How to Manage Task Comments: Pin, Postpone, Convert
To manage task comments without losing anything important in a long thread, it helps to know what a comment can do besides carrying text. All communication in Planfix happens inside tasks, and comments in Planfix can be read by color, pinned, postponed, turned into a task and cleared from your unread list. This video (6:58) walks through the toolkit, from comment colors to notifications in the Chronicle.
What you’ll learn: how to manage task comments in Planfix
- What the gray, yellow, green, blue and pink comment backgrounds mean (0:39).
- How to choose who gets notified before you post a comment (1:33).
- How to add files, reminders, data tags and checklist items to a comment (3:11).
- How to pin a comment (4:15) and postpone one until later (4:29).
- How to turn a comment into a task (4:41) and clear unread ones (5:26).
How to manage task comments in Planfix, step by step
Step 1. Read the feed by comment color
Backgrounds tell you what you are looking at before you read a word. Gray is an ordinary comment, yellow is one you have not marked as read, green is a comment you opened through a direct link, and blue is a comment written by or addressed to an external contact. Deleted comments turn pink: the trash can icon deletes a comment, the three dots restore it, and an employee sees only their own deleted comments unless they are an administrator. More cases: what different comment colors mean.
Step 2. Choose who gets notified
When you add a comment, select the employees and contacts to notify. Direct notification is the only way a message reaches a contact outside Planfix: if a name is not on the list, no email or messenger message goes out. Type + in the comment field to connect another employee or contact to the task. For internal matters, switch the slider from a checkbox to a lock icon and choose who sees the message: private comments carry an orange frame, and administrators can still read them. More ways to mention team members in task comments.
Step 3. Quote, edit and enrich a comment
Quote a whole comment with the reply icon, or part of it by selecting text and clicking Quote or Quote+; the reply keeps the author, the time and a link to the original. The editor handles bold, italics, headings, links and tables, and an author can edit a comment or make it private later. The plus icon adds a reminder, a data tag or a checklist item: for a reminder, click the bell, enter the text and pick a time and recipients, with a recurrence if the job repeats (see reminders in tasks and contacts). The paperclip attaches a file from your computer, a template, your account or an external source.
Step 4. Pin a comment, postpone a comment
Click the push-pin icon on a comment that holds an agreement or a set of instructions; the push-pin icon in the top task panel opens the Pinned comments panel, so it stays reachable instead of sinking into the thread. To send a comment later, click the three dots next to the send button, choose Send later and set the date and time. A Postponed comments tab appears in the task, and a postponed comment can still be edited, deleted or sent early, as the guide to sending postponed comments shows.
Step 5. Turn a comment into a task
When a discussion raises a topic that deserves its own task, hover over the comment, open the three-dot menu and choose Create task. Planfix fills the form in: the current task becomes the parent, the project stays the same, the comment text becomes the description, and the people notified become participants. Create task+ adds the comment’s date, author and link too, and anything can be changed before saving (see creating tasks from comments). A comment can also become a checklist item or be copied to another task or contact card, and an unfinished one is kept as a draft in the feed.
Unread comments and notifications in the Chronicle
Notifications about new comments arrive in the Chronicle, and clicking one opens the task card on that comment. Click a comment to mark it read, click it again to mark it unread, or click the flag by the top unread comment to clear the whole task; the Chronicle can clear one task or all of them. No time now? Set a reminder from the Chronicle and the notification waits until then. Cleared something by accident? Switch the Chronicle from unread to all notifications, or find the task through recently viewed objects, the planner search or the global account search, which finds individual comments too.
Who it’s for
- Managers: pin the decision, so nobody re-opens a settled question a week later.
- Client-facing teams: answer the contact in blue and keep the internal discussion in a private comment.
- Support and operations: turn a comment that uncovers a new problem into its own task.
- Distributed teams: write across time zones with postponed comments instead of late-night pings.
FAQ
What do the comment colors in Planfix mean?
Gray is an ordinary comment, yellow is unread, green is one you opened through a direct link, and blue is written by or addressed to an external contact. Deleted comments are pink, and private ones carry an orange frame.
Can I schedule a comment to send later?
Yes. Click the three dots next to the send button, choose Send later and set the date and time. It waits in the Postponed comments tab, where you can edit, delete or send it early.
How do I get back a notification I marked as read?
Switch the Chronicle from unread notifications to all notifications, or reopen the task through recently viewed objects. The planner search and the global account search also find tasks and individual comments.
Keep decisions and notifications in the task
Take the discussion your team is holding in a messenger and move it into the task it belongs to: pin what was agreed, postpone the follow-up until tomorrow morning, and turn the awkward detail into a task of its own. That is how decisions stay attached to the work in Planfix online task management. To keep the feed itself calm, see how to organize notifications in the Chronicle. New to Planfix? Sign up to try it.
