User tasks

The Tasks module brings together your project tasks and your operational tasks, that is, tasks that do not belong to any project. It is the first screen you see after signing in.

The module has three tabs:

• My tasks — the tasks you are expected to complete,
• Delegated — operational tasks you have handed over to other people (visible to users with a Full licence),
• Watched — tasks you receive change notifications for.

My task list

The My tasks tab lists:

• project tasks and milestones you are an owner of,
• operational tasks you created and have not delegated to anyone,
• operational tasks you are an owner of.

The Source column shows the project a task comes from; click the project name to open its schedule with the task selected. For an operational task, the column shows who created it. End dates of overdue tasks are shown in red.

Three buttons sit above the list:

• Filter opens a bar with the Filter by name box and the End date and Archived filters. Select Show archived projects to include tasks from archived projects.
• Columns shows or hides the Start, End, Duration and Source columns. To reorder them, drag a column by the handle that appears when you hover over it. The Name column is always visible.
• Completed sets which completed tasks stay on the list: Hide, Today, Yesterday, Last 7 days, Last 30 days or All.

Click the Name, Start, End or Duration column header to sort the list. Your browser remembers the filter, the column layout and the Completed setting for your next visit.

Working with tasks

Completing an operational task

To mark a task as done, click the status icon (circle) next to its name. Progress changes to 100%. Click the icon again to set progress back to 0%.

Completing a project task

You close a project task the same way, and a milestone by clicking the diamond. A Task completion window may then appear, where you confirm with Yes, close the task:

• if the task has subtasks — the window says that closing the task also completes all its subtasks,
• if related tasks are not done yet — the window lists them and says that their progress will not change.

If your organization has the time tracking reminder switched on, closing a task opens a window for logging work time. It appears when your licence allows time tracking, the task has no subtasks and no time has been logged on it yet.

Project task panel

Click the name of a project task to open the same panel as in the project schedule. The panel menu (the three-dot icon) offers Set as completed, Go to the project (opens the schedule list with the task selected) and Register time tracking.

Operational tasks

An operational task is a task outside any project, such as a recurring report or an administrative matter. It does not appear in any schedule. It is visible to its creator and to the people added as its owners.

Adding a task

1. On the My tasks tab, click New task.
2. Type the name in the row that appears at the top of the list.
3. Press Enter or click outside the field.

The task is saved and its panel opens on the right.

Task panel

In the panel you can set:

• the name,
• the start and end dates and the duration in days,
• progress — click the progress field and enter a percentage; 100% means the task is done,
• owners — the Add owner field (see Delegating operational tasks),
• a description — the Add more details field,
• attachments — the paperclip icon, then Files or Link,
• watching — the bell icon in the top right corner of the panel (see Watching tasks).

The Comments and History tabs are at the bottom of the panel. History shows who changed the task and when.

Task menu

Open the menu with the three-dot icon in the top right corner of the panel:

• Set repetition — see Repeating operational tasks,
• Register time tracking — if your organization uses the Time tracking module,
• Clone — creates a copy of the task with “Copy” added at the end of its name. The copy has no comments and no logged work time,
• Delete.

Deleting a task

1. In the panel menu, select Delete.
2. Confirm in the Delete the task window.

Note: a deleted task cannot be restored. Only the task creator has the Clone and Delete options.

Repeating operational tasks

An operational task can repeat. When its progress reaches 100%, the application creates the next task with a new due date.

Setting up repetition

1. In the task panel menu (the three-dot icon), select Set repetition.
2. In the Repetition of the task window, under Repeat end of task, choose:
   • Every week, then tick the weekdays under On the following days,
   • Every month, then pick a day from 1 to 28 or Last under On the following day,
   • Every year — the next task ends on the same day a year later.
3. Click Save.

On the list, a repeating task has a circular arrow icon next to its name. The panel shows the rule, for example Repetition every month 5 day. Click the rule to open the Repetition of the task window.

The next task

The next task keeps the name, creator, owners, description, attachments and duration. Its end date comes from the rule and its start date from the duration. It starts at 0% progress, with no comments and no logged work time.

The repetition rule moves to the new task. The completed task stays on the list without a rule.

Removing repetition

Open the Repetition of the task window and click Delete. The task stays; only the rule is removed.

Delegating operational tasks

To delegate an operational task, you add other people as its owners. Owners can be added and removed by users with a Full licence.

1. Open the operational task panel.
2. Click Add owner.
3. Select people from the list. Use the search box above the list to find a user by name.

Each new owner receives an in-app notification and an email, and the task appears on their My tasks tab. Owners can edit the task and mark it as done. Only the creator can clone or delete it.

Once you delegate a task to other people, it leaves your My tasks tab and moves to the Delegated tab. To keep it on My tasks, add yourself as an owner as well.

The Delegated tab

The tab lists operational tasks you created that have at least one owner. By default it shows the End, Owner and Last edited columns; turn on Start with the Columns button. The filter narrows the list by name, owner and end date. The Completed button works the same way as on the My tasks tab.

Removing an owner

In the task panel, click the owners field and clear the person. They receive an in-app notification and the task disappears from their list. If you remove all owners, the task returns to your My tasks tab.

Watching tasks

When you watch a task, you receive notifications about its changes, even if you are not its owner. You can watch project tasks and milestones as well as operational tasks.

1. Open the task panel.
2. Click the bell icon in the top right corner of the panel.

The task is added to the Watched tab. Click the bell again to stop watching. The application never starts watching on anyone’s behalf — neither for the creator nor for the owners.

You get a notification when someone else changes a watched task. Your own changes do not trigger notifications.

The Watched tab

The most recently changed tasks are at the top. By default the tab shows the Owner, End, Source and Last edited columns; turn on Start and Duration with the Columns button. The filter narrows the list by name, status and end date. Load more tasks with the Get more results button.

An operational task panel opened from this tab is read-only.