go to Lists page (Tasks → Lists)
  2. In Board view, click “Add New List” in any status column
  3. List will be created with that status pre-selected
  4. Fill in remaining list details

New List Modal Fields:

Required:

  • Title: List name (required)
  • Project: Must select a project (determines workspace)

Optional:

  • Description: Detailed list context
  • Status: Defaults to “Backlog” (Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled)
  • Priority: Defaults to “Normal” (Low, Normal, High, Urgent, Critical, Blocker)
  • Icon: Emoji or icon for visual identification
  • Color: Icon color customization
  • Members: Add team members (creator is automatically added)
  • Start Date: When list work begins
  • Target Date: List completion deadline
  • Privacy: “Make list private” checkbox
  • Billable: Mark if this is client-billable work

Keyboard shortcut: Press Cmd/Ctrl + Enter to save the list quickly.

Editing a List

To modify list properties:

  1. Open the list detail page
  2. Navigate to the Settings tab
  3. Update any of the following:
    • List title - Edit name (updates on focus out)
    • List icon - Click “Change Icon” button to select new icon/emoji and color
    • List visibility - Toggle “Make list private” checkbox
    • Project assignment - Change via Project selection dropdown (if permitted)
    • List manager - Select from list members dropdown
    • List members - Add/remove members, change member roles
  4. Changes save automatically on blur or selection

Permission requirements:

  • Update permission required to edit list properties
  • Update permission required to change members or roles
  • Settings are disabled if you lack permissions

Duplicate a List

To duplicate an existing list:

  1. Open the list detail page or find list in board/list view
  2. Click the list actions menu (three dots)
  3. Select “Duplicate” option
  4. A new list is created with “(Copy)” appended to the title
  5. All list settings, members, and properties are copied
  6. Tasks are NOT duplicated (new list starts empty)

Archive a List

To archive a completed or inactive list:

  1. Open the list actions menu
  2. Select “Archive” option
  3. List is marked as archived (is_archived: true)
  4. Archived lists are hidden from normal views
  5. Can be accessed via “Archived Lists” view if available

Archive behavior:

  • Archived lists remain in the database
  • Tasks within archived lists are preserved
  • Archived lists can typically be unarchived
  • Better alternative to deletion for historical data

List Privacy

Privacy control:

  • “Make list private” checkbox in Settings tab
  • Private lists restrict visibility to list members only
  • Public lists are visible to all project members
  • Privacy impacts permission inheritance
  • Private lists show lock icon in list cards
  • Useful for sensitive work or restricted access scenarios

Use cases for private lists:

  • Confidential client work
  • Sensitive internal projects
  • Executive-level planning
  • HR or legal matters
  • Work requiring restricted access

List Manager Role

Manager responsibilities:

  • Oversee list progress and completion
  • Manage list members and permissions
  • Configure list settings and properties
  • Ensure list goals are met
  • Act as point of contact for list-related questions
  • Automatically has Admin role for the list

Setting a manager:

  1. Go to list Settings tab
  2. Scroll to “List Manager” section
  3. Click the manager selection dropdown
  4. Select from current list members
  5. Important: New manager must be a list member first

Manager requirements:

  • Must be added as list member before being assigned as manager
  • One manager per list (not multiple)
  • Manager automatically receives Admin role
  • Manager can be changed by users with Update permission

Managing List Members

To add members to a list:

  1. Navigate to list Settings tab
  2. Scroll to “List Members” section
  3. Click “Add Member” button (if available)
  4. Select user from workspace members
  5. Assign role (Admin or User)
  6. Member receives access to list tasks and content

To change member roles:

  1. Find member in “List Members” section
  2. Click role dropdown next to member name
  3. Select new role (Admin or User)
  4. Role updates immediately

To remove members:

  1. Find member in “List Members” section
  2. Click remove/delete icon next to member
  3. Confirm removal if prompted
  4. Member loses access to list

Member role permissions:

  • Admin: Full control over list settings, members, and tasks
  • User: Standard access to list tasks and content, limited settings access

List Organization

By Status

Lists themselves have statuses that track their lifecycle. The status is displayed as a colored badge on list cards and in the list header.

Available list statuses:

  1. Backlog - Planned for future, not yet started
  2. ToDo - Ready to start, prioritized for action
  3. In Progress - Active work currently underway
  4. In Review - Work completed, awaiting review or approval
  5. On Hold - Temporarily paused, waiting on external factors
  6. Blocked - Cannot proceed due to blockers or dependencies
  7. Completed - All work finished, list goals achieved
  8. Cancelled - List cancelled, no longer needed

Status impact:

  • Determines list placement in board view columns
  • Provides visual indicators via colored status badges
  • Helps organize lists by workflow stage
  • Enables filtering and searching by status
  • Reflects list lifecycle and progress

Default status: New lists are created with “Backlog” status.

By Priority

Lists can have priority levels to indicate importance and urgency.

Available priority levels:

  1. Low - Nice-to-have work, lowest priority
  2. Normal - Standard priority (default)
  3. High - Important work requiring attention
  4. Urgent - Time-sensitive, needs prompt action
  5. Critical - Business-critical, requires immediate focus
  6. Blocker - Blocks other work, highest priority

Priority impact:

  • Displayed as colored badge on list cards
  • Helps teams focus on high-value work
  • Enables filtering and sorting by importance
  • Provides visual urgency cues
  • Guides work prioritization decisions

Default priority: New lists are created with “Normal” priority.

By Project

Lists belong to projects, providing organizational structure and context.

Project assignment:

  • Project badge shown on list cards (colored pill)
  • Lists organized under projects in sidebar hierarchy
  • Project determines workspace context
  • Project assignment is required for all lists
  • Lists inherit project’s workspace
  • Can be reassigned to different projects via Settings

Project context benefits:

  • Related lists grouped together
  • Shared team members and permissions
  • Unified project analytics and dashboard
  • Cross-list task visibility via project Tasks tab
  • Consistent organizational structure

In Sidebar

Lists appear in the sidebar hierarchy for quick navigation and context awareness.

Sidebar display:

Workspace: Current Workspace
└── Space: "Mosic Platform"
    └── Project: "Mosaic Features" (5 lists)
        ├── List: "Mosaic Backlog Features" (28 items)
        ├── List: "Mosaic Quick Fixes" (1 item)
        ├── List: Additional lists...
        └── "+ Add Task List" button

Sidebar features:

  • Hierarchical structure: Lists nested under projects under spaces
  • Item counts: Task counts displayed next to lists (e.g., “28 items”, “51”)
  • List counts: Project shows how many lists it contains (e.g., “5 lists”)
  • Expandable/collapsible: Click to expand or collapse project sections
  • Quick navigation: Click list name for direct access to list detail
  • Quick creation: ”+ Add Task List” button for creating lists in context
  • Visual hierarchy: Indentation shows organizational relationships
  • Current context: Highlighted when viewing list or its tasks

Navigation benefits:

  • Quick access to any list with single click
  • Clear organizational context at a glance
  • Easy switching between related lists
  • Visual understanding of workspace structure
  • Efficient project and list management

List Members and Permissions

Lists use a member-based permission system for access control. List members can access the list’s tasks and content based on their assigned role.

List Manager

One designated manager per list:

  • Shown prominently in Settings tab “List Manager” section
  • User avatar, full name, and role (Admin) displayed
  • Manager is responsible for list oversight and ownership
  • Must be a list member before being assigned as manager
  • Can be changed via manager selection dropdown (requires Update permission)

Manager selection process:

  1. Add desired user as list member first
  2. Navigate to Settings tab → List Manager section
  3. Select user from dropdown of current members
  4. Manager is automatically assigned Admin role
  5. Previous manager remains as list member (role may change)

List Members

Member management in Settings:

  • View all members: List Members section shows current members
  • Add new members: Add button (requires Update permission)
  • Remove members: Delete icon next to member (requires Update permission)
  • Change roles: Role dropdown per member (Admin or User)
  • Member display: Shows user avatar, name, and current role

Available roles:

  • Admin - Full control over list settings, members, and tasks
  • User - Standard access to list tasks and content, limited settings access

Permission inheritance:

  • List members inherit access based on list privacy setting
  • Private lists: Only members can access list and its tasks
  • Public lists: All project members can view, but editing requires membership
  • Workspace membership required for all list access

Access Control

Who can access a list:

  1. List members - Direct access based on assigned role
  2. Project members - Can view public lists, edit access requires list membership
  3. Workspace members - May have visibility based on workspace permissions
  4. System administrators - Full access regardless of membership

List privacy impact:

  • Private lists (is_private: true): Only list members can view and access
  • Public lists (is_private: false): All project members can view, editing requires membership
  • Lock icon displayed on private list cards

Permission levels:

  • Read: View list, view tasks, view dashboards and info
  • Update: Edit list properties, manage settings, modify tasks
  • Create: Add new tasks to the list
  • Delete: Remove list permanently (dangerous operation)

List Icons and Visual Identity

Lists use icons/emojis and colors for visual identification, making it easier to recognize and navigate between lists.

Icon customization:

  • Select from emoji or icon library
  • Click “Change Icon” button in Settings tab
  • Opens IconColorPicker component
  • Choose both icon and color theme
  • Updates appear immediately on all list views

Icon picker features:

  • Emoji selector with full emoji library
  • Icon library with Lucide icons
  • Color picker for icon customization
  • Preview before saving
  • Default icon: lucide:list if none selected

Common icon examples:

  • ⭐ (star) - Featured or important lists
  • 💎 (gem) - High-value work
  • 📋 (clipboard) - Standard lists
  • 🔷 (blue diamond) - In-progress work
  • 🔶 (orange diamond) - Urgent work
  • 🎯 (target) - Goal-oriented lists
  • 🚀 (rocket) - Launch or release lists
  • 🐛 (bug) - Bug fixing lists
  • ✨ (sparkles) - New features or enhancements
  • 📊 (chart) - Analytics or reporting lists

Visual identification benefits:

  • Quick recognition in board and list views
  • Easier navigation in sidebar
  • Visual organization of related lists
  • Consistent project-level styling
  • Improved user experience and productivity

Best Practices

List Organization

  1. Create focused lists with clear purpose:

    • Each list should have a well-defined scope and objective
    • Avoid lists that are too broad (mixing unrelated work)
    • Avoid lists that are too narrow (creating list sprawl)
    • Use list descriptions to clarify scope and boundaries
    • Example: “Mosaic Quick Fixes” (focused) vs. “All Work” (too broad)

  2. Use descriptive, searchable names:

    • Make list purpose clear from the title
    • Include context when helpful: “Requirements 1”, “Market Research”
    • Use full words, not abbreviations: “Quick Fixes” not “QF”
    • Be consistent with naming conventions across projects
    • Consider prefixing with project name if helpful: “Mosaic Phase 3”

  3. Choose meaningful icons and colors:

    • Select icons that represent list purpose or type
    • Use consistent icon style within a project for related lists
    • Choose colors that aid quick visual identification
    • Match icon to list theme: 🐛 for bugs, ✨ for features, 📊 for analytics
    • Icons improve navigation and recognition speed

  4. Set appropriate privacy levels:

    • Mark private for sensitive, confidential, or restricted work
    • Keep public for team collaboration and transparency
    • Consider project and workspace context when setting privacy
    • Private lists useful for: client-sensitive work, HR matters, executive planning
    • Public lists promote visibility and team coordination

  5. Assign to correct project:

    • Ensure list belongs to the most appropriate project
    • Project determines workspace context and member access
    • Lists can be moved between projects if needed
    • Group related lists under same project for analytics

List Management

  1. Assign a manager for accountability:

    • Designate one person responsible for list oversight
    • Manager provides clear ownership and decision-making
    • Manager should be actively involved in list work
    • Update manager when responsibilities change
    • Manager automatically gets Admin role for full control

  2. Manage members carefully and intentionally:

    • Add only relevant team members who need list access
    • Remove departed members promptly to maintain security
    • Update member roles as responsibilities evolve
    • Review membership quarterly or when team changes
    • Balance access (not too restrictive, not too open)

  3. Monitor and update list status regularly:

    • Move lists through workflow stages as work progresses
    • Update status when list reaches new phase (Backlog → ToDo → In Progress)
    • Mark lists Completed when all work finished
    • Archive finished lists to reduce active list clutter
    • Use status to communicate list state to team

  4. Set realistic timelines:

    • Define start date when list work begins
    • Set target date for accountability and planning
    • Update dates as circumstances change
    • Use dates for dashboard timeline tracking
    • Communicate timeline changes to team

  5. Leverage dashboard insights for decision-making:

    • Review Dashboard tab weekly to monitor progress
    • Track task completion rates and identify trends
    • Identify blockers and bottlenecks early
    • Measure team velocity and adjust estimates
    • Use analytics to inform list management decisions
    • Share insights with stakeholders

  6. Keep list information current:

    • Update description as list scope evolves
    • Maintain accurate priority and status
    • Review member list regularly
    • Update icon/color if list purpose changes
    • Keep list metadata accurate for searchability

Task Organization Within Lists

  1. Keep related tasks together logically:

    • Group tasks by feature, theme, or objective
    • Maintain clear boundaries between lists
    • Avoid duplicate tasks across lists (unless intentional)
    • Use task relations feature to link related work
    • Consider task dependencies when organizing

  2. Balance list sizes for manageability:

    • Avoid one huge list with all tasks (hard to manage)
    • Avoid too many tiny lists (navigation overhead)
    • Aim for 10-30 tasks per list as a guideline
    • Monitor task counts in sidebar (e.g., “28 items”)
    • Split large lists when they become unwieldy

  3. Review and maintain lists regularly:

    • Archive completed tasks to reduce list clutter
    • Move misplaced tasks to appropriate lists
    • Update task priorities based on current needs
    • Close or consolidate stale lists
    • Conduct quarterly list cleanup and organization

  4. Use list features effectively:

    • Leverage Board view for visual task status management
    • Use List view for detailed task analysis
    • Take advantage of task filtering and search
    • Use Dashboard for progress tracking
    • Utilize members for task assignment context

  5. Archive rather than delete:

    • Archive completed lists to preserve history
    • Archived lists can be referenced later
    • Archiving is reversible, deletion is not
    • Keeps active list count manageable
    • Maintains historical project data

Troubleshooting

Can’t see a list

Possible reasons:

  • Not a list member and list is private
  • Wrong project or space selected
  • Wrong workspace selected
  • Insufficient Read permissions
  • List may be archived
  • List doesn’t exist or was deleted

Solutions:

  1. Check if you’re a list member (required for private lists)
  2. Verify list privacy setting - private lists require membership
  3. Look in correct project via Task Lists tab
  4. Check workspace switcher at top of sidebar
  5. Search for list by name in Lists page
  6. Switch between Board and List views
  7. Verify project membership
  8. Contact list manager or project admin for access
  9. Check if list is archived (may need special view)

Can’t edit list settings

Possible reasons:

  • Insufficient Update permission on MTask List DocType
  • Not a list member
  • Not a list manager (for some settings)
  • List is archived
  • Settings fields disabled due to permissions
  • Wrong workspace selected

Solutions:

  1. Verify you have Update permission on MTask List DocType
  2. Request list manager role for full settings access
  3. Contact current list manager for permission changes
  4. Verify you’re a list member (check Settings → List Members)
  5. Ensure list is not archived
  6. Check with workspace administrator for permission updates
  7. Verify you’re assigned Admin role, not just User role
  8. Try refreshing the page

Can’t add tasks to list

Possible reasons:

  • Insufficient Create permission on MTask DocType
  • Not a list member (access restricted)
  • List is archived (cannot add tasks)
  • Project or workspace access issues
  • List doesn’t exist or wrong list selected

Solutions:

  1. Verify you have Create permission on MTask DocType (typically “Mosaic Member” role)
  2. Check if you’re a list member (required for private lists)
  3. Ensure list is not archived (archived lists are read-only)
  4. Try creating task from different location: list detail, project view, global Tasks page
  5. Contact list manager to request membership
  6. Verify workspace membership
  7. Check project access permissions
  8. Try refreshing page and attempting again

List not appearing in project

Possible reasons:

  • List assigned to different project
  • List is private and you lack access
  • View filters hiding the list
  • Wrong project selected
  • List has been archived or deleted
  • No lists created in project yet

Solutions:

  1. Verify list is assigned to this specific project (check list Settings tab)
  2. Check Task Lists tab in project detail (default tab)
  3. Switch between Board view and List view - data may render differently
  4. Review view filters - may be filtering out lists by status or other criteria
  5. Check if you have Read permission for lists in this project
  6. Verify project name - ensure you’re viewing correct project
  7. Refresh the page to reload list data
  8. Create new list if project is empty (use ”+ Add Task List”)
  9. Search for list in Lists overview page
  10. Contact project manager to verify list assignment

Can’t change list manager

Possible reasons:

  • Insufficient Update permission on MTask List DocType
  • Only users with Update permission can reassign manager
  • New manager must be list member first
  • Permission restrictions on manager field
  • System error or validation issue

Solutions:

  1. Add desired new manager as list member first (required prerequisite)
  2. Navigate to Settings tab → List Manager section
  3. Select new manager from dropdown of current members
  4. Have current list manager make the change if you lack permissions
  5. Contact project admin or workspace administrator for permission updates
  6. Verify you have Update permission on MTask List DocType
  7. Ensure new manager is workspace member
  8. Try refreshing page and attempting again

Can’t delete list

Possible reasons:

  • Insufficient Delete permission on MTask List DocType
  • Did not type exact list title for confirmation
  • System protection for lists with active tasks
  • List has dependencies or relations
  • Network error or system issue

Solutions:

  1. Ensure you have Delete permission on MTask List DocType
  2. Type the exact list title in confirmation field (case-sensitive)
  3. Check Danger Zone section in Settings tab for Delete List button
  4. Consider archiving instead of deleting to preserve data
  5. Remove all tasks from list first if deletion protection exists
  6. Check console for error messages
  7. Contact system administrator if permission issues persist
  8. Try refreshing page and attempting again

Dashboard shows no data

Possible reasons:

  • List has no tasks yet
  • Tasks lack required data fields (dates, status, assignees)
  • Dashboard calculating (may take moment on first load)
  • Insufficient permissions to view analytics
  • System error in dashboard calculation

Solutions:

  1. Verify list has tasks - check Tasks tab
  2. Ensure tasks have status, dates, and assignees set
  3. Refresh the page to reload dashboard data
  4. Wait a few seconds for dashboard calculations to complete
  5. Check permissions - ensure you have Read access to list
  6. Add tasks to list to see dashboard populate
  7. Try switching tabs and returning to Dashboard
  8. Check browser console for errors

List duplication fails

Possible reasons:

  • Insufficient Create permission on MTask List DocType
  • System error during duplication
  • Network connectivity issue
  • Source list has validation errors

Solutions:

  1. Verify you have Create permission on MTask List DocType
  2. Check that source list is valid and not corrupted
  3. Try duplicating from list actions menu (three dots)
  4. Check browser console for error messages
  5. Try refreshing and attempting again
  6. Manually create new list if duplication fails
  7. Contact system administrator if issue persists

List archiving issues

Possible reasons:

  • Insufficient Update permission on MTask List DocType
  • System error updating is_archived flag
  • Network connectivity issue
  • List already archived

Solutions:

  1. Verify you have Update permission on MTask List DocType
  2. Use list actions menu (three dots) → Archive option
  3. Check if list is already archived
  4. Try refreshing page and attempting again
  5. Contact system administrator if issue persists
  6. Check browser console for error messages
  • Projects - Lists belong to projects (parent level)
  • Tasks - Lists contain tasks (child level)
  • Spaces - Understanding the organizational hierarchy
  • Navigation & Sidebar - Navigating lists and workspace hierarchy

List Fields Reference

Core Fields

Basic Information:

  • name: Unique identifier (UUID, auto-generated via generate_uuid())
  • title: List display name (required, Data field)
  • project: Parent project (required, Link to MProject)
  • workspace: Parent workspace (required, auto-fetched from project)
  • created_by: User who created the list (required, Link to User, auto-set)
  • description: Text description of list purpose (Small Text)

Status and Priority:

  • status: List status (Select, default: “Backlog”)
    • Options: Backlog, ToDo, In Progress, In Review, On Hold, Blocked, Completed, Cancelled
  • priority: List priority (Select, default: “Normal”)
    • Options: Low, Normal, High, Urgent, Critical, Blocker
  • done: Completion flag (Check, default: 0)

Visual Identity:

  • icon: Emoji or icon for identification (Data field)
  • color: Color theme for visual distinction (Color field)
  • image: Attached image for list banner or avatar (Attach Image)

Dates:

  • start_date: List start date (Date)
  • target_date: List target completion date (Date)
  • executing_start_date: Execution start tracking (Date)
  • executing_end_date: Execution end tracking (Data)
  • created_date: Date list was created (Date, default: Today)
  • created_time: Time list was created (Time, default: Now)
  • last_edit_date: Date of last modification (Date)
  • last_edit_time: Time of last modification (Time)

Time Tracking:

  • time_needed: Estimated time needed in hours (Int, non-negative, default: 0)
  • total_duration: Total duration tracked in hours (Int, non-negative)

Team and Access:

  • manager: Designated list manager (Link to User)
    • Manager must be one of the list members
    • One manager per list
    • Automatically gets Admin role
  • members: List of list members with roles (Table, M Member child table)
    • Each member has role (Admin or User)
    • Controls who can access list
  • subscribers: List of list subscribers for notifications (Table, MSubscribers child table)

Flags:

  • is_private: Privacy flag for access control (Check, default: 0)
    • Private lists only accessible to list members
    • Public lists visible to project members
    • Lock icon displayed on private lists
  • is_archived: Archive status (Check, default: 0)
    • Archived lists hidden from normal views
    • Preserves list data without deletion
    • Reversible operation
  • is_billable: Billable work indicator (Check, default: 0)
    • Tracks client-billable vs. internal work
    • Useful for time tracking and invoicing

Source Tracking:

  • source_name: External source reference name (Data)
  • source_link: External source URL (Data)

Linked Documents

  • MTask: Tasks linked via task_list field in MTask DocType
    • Lists are direct containers for tasks
    • Tasks can belong to multiple lists
    • List membership shown as badges on task cards

Permissions Model

Lists use the Mosaic permission system with workspace-based access control:

Permission Roles:

  • System Manager: Full access (Create, Read, Update, Delete, Export, Print, Email, Share, Report)
  • Mosaic Member: Full access (Create, Read, Update, Delete, Export, Print, Email, Share, Report)

Permission Checks:

  • Permission queries use get_permission_query_conditions_for_doctype("MTask List")
  • Workspace-based permission inheritance
  • Project-level access control
  • List member access control
  • Private lists restrict visibility to members only (is_private: true)

Access levels:

  • Read: View list, tasks, dashboards, and info
  • Update: Edit list properties, settings, tasks, members
  • Create: Add new tasks to list, add members
  • Delete: Remove list permanently (requires confirmation)

Document Behavior

Naming:

  • Auto-naming with UUID via generate_uuid() function
  • Name field is unique identifier across workspace
  • Format: Random UUID string (e.g., “abc123-def456-ghi789”)

Inheritance:

  • Extends HierarchyManager class for hierarchical document management
  • Supports realtime updates via WebSocket for document changes
  • Propagates changes through document tree (Project → List → Task)
  • Enables efficient parent-child relationship management

Change Tracking:

  • track_changes: Enabled (all field changes tracked in version history)
  • Audit trail of all modifications
  • Version history accessible for compliance and rollback

Workspace Context:

  • workspace field auto-fetched from parent project (project.workspace)
  • Ensures list belongs to specific workspace for multi-tenancy isolation
  • Required field enforcing workspace membership

Default View:

  • Default view: “List” (table format showing all lists)
  • Editable grid enabled for inline editing

Image Field:

  • image_field: “image” - specifies which field contains list image
  • Used for avatar/banner display in list cards

Sorting:

  • Default sort field: “modified” (last modified date)
  • Default sort order: “DESC” (newest first)
  • Shows recently updated lists at top

FAQ

Q: What’s the difference between a list and a project?

A: Projects are mid-level organizational containers that hold multiple lists. Lists are the direct containers for tasks. Projects provide structure and analytics across lists, while lists organize specific task groups within a project.

Q: Can a task be in multiple lists?

A: Yes, tasks can belong to multiple lists simultaneously. This is evidenced by multiple list badges shown on task cards in various views. This allows tasks to appear in different organizational contexts.

Q: How many tasks should a list have?

A: This depends on your workflow, but keep lists manageable. If a list grows beyond 30-50 tasks, consider splitting it into focused sub-lists. Monitor task counts in the sidebar (e.g., “28 items”, “51 items”) to track list size.

Q: Can I see all tasks from multiple lists at once?

A: Yes, there are several ways:

  • Use the project Tasks tab to see all tasks across all lists in that project
  • Use the global Tasks page (Tasks → Tasks) to see all tasks across all projects
  • Both views support Board and List formats with filtering

Q: What does “Make list private” do?

A: The “Make list private” checkbox restricts list visibility and access to list members only. Private lists display a lock icon and cannot be accessed by other project or workspace members unless they are explicitly added as list members.

Q: Can I move a list to a different project?

A: Yes, lists can be reassigned to different projects. Open the list Settings tab and use the Project selection dropdown to choose a new project. The list will inherit the new project’s workspace context.

Q: Who can be a list manager?

A: Any list member can be designated as manager. The key requirements are:

  1. User must be added as a list member first
  2. User must be a workspace member
  3. Only one manager per list
  4. Manager automatically receives Admin role

Q: How do I add someone to a list?

A: To add members to a list:

  1. Open the list detail page
  2. Navigate to the Settings tab
  3. Scroll to the “List Members” section
  4. Click “Add Member” button (if you have Update permission)
  5. Select user from workspace members
  6. Assign role (Admin or User)

Q: Can a list have multiple managers?

A: No, lists support only one manager at a time. The manager is shown in the “List Manager” section of the Settings tab. However, multiple members can have Admin role for full access.

Q: What’s the difference between Admin and User roles?

A:

  • Admin: Full control over list settings, members, tasks, and configuration. Can edit all properties and manage permissions.
  • User: Standard access to list tasks and content. Can view and edit tasks but has limited access to list settings and member management.

Q: What happens to tasks when I archive a list?

A: When you archive a list, the list is hidden from normal views but all tasks are preserved. The tasks remain in the database and can be accessed if the list is unarchived. Archiving is reversible, unlike deletion.

Q: What happens to tasks when I delete a list?

A: Deleting a list is a permanent action. The list and all associated data are removed. Tasks may be affected depending on system configuration. Always archive first if you want to preserve data.

Q: Can I duplicate a list with all its tasks?

A: When you duplicate a list, all list settings, members, and properties are copied to create a new list with “(Copy)” appended to the title. However, tasks are NOT duplicated - the new list starts empty.

Q: How do list statuses differ from task statuses?

A: Lists have their own statuses (Backlog, ToDo, In Progress, etc.) that represent the list’s overall lifecycle and workflow stage. Tasks within the list have separate, independent statuses that track individual task progress.

Q: What’s the “Billable” flag for?

A: The “Billable” checkbox (is_billable field) indicates whether the list represents client-billable work. This is useful for tracking billable vs. internal work and may integrate with time tracking or invoicing features.

Q: Can I change the order of lists in a project?

A: Lists are typically organized by status in board view and by other criteria in list view. The system doesn’t appear to support manual ordering, but you can use status, priority, and dates to influence list organization.

Q: What permissions do I need to create a list?

A: To create a list, you need:

  • Workspace membership
  • Create permission on the “MTask List” DocType (typically granted via “Mosaic Member” role)
  • A project to assign the list to (you must have access to the project)