Inbox

Keeping track of everything that you and your team need to do is pretty important.

Luckily, Process Street‘s Inbox feature lets you do just that! Think of it as your own personal “to-do” list for checklists, approvals or tasks that you have been assigned to.

Plan: Inbox is available on all plans. 

Users: Admins, Members and Guests can all use Inbox.

Accessing your inbox

To access your Process Street Inbox, click on the “Inbox” button in the top left of your screen, or click here to open it up in a new tab.

If you have items in your inbox that need to be dealt with, you’ll see the number of items displayed here too.

Using your inbox

Your inbox contains all the work that you have been assigned to.

The main ‘Inbox‘ tab is where you will find any tasks, approvals or checklists that are overdue or due today (or any items with no due dates).

Anything that is overdue will be pushed to the top of this page.

Viewing assigned checklists and tasks

You can identify the items that have been assigned to you by their icons:

Click on a task, approval or checklist to open up the pop-window. Here you can see the details and complete them as required.

Once you have completed one item, you are taken automatically to the next item in your inbox to work on, as shown below:

Pro tip: Use the left or right arrow keys on your keyboard to move through items in the view shown above.

Make it fullscreen

If you prefer to work on a fullscreen version of your task or checklist, you can click the task name or the checklist name, which opens it in a new tab.

You can also jump to the template from this view, by clicking the blue link below the task or checklist name.

Upcoming tab

Once you’re done with all of the tasks and checklists in your main inbox, you can start working through the items in your upcoming tab. This is where you will find any items that are due tomorrow, next week, next month or next year.

These are shown in date order, in the same way as your main inbox tab, with the shortest dates at the top of the page.

Using inbox filters

There are two filters in your inbox, which determine what you can see.

You can use the “All” drop-down next to the search box, to filter out only tasks, checklists or approvals, depending on what’s important to you.

Note: Approval tasks will only show in your Inbox when all the tasks to be approved have been completed.

Viewing teammate’s checklists and tasks

The second filter is accessible to Admins and Members with “can edit” or “can view & run” permissions. In this filter you can view other users or other groups’ inboxes.

Click on the “Assigned to me” drop-down shown below, and select the user or group to view their inbox:

Guests or Members with “can view own & run” or “can view own” permissions, can only see their own inbox.

Completing checklists and tasks

You can complete a task or a checklist from your inbox by clicking on the item to open the pop-up window. From here you’ll see the green tick button in the top right corner of this view.

Note: You cannot complete tasks or checklists with required fields or stop tasks, until these have been completed first.

You can also find this green tick by hovering your mouse over your profile picture in your main inbox, as shown below.

Approvals don’t have this green tick, so to complete Approvals you would need to either use the popup window or open the checklist.

Snoozing checklists and tasks one by one

If you’re not ready to complete a task or checklist, or if you would like to push the due date forwards to a later date, you can snooze items in your inbox. This effectively overwrites the task or checklist due date.

Hover over your profile picture or the due date to see the clock icon, and then select one of the default snooze options, or pick a custom date and time.

The item you have snoozed will move to either lower down in your inbox tab (for “later today”) or to the upcoming tab, for any time period chosen from tomorrow onwards, shown above.

Completing & snoozing multiple items at once

You can use the multi-select feature in your inbox to complete or snooze multiple items in one go.

Hover your mouse cursor over the task, approval or checklist icons on the left of your screen and you will see a check-box appear. Select as many tasks or checklists as you’d like and then you can either complete them all (as long as there are no required fields or stop tasks) or snooze them all.

There is also a check-box at the top of this view, where you can select everything in your inbox (shown above).

You will see an error message if you have any required fields in any of these items that need to be filled out first, before checklists or tasks can be completed. These items will remain in your inbox until you have completed all the required fields.

Daily inbox email notifications

You can choose to have a daily email reminder for any overdue and upcoming tasks in your inbox, to be sent to your email address.

Please note that if your inbox is empty, no email will be sent. The notifications are triggered by any items in your Inbox tab and not the Upcoming tab.

Inbox keyboard shortcuts

There are a couple of handy keyboard shortcuts you can use to help you get your work done faster inside your inbox.

First select the task or checklist so that you can see it in the pop-up view.

  • Use the left or right arrow keys on your keyboard to move through items in your inbox
  • Type e or y – to mark a task or checklist as complete

 

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