How can I manage task visibility and prevent issues like incorrect start dates or unwanted past tasks in Uku?
TL;DR: Avoid copying task plans with outdated start dates, always review recurrence dates before approving a plan, and delete any incorrectly generated past tasks from the client's task list.
Who can do this
Users with Member or Admin rights who manage client task plans in Uku
Setting up tasks correctly
To ensure tasks appear accurately on your timeline and do not show up in past periods, follow these guidelines:
Do not copy plans with outdated dates
When setting up a task plan for a new client, do not duplicate plans that have start dates already in the past. This can inadvertently generate past tasks that disrupt your planning. Instead, evaluate each task's recurrence start date carefully before approving the plan.
Adjust the start date when copying
If you reuse an existing plan from another client, review all associated tasks before confirming. Set the desired start date so that future tasks generate from the correct point in time. Failing to do so will result in tasks being created for past periods.
Always verify the recurrence start date on every task within a plan before selecting Approve. This single step prevents most task visibility issues.
Cleaning up incorrectly created past tasks
If tasks have already been created in error (such as tasks generated for past periods), remove them by following these steps:
Open the client's profile in Uku.
Select the Tasks tab.
Identify and select the tasks that should not be there.
Open the More actions menu (three-dot icon) and select Delete to remove the selected tasks.
Tips for managing task visibility
Regularly check task start dates, especially when reusing plans from other clients.
Audit existing plans thoroughly before applying them to new clients to avoid overlapping tasks.
Perform periodic cleanups of your task lists to remove obsolete assignments.
Use the Status filter to quickly identify tasks that are stuck in unintended states.
Troubleshooting
Tasks keep appearing in past periods after I set up a new plan.
The plan likely has a recurrence start date set in the past. Open each task in the plan, update the start date to today or a future date, and approve the plan again. Delete any past tasks that were already generated.
I deleted past tasks but they reappeared.
The recurring task plan is still generating them. Open the client profile, select the Tasks tab, and edit the recurring plan to update its start date. Then delete the unwanted tasks again.
I cannot delete tasks -- the delete option is not available.
You may not have the required permissions. Contact your account admin to verify that your role allows task deletion, or ask them to remove the tasks on your behalf.
Copied plan created duplicate tasks alongside existing ones.
This happens when a new plan is applied to a client who already has an active plan with the same tasks. Review the client's existing task plan before applying a new one. Remove the duplicate tasks manually and consider editing the existing plan rather than adding a new one.