Plaky Help Center / Plan and track work / Create and manage Items

Create and manage Items

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In this article

Who can use this feature?
Owner, Admins, Members
Available on all plans

Items are the individual units of a Plaky Board. An Item can be a notion, unit, or any other building part of your project that makes sense to you (e.g., task, location, client, time determinant…).

What is an Item? #

An Item is a unit of work you want to track on your Board. It can represent a task, a client, a location, a project phase, or anything that makes sense for your workflow. Each Item lives inside an Item group and carries its own set of field values, comments, files, and activity history.

Every Item has the following tabs:

  • Item details — the main tab that contains all Fields for the Item, such as status, assignee, due date, and any other custom field.
  • Comments — let’s you add text updates about the item and mention team members.
  • Activities — shows all Item activities, such as status and due date changes.
  • Files — upload preview, rename, describe, and delete files attached to the Item. Supports documents, images, video, and audio.
  • Subitems — shows all Subitems associated with the Item.
  • Time tracker — displays the Clockify time tracker. 

Create an Item #

There are two ways to create an Item. The quick add method is fastest for adding Items fast, while the advanced method lets you fill in all Fields before an Item is saved.

Quick add method #

  1. Click on + Add Item
  2. Enter the new Item name
  3. Press Enter/Return on the keyboard
  4. Populate other fields
  1. Tap on the + Add item button
  2. Enter Item title
  3. Tap on ✔️
  1. Tap on the + Add item
  2. Enter Item title
  3. Select the Item group from the dropdown
  4. Tap on Create to complete the action

Advanced method #

  1. Click the New Item/subitem button
  2. Populate the Create new item dialog box with the information you need
  3. Click Save to complete the action
  1. Tap on the + button in the top right corner
  2. Tap on New item (advanced)
  3. Fill out the Item details
  4. Tap on ✔️ to complete the action
  1. Tap on the + button in the bottom right corner
  2. Tap on New item
  3. Enter Item name
  4. Select Item group
  5. Tap Create to complete the action

Item card #

Open any Item by clicking it. The Item card is active by default and shows all configured Fields for the Item, which you can edit by clicking on them.

The Item card also shows the Item’s subscribers who receive notifications for changes on the Item. The Item creator is subscribed automatically, and any user assigned to the Person Field is subscribed as well.

Comments #

The Comments tab is where team discussion on an Item lives. You can add text updates, link to other Items, mention teammates, or mention a whole team at once. 

Add a comment #

Here’s how to add a comment on an Item:

  1. Open the Comments tab on an Item
  2. Write the comment in the field
  3. Click on Add comment to complete the action
  1. Tap on the Comments tab on an Item
  2. Tap on Leave a comment
  3. Write your comment
  4. Tap on ✔️ to complete the process
  1. Tap on the Comments tab
  2. Tap on Add comment 
  3. Write your comment
  4. Tap Send to complete the action

Pin/Unpin comment #

Pinned comments are displayed on top and are visible to everyone. After duplicating or moving an Item to another Board, any comments that are duplicated or moved remain pinned. 

To pin/unpin a comment:

  1. Click on three dots to open the Comment dropdown menu
  2. Click Pin comment/Unpin comment to complete the action
  1. Swipe right on a comment
  2. Tap on More
  3. Select Pin/Unpin 
  1. Tap on the three dots next to a comment
  2. Tap Pin/Unpin

Mentions #

With mentions, you can ensure that Team members easily keep up with the project’s development, Items, and other tasks relevant to them.

To mention someone:

  1. Navigate to the Comments section of the Item you’d like to add the mention in
  2. Enter @ and choose the Team/Member you’d like to mention
  3. Click Add Comment to complete the action

Once you’ve done that, the mentioned User/Team will get email and bell notifications. Both types of Notifications display the content and the link to jump to that Comment in the app.

You can also mention in the Rich-Text Field. It works and looks the same as in the Comments section described above.

Copy comment URL #

Share a link to the Item with your teammates by copying the Item URL. 

To copy the comment URL:

  1. Click on the three dots in the top right corner of the comment
  2. Click Copy comment URL

Or, click on the Copy comment URL button directly.

  1. Swipe right on a comment
  2. Tap on More
  3. Select Copy URL
  1. Tap on the three dots next to a comment
  2. Tap on Copy URL

Edit comment #

To edit a comment:

  1. Click on the three dots in the top right corner of the comment
  2. Select Edit comment
  3. Make changes to the comment
  4. Click on Save to complete the action
  1. Swipe left on an Item
  2. Tap on Edit
  1. Tap on the three dots next to an Item
  2. Tap on Edit
  3. Edit the comment
  4. Tap Save to complete the action

Sort comments #

If there are at least two comments that are not pinned on the Item, you can choose to sort comments by creation date in ascending or descending order. The change will be applied to all comments on all items in the Workspace, but it will be visible only to the user who selected the sort. To do it, just click the icon to change the sort in the comments section, and the arrow on the icon will change to reflect the new sorting order.

Reply and react to comments #

You can reply and react to comments from the Comments tab. To do this, simply click on the Reaction emoji/Reply button to add your reply or reaction.

To reply to a comment on iOS, first swipe right on the comment.

Set comment reminders #

If you want to be reminded of a specific comment at a particular time, you can set up a reminder. Here’s how to do it:

  1. Click on the three dots on the right side of your comment
  2. Hover over Remind me 
  3. Select predefined or custom time for the reminder

Once the reminder is set up, you can update it in the same way. Also, you can remove the reminder by following these steps:

  1. Click on the three dots on the right side of your comment
  2. Click Remove reminder
  1. Swipe right on a comment
  2. Tap on More
  3. Select Remind me
  4. Choose when to set the reminder

Once the reminder is set up, you can update it in the same way. Also, you can remove the reminder by following these steps:

  1. Swipe right on a comment
  2. Tap on More
  3. Select Remove reminder
  1. Tap on the three dots next to the comment
  2. Tap on Remind me 
  3. Set the reminder
  4. Tap Save to complete the action

Once the reminder is set up, you can update it in the same way. Also, you can remove the reminder by following these steps:

  1. Tap on the three dots next to a comment
  2. Tap on Remove reminder

Here are some things you should know about reminders:

  • Reminders can be set to a predetermined or custom time
  • Reminders are sent as notifications
  • Comments with a set reminder will have a bell icon that shows reminder details

Delete a comment #

Deleting comments can be useful for correcting mistakes, removing irrelevant information, or maintaining clarity in your project discussions. To delete a comment:

  1. Click on the three dots in the top right corner of the comment
  2. Select Delete comment
  3. Select Delete in the confirmation box to complete the action
  1. Swipe left on a comment
  2. Tap on Delete
  3. Confirm the action
  1. Tap on the three dots next to a comment
  2. Tap on Delete
  3. Confirm the action
Info

Only the Board Owner can delete other users’ comments.

Files #

In the Files section, you can manage the files attached to the Item. Files can be uploaded, downloaded, opened, searched, and deleted. There is also the option to play video and audio files and view PDF file previews.

Upload files #

  1. Navigate to the Files tab
  2. Click Add Files
  3. Choose one or more files from your local storage

The maximum size of a single uploaded file on the Free plan is 10MB; on the Pro plan, it’s 25MB; and on the Enterprise plan, it’s 100MB.

Once the file has been uploaded, it can be opened, downloaded, or deleted by clicking the three dots button in the upper-right corner.

Plaky supports the following types of files:

  • PDF
  • PNG
  • JPEG
  • SVG
  • GIF
  • MP4
  • WEBM
  • WEBP
  • BMP
  • MP3
  • WAV
  1. Open the Files tab
  2. Tap on Add file
  3. Select where to upload the files from
  4. Choose a file
  1. Open the Files tab
  2. Tap on the + button in the bottom right corner
  3. Select what you want to upload
  4. Choose your file

Add file description #

  1. Click on the Files tab
  2. Click on Add file description
  3. Write the file description
  4. Press Enter to complete the action
  1. Tap on the three dots next to a file 
  2. Tap on Description 
  3. Write the description
  4. Tap on ✔️to complete the action
  1. Tap on the three dots next to a file 
  2. Tap on Description
  3. Write the description
  4. Tap Change to complete the action

Rename files #

  1. Click on the Files tab
  2. Click on the three dots in the top right corner of the File
  3. Select Rename File
  4. Enter new File name
  1. Swipe right on a file
  2. Tap on Rename
  3. Enter new file name
  4. Tap on ✔️ to complete the action
  1. Tap on the three dots next to a file 
  2. Tap on Rename
  3. Enter the new name
  4. Tap Rename to complete the action

Delete files #

  1. Navigate to the Files tab
  2. Click on the three dots in the top right corner of the File
  3. Select Delete File
  4. Click Delete in the confirmation box to complete the action
  1. Swipe left on a file
  2. Tap on Delete
  3. Confirm the action
  1. Tap on the three dots next to a file
  2. Tap on Delete
  3. Confirm the action

Related Content

Create and manage Item Groups
Manage Item
Create Item

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