Once you have Tasks open for a brand, you can create and manage tasks across the 5 fixed status columns. Tasks supports both a list view for scanning and a kanban board view for visual workflow management.
From a brand's sidebar, click Tasks.
Click New Task or the + button. A task creation form opens.
Field | Description |
|---|---|
Title | Required. A short, descriptive name for the task. |
Description | Optional. More detail about what needs to be done. |
Status | Choose one of the 5 fixed statuses (defaults to Backlog). |
Due date | Optional. When you want this task completed. |
Category | Content, Technical, Outreach, Knowledge, Monitoring, SEO, AI Commerce, Reputation, or OpenAI Ads. |
Priority | High, Medium, or Low. |
Effort level | Low, Medium, or High. |
Estimated impact | Free-text description of the expected outcome. |
Action items | A checklist of up to 20 sub-steps. |
External URL | A link to a related resource. |
Linked article | Associate the task with a content brief. |
Linked report | Associate the task with a brand report. |
Assignee | The team member responsible for the task. |
Click Create (or Save) to add the task to the board.
Every task has one of these statuses at all times:
Status | When to Use |
|---|---|
Backlog | Not yet scheduled - parked for later consideration |
In progress | Being worked on right now |
Review | Waiting on review, approval, or feedback |
Approved | Reviewed and approved, ready to execute or finalize |
Done | Finished |
Move a task between statuses as work progresses - either by editing the task or dragging it on the board.
Tasks can be connected to other content in RankPrompt:
Linked article: Ties the task to a content brief. When a task has a linked article, a Share for review quick action appears so you can send the article to a reviewer directly from the task.
Linked report: Ties the task to a brand report. When a task has a linked report, a Share report quick action appears.
These links keep your tasks connected to the underlying work they represent.
The list view shows tasks in a structured list, grouped by status. It's the best view for:
Scanning a large number of tasks quickly
Filtering and narrowing down tasks
Getting a full picture of what's in each status
Click the Board toggle in the Tasks header.
Board view shows one column per status, side by side. Each task appears as a card in its status column.
Drag and drop: Drag a card from one column to another to update its status instantly.
Visual overview: See how work is distributed across statuses at a glance.
Card detail: Click any card to open the full task and edit it.
To return to list view, click the List toggle in the header.
To edit an existing task:
Click the task title (in list view) or the card (in board view).
The task detail panel opens.
Update any fields - title, description, status, due date, category, priority, and so on.
Changes save automatically (or click Save if prompted).
Click the status badge on a task row. A dropdown lets you pick any of the 5 statuses.
Drag the task card to the target status column. The status updates immediately.
Open the task, then click the status selector and choose a new status.
Use the filter controls in the Tasks header to narrow down what you see:
Category: Show only tasks in a specific category (Content, Technical, Outreach, etc.).
Priority: Filter by High, Medium, or Low priority.
Source: Filter by where the task originated.
Only articles: Show only tasks linked to a content brief.
Show archived: Include archived tasks in the view.
These filters apply in both list view and board view.
To delete a task:
Open the task detail panel.
Click the Delete button or the trash icon.
Confirm the deletion.
Deleted tasks cannot be recovered.
The fastest way to get work done is to hand a task to the AI Agent Copilot and ask it to resolve it automatically.
Open the AI Agent (the chat icon in the bottom-right corner of the screen).
Describe the task or paste the task title. For example: "Work on this task: Identify our top 3 citation gaps for the US market."
The Agent reads the task, pulls your brand data, runs the relevant actions, and reports back with findings and recommendations.
Review the Agent's output, apply any changes, and mark the task Done.
Task type | What the Agent does |
|---|---|
Brand visibility analysis | Runs a report, identifies weak prompts, benchmarks vs competitors |
Content | Drafts a content brief or generates an article based on your visibility gaps |
Outreach | Finds citation opportunities and drafts outreach emails |
SEO | Runs a Lighthouse or technical SEO audit, lists fixes |
Brand Audit | Runs an audit and summarizes AI platform perceptions |
GBP | Generates a Google Post or review reply draft |
The Agent uses your brand context, so you don't need to explain what your business does - it already knows.
"Work on the task: improve our ChatGPT visibility for [keyword]"
"Take care of my highest-priority backlog tasks"
"I have a task to build more citations - where should we start?"
Before doing visibility work manually, try asking the Agent. It can complete most common tasks faster and with more context than starting from scratch.
Short but specific titles like "Run brand audit for Q3" are easier to scan than vague ones like "Audit."
Don't let unscheduled ideas clutter your active statuses. Park them in Backlog and promote them to In progress when you're ready.
Filling in category and priority makes filtering much more useful as your task list grows. It also gives your team a shared understanding of what type of work each task represents.
Update task status in real time. An accurate board gives you (and collaborators) a true picture of where work stands.
Break down multi-step work into action items (up to 20) so nothing gets missed and progress is visible.
What Are Tasks? - Overview of the Tasks feature
Tasks and Agency Mode - Cross-brand tasks for Agency Plus
If you have questions about managing tasks, contact us at [email protected].
