---
url: /guides/set-up-a-list.md
description: >-
  Choose a list's statuses, Task ID pattern and the built-in features its tasks
  show.
---

# Set up a list

Set up a list when the statuses, fields or Task IDs it started with don't fit the work in it. For
example, you can add:

* a [status](/concepts/statuses) such as `Waiting`;
* [repeating tasks](/guides/set-up-recurring-tasks);
* [time tracking](/guides/track-time);
* a [Task ID](/reference/task-ids) prefix of your own, like **HOME-012**.

You set all of them in the list's settings window, which opens from its **Configure** menu item.

## Before you start

You need a list: [Organize folders and lists](/guides/organize-folders-and-lists).

::: warning Edit access needed
To configure a list you need **Edit** access to it ([Share a folder or a
list](/guides/share-a-folder-or-list)) and **Update** in the **Lists** block of your permission
set, such as **List/Folder manager** or **Admin**. See
[Permissions and access](/reference/permissions-and-access).
:::

## Open Configure

1. In the sidebar, open the list's **More actions** (**…**) menu and choose **Configure**.
   A settings window opens on **General**, with the list's name above its pages.

::: warning No Configure in the menu
You can only read this list, or your permission set can't change lists: see
[Before you start](#before-you-start).
:::

::: tip Rename the list here
**General** also holds the list's name and icon: change them and click **Save**.
:::

## Turn features on or off

1. Open **Features**.
   You see three presets and the switches under three groups:
   * **Fields**: properties the tasks of this list have;
   * **Time tracking**: the time row and its timer;
   * **Task sections**: blocks inside the task card.
2. Pick a preset to set every switch at once:

   * **Simple list**:
     * **Start Date**
     * **Priority**
     * **Tags**
     * **Task Number**
     * **Relations**
     * **Comments**
     * **Subtasks**
   * **Teamwork**: everything except **Repeats** and **Story Points**;
   * **Scrum**: everything.

   The preset saves at once, and tasks in the list show the change.
3. Flip single switches to add or remove a feature.
   Each switch saves as you flip it.

::: warning Timer needs Time Tracking
The **Timer** switch stays off while **Time Tracking** is off: switch **Time Tracking** on first.
:::

![Configure › Features of the list Home: the presets at the top, the page list on the left, and Start Date, Repeats, Priority, Tags, Task Number and Subtasks switched on](/shots/guides/set-up-a-list-1.light.webp){.light-only}
![Configure › Features of the list Home: the presets at the top, the page list on the left, and Start Date, Repeats, Priority, Tags, Task Number and Subtasks switched on](/shots/guides/set-up-a-list-1.dark.webp){.dark-only}

| Feature | What it adds to a task | Guide |
|---|---|---|
| **Start Date** | When work on a task begins | [Task fields](/reference/task-fields) |
| **Repeats** | Brings a task back on a schedule | [Set up a recurring task](/guides/set-up-recurring-tasks) |
| **Priority** | How urgent a task is | [Task fields](/reference/task-fields) |
| **Tags** | Labels that sort tasks into kinds | [Tag tasks](/guides/tag-tasks) |
| **Assignee** | Who is doing the task | [Assign and watch tasks](/guides/assign-and-watch-tasks) |
| **Watchers** | People who follow a task's changes | [Assign and watch tasks](/guides/assign-and-watch-tasks) |
| **Task Number** | The short key like `ABC-12` used to find and mention a task | [Task IDs and series](/reference/task-ids) |
| **Story Points** | An effort estimate on this list's scale | [Estimate with Scrum Poker](/guides/estimate-with-scrum-poker) |
| **Time Tracking** | Estimates and logged time | [Track time on a task](/guides/track-time) |
| **Timer** | A start/stop timer in the time row that logs what it counts | [Track time on a task](/guides/track-time) |
| **Relations** | Links between tasks: blocks, duplicates and the like | [Link related tasks](/guides/link-related-tasks) |
| **Activity** | The history of changes to a task | [See what changed in a task](/guides/see-task-history) |
| **Comments** | Discussion on a task | [Comment and mention people](/guides/comment-and-mention) |
| **Subtasks** | Splitting a task into smaller ones | [Break a task down with subtasks](/guides/break-down-with-subtasks) |

::: info Off means hidden, not deleted
Turning a feature off only hides it: the data stays on the tasks and comes back when you switch
the feature on again. What already runs keeps running:

* repeating tasks keep coming;
* watchers are still notified;
* [Timeline and Calendar](/guides/plan-on-timeline-and-calendar) still use start dates.
  :::

## Change statuses

A list takes its statuses from a **status template**, and other lists can use the same template.
[Statuses and status templates](/concepts/statuses) explains why.

### Switch templates

1. Open **Statuses** and pick a template in **Status Template**, for example **Simple** or
   **Development**. The picker groups them under **Custom** and **System**.
   The page shows the template's statuses.
2. Click **Save statuses**.
   Hule asks where each old status goes. Statuses with the same name are already matched, and the
   rest show **(fallback — first open status)**: those tasks go to the default status of the **Not
   started** [stage](/concepts/statuses), unless you pick another.
3. Check the matches and click **Apply**.
   The tasks move to their new statuses and the **Statuses** page shows the new template.

### Edit statuses

::: warning Status templates permission
Saving a template's statuses needs **Update** in the **Status templates** block of your
permission set. **Admin** has it.
:::

1. Open **Statuses**.
   You see the list's **Status Template** and its statuses, grouped by
   [stage](/concepts/statuses):

   * **Not started**
   * **Active**
   * **Done**

   ![Configure › Statuses of the list Home: template Simple, a new status Waiting being added under Active, a status's … menu and the Save statuses button](/shots/guides/set-up-a-list-2.light.webp){.light-only}
   ![Configure › Statuses of the list Home: template Simple, a new status Waiting being added under Active, a status's … menu and the Save statuses button](/shots/guides/set-up-a-list-2.dark.webp){.dark-only}

2. Make your changes:

   | Change | What you do | What you see |
   |---|---|---|
   | Add | Click **Add status** under a stage and type the name | The status appears in that stage |
   | Rename | Click a status's name and type the new one | The row shows the new name |
   | Move | Drag a status to another place or stage | It appears where you drop it |
   | Remove | Choose **Delete…** in the menu of a status no task uses | It goes when you save |

   A stage keeps at least one status.

3. Click **Save statuses**.
   If other lists use the template, confirm with **Change statuses**, because they change too. On a
   **System** template, Hule asks you to name a new template and saves your version under it.

::: warning A status tasks still use
If a status you removed still has tasks, saving fails with "Failed to update list: Status is in
use by one or more tasks". Delete it as in
[Delete a status that tasks use](#delete-a-status-that-tasks-use).
:::

### Delete a status that tasks use

::: warning Before you delete
You need **Update** in the **Status templates** block of your permission set. **Admin** has it.
:::

1. If the list's template is a **System** one, first give the list its own template
   ([Edit statuses](#edit-statuses), step 3: make any change, such as renaming a status, then
   save and name the new template).
   The list's **Status Template** shows the new name.
2. Open **Workspace settings** → **Status Templates**
   ([Statuses and status templates](/concepts/statuses)).
   The page lists **Custom** and **System** templates.
3. Pick the list's template (the name shown in **Status Template** on the list's **Statuses**
   page).
   Its statuses appear, grouped by stage.
4. In the status's menu, choose **Delete…**.
   A dialog asks where the status's tasks go.
5. Pick where its tasks go and click **Move and delete**.
   The tasks move, and the status is gone.

::: danger Gone from every list on the template
**Move and delete** removes the status from every list that uses this template, and there is no
undo.
:::

## Task ID prefix and numbering

Each task gets a Task ID from the list's task series, such as `HOME-012`. Here you change its
prefix and padding; [Task IDs and series](/reference/task-ids) covers sharing a series between
lists and how the numbers are counted.

1. Open **Task series**.
   You see the **Series** the list draws its Task IDs from and, below it, its **Pattern**.
2. Type a **Pattern**, such as:

   ```text
   HOME-{000}
   ```

   **Next key** shows what the next task will be called, for example `HOME-013`.
3. Click **Apply series**.
   New tasks get Task IDs in the new pattern. Existing tasks keep theirs.

::: warning Shared series
If other lists use this series, an orange note appears under **Pattern** as you edit it: the new
pattern changes their next Task IDs too. To change only this list, pick **New series…** in
**Series** and type a pattern that differs from the current one. A new series starts counting
at 1.
:::

## Home list example

A list for household chores that repeat, with start dates and short Task IDs you can search for:

* **Status Template**: **Simple**, with the statuses:
  * To Do
  * In Progress
  * Done
* **Features** on, the rest off:
  * **Start Date**
  * **Repeats**
  * **Priority**
  * **Tags**
  * **Task Number**
  * **Subtasks**
* **Task series**: the list's own series with the pattern `HOME-{000}`. If it has issued 13 Task
  IDs, the next task is `HOME-014`.

![The list Home with five tasks, HOME-009 to HOME-013: tags @home and @errands, one repeating task, statuses To Do and In Progress](/shots/guides/set-up-a-list-3.light.webp){.light-only}
![The list Home with five tasks, HOME-009 to HOME-013: tags @home and @errands, one repeating task, statuses To Do and In Progress](/shots/guides/set-up-a-list-3.dark.webp){.dark-only}

## If it doesn't work

* **There is no Configure in the list's menu.** You can only read this list, or your permission
  set can't change lists. Ask a workspace admin for **Edit** access
  ([Share a folder or a list](/guides/share-a-folder-or-list)) and a set such as
  **List/Folder manager** ([Invite members and grant
  permissions](/guides/invite-members-and-grant-permissions)).
* **Other lists changed their statuses too.** They share the
  [status template](/concepts/statuses), and the change reached them when you confirmed **Change
  statuses**. To bring their statuses back, edit the template back and save again. To keep this
  list separate from now on, duplicate the template first:

  1. In **Status Template** ([Switch templates](#switch-templates)), choose **Duplicate** in the
     template's **…** menu. The copy keeps the statuses and is picked for the list.
  2. Click **Save statuses**, then **Apply**.

  Creating a template needs **Create** in the **Status templates** block
  ([Permissions and access](/reference/permissions-and-access)).
* **Saving statuses fails with "Failed to update list: Status is in use by one or more
  tasks".** Tasks still use a status you removed. Delete it in **Workspace settings** → **Status
  Templates** instead, where you pick where its tasks go: see
  [Delete a status that tasks use](#delete-a-status-that-tasks-use).
* **Old tasks kept their old Task IDs.** That is expected: a new pattern applies to new tasks
  only ([Task IDs and series](/reference/task-ids)).
* **The Timer switch won't turn on.** It needs **Time Tracking**: switch that on first
  ([Turn features on or off](#turn-features-on-or-off)).

## Related

* [Statuses and status templates](/concepts/statuses): why statuses live in templates and
  stages.
* [Task IDs and series](/reference/task-ids): patterns, shared series and how Task IDs are
  numbered.
* [Task fields](/reference/task-fields): what each feature adds to a task.
* [Organize folders and lists](/guides/organize-folders-and-lists): create the list first.
* [Permissions and access](/reference/permissions-and-access): who can configure a list and edit
  status templates.
* [Set up a recurring task](/guides/set-up-recurring-tasks): what **Repeats** turns on.
* [Track time on a task](/guides/track-time): **Time Tracking** and **Timer**.
* [Tag tasks](/guides/tag-tasks): tags and tag sets for the list.