We currently use Google Spreadsheets for our project management. Our needs are very basic and this has been the only thing that has "stuck" as far as being simple enough to use.
We have a template spreadsheet that we save a copy of for every new project, and rename to reflect the project name. It contains 8 tabs for the various things we need. At times we will add tabs if needed per project. Two of the tabs are punchlists (to-do lists) with a simple drop-down color-coded status field (Open, Waiting, To Test, and Re-opened), as well as a drop-down "assigned to" field. There is also a "due date" field.
Because this system spreads out punchlists out among separate spreadsheets, it makes tracking and following up extremely prone to human error. Therefore I am looking to add a few bits of functionality:
1) When a task is assigned (or reassigned) to a tech, he is notified via email. This email should contain enough data that he knows: what project it's in relation to (spreadsheet name would be fine), the body of the assigned task, and the due date, if any.
1a) If possible, a daily digest of open tasks emailed to an individual tech. This is optional and may not be needed, but it might be helpful.
2) A master spreadsheet, landing page, or whatever works, for the following functionality: Techs can go to their own page/spreadsheet and see ALL their tasks, regardless of status. They should be able to see Status, Due Date, Task or Client (again spreadsheet name would be fine, but we could also add a tab that has client info or whatever might be needed to help execute this).
A master sheet with ALL tasks (except completed) pulled from all of the spreadsheets, including all off the data above and to whom the task is assigned. This spreadsheet should be sortable by any of the fields. It could also have tabs that break it down by client, assigned tech, etc. though this isn't strictly necessary.
Because we won't have anything in this spreadsheet that isn't open access to anyone else in the company, both of the above spreadsheets could be one in the same if that would work better. In other words, we'd have an ALL tab, then separate tabs for each assignee.
I've tried to be as thorough as possible here, but I am sure there are some more details to work out. Thanks.