Team Task List by Priority
Use this sheet to keep your team organized and cut wasted time in status meetings. Group tasks by priority, assign ownership, and use symbols to illustrate progress. Focus your team's next status meeting with this real-time view.
Template design and key features
Enter a task name in the Primary Column (used for Smartsheet automated emails)
Assign task owners from your Smartsheet contacts
Show task status visually using RYG balls
Use flags to show which tasks have been reviewed
Track progress in this dropdown — edit values in Column Properties
Set the task due dates using the date picker
Notes & Comments
Add status details or other brief notes about each task
Store documents & links on each task row
Alerts & Reminders
Set alerts for due dates & sheet changes
Log discussions, emails, & meeting notes
Enable Gantt view to see a timeline
View & edit tasks in a calendar
Organize tasks into collapsible sections
Collaborate in real-time with your team
Request updates on task status
Collect new rows & take action
View & update your task status on the go
Sharing with different access levels
Sharing Your Sheet
Share your task list with your team
Select the Sharing tab to share with your collaborators. Add collaborator email addresses and select a permission level.
- Viewer: can view and export the sheet, but can't make changes
- Editor: can edit information in cells, add attachments, set alerts, & create discussions
- Admin: can add collaborators, edit columns, & change dependency settings
Share multiple sheets in a Workspace
Create a Workspace to share multiple sheets with the same group of people, with consistent sharing permissions on all items in the workspace.
Prevent edits with locked rows & columns
Lock any column or non-blank row to prevent others from changing or deleting key information. Only sheet Owners or Admins can lock, unlock, & edit locked columns & rows.
Collaborating on the task list with your team
Collaborating on Sheets
Collaborate in real-time
Work simultaneously with everyone shared to the sheet. To help you see changes, Smartsheet will notify you when multiple collaborators are working on the sheet.
Highlight everyone's changes
Select the Highlight Changes button to see all recent changes since the last time you viewed the sheet - or within the day, week, month, or a specific date range.
Get a revision history on any cell
Right click on a cell and select View History to see previous values, who made each change, and when.
Format content automatically
Call attention to key information by setting Conditional Formatting rules to automatically format cells based on the values they contain, such as Status.
Getting updates from your team
Alerts & Reminders
To set an email reminder on any task in your sheet, select Set Reminder from the row menu. Choose the Alerts tab to trigger Reminders for the whole sheet, or to notify yourself & others of changes to the sheet.
Get automatic updates from your team
Send an update request, a special email designed to allow anyone to update rows on your sheet. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
Connecting with your apps
Smartsheet and Google Apps
Send Evernote notes to Smartsheet to add tasks or archive thoughts and ideas. Import any Evernote attribute into Smartsheet, then share the details, assign tasks and use reminders to stay on track. Built by Smartsheet Labs.
Send Smartsheet attachments like contracts, sales documents or NDAs, to DocuSign for e-signature, and the signed documents will be automatically uploaded back to the Smartsheet row. Built by Smartsheet Labs.
Connect Smartsheet and Google Calendar to gain a complete view of all your team's tasks and highlight key dates. Overlay your Google Calendar on to the task list in Smartsheet, or publish key dates from your sheet to Google.
How to Set Up a Sheet
Columns in Smartsheet