Team collaboration

Prepare the task

Member adds TaskChecklistItems, marks mandatory steps and links any same-board TaskDependencies. Distinguish the blocking task from the blocked task. Reject self-dependency and cycles before accepting the edge. Shared work needs an explicit TaskParticipants grant and active guest board membership; a mention or pasted file URL cannot add that permission.

Collaborate on the task

Members post TaskComments and protected TaskAttachments with the intended audience. Guests can read only Shared content on their explicitly shared tasks, and can comment only with a Comment grant. Parent comments must belong to the same task. Mentions notify only currently authorized participants. Withdrawn files and deactivated memberships lose effective download access even through an old link.

Follow up on dates

The reminder service evaluates DueDate in the board timezone and schedules a unique NotificationDeliveries occurrence for the intended current owner or reviewer. Recheck the task, audience and date immediately before sending. Completed, cancelled, archived or rescheduled work suppresses an obsolete reminder. Provider acceptance and observed delivery remain separate, and an unknown result keeps its original operation key for reconciliation.

Review flow

Board Owner reads BoardSnapshots and event-based reports with their time window, timezone and DefinitionVersion. Distinguish completed cycles from reopened work and unfinished aging. An empty result has no measured cycle time. Compare owners’ workload in context; task counts alone do not establish productivity. Viewer receives only the permitted board reports, and Guest has no board-wide analytics or export.

Share one task with an external collaborator

A guest needs active membership on the intended board and an explicit grant on a Shared task. Those conditions do not open the rest of the board. Internal comments and files remain private even when the task is shared. A mention requests a notification; it does not grant permission.

Before sending a notification or opening a download, the service checks the current audience again. Removing the grant or deactivating membership takes effect for an older copied link as well as the current screen.

A reply belongs to the same task as its parent comment. The system rejects a parent from another task instead of bringing a private thread into view. Guests with View access cannot post comments; Comment access still cannot reassign cards, change dates, move work or export the board. Shared conversation supports collaboration without turning a guest into a board operator.