User task list

A user’s task list is a collection of all tasks that need to be completed or that the user wants to complete. These can be daily chores, tasks to be completed in projects in which the user participates, or individual tasks that have been saved. Organizing these tasks in one place helps you stay organized and manage your work efficiently.

The user can easily see what needs to be done and track the progress of tasks in which they participate. If the tasks are saved in one place, the user has better control over what needs to be done and avoids oversights. It also helps to prioritize individual tasks and decide which need immediate attention and which can wait.

Having visibility of all tasks in one place makes organizing, planning, and monitoring progress easier. It gives a sense of control and reduces the stress of forgetting or losing essential tasks. This increases control over your tasks and helps you manage your time effectively.

My tasks

The My Tasks tab is the default tab visible after logging into FlexiProject.
You can customize the view of the My Tasks list by displaying selected columns and filtering the displayed tasks and milestones.

Task list Activities

Adding an individual task

1. Go to the ‘Tasks/My Tasks’ tab.
2. Click ‘New Task’.
   The empty ‘Name’ field will be highlighted.
3. Type in your task name.
4. Confirm by clicking outside the ‘Name’ field or pressing ENTER.
   The new task name will now show in the ‘Name’ column.

   Remember, these tasks are individual and only visible to you.

   

Turning column visibility on and off

1. Go to the ‘Tasks/My Tasks’ tab and click the ‘Columns’ button. A list of available columns for the task list will appear.
2. Check or uncheck the boxes next to the column names to control their visibility. Columns with a blue checkbox will be visible in the list, while those without won’t be.

Changing the order of the displayed columns

1. Go to the ‘Tasks/My Tasks’ tab and click the ‘Columns’ button.
2. A list of available columns for the task list will appear.
3. Hover your cursor over the row of the column you want to move.
4. A six-dot symbol will appear in front of the column name.
5. Click and hold the six-dot symbol, then drag the column row to your desired location.
6. Columns will be displayed in the list in the order they appear in the column list. The moved column will appear where you dragged it.
   Columns are displayed in the list in the order they appear in the column list. The selected column is displayed where it was dragged.

Operations on individual tasks

Custom, individual tasks added by the user from the Tasks>My Tasks tab are individual tasks visible only to the user who created them. Managing individual tasks is only possible in the My Tasks tab.

Edit the Start/End date of an individual task.

1. Under Tasks/My Tasks, click the name of the selected individual task.
   A task panel will open on the right side of the screen.
2. Click the Start/End calendar field on the individual task panel.
   A calendar for date selection will open.
3. Select a date by clicking on the desired day in the calendar.

Edit Duration of an individual task

1. Under Tasks/My Tasks, click the name of the selected individual task
   A task panel will open on the right side of the screen.
2. On the individual task panel, click the Duration field.
3. Enter the number of calendar days it takes to complete the selected task using the keyboard or the arrows on the right side of the field.
4. Click outside the Duration field or click ENTER. The value will be validated and saved.

Marking the progress of an individual task

Task progress is how much you’ve done, shown as a percentage. You can change it by clicking the task in ”My Tasks” and marking it done or not. You can also edit it in the task’s panel. If progress is 100%, the task is finished.

1. Go to ”Tasks/My Tasks” and click a task.
   A panel opens on the right.
2. Click in the ”progress” box on this panel.
3. Type in how much of the task is done, or use the arrows.
4. To save it, click outside the box or press ENTER.

Cloning an individual task

1. Go to ”Tasks/My Tasks” and select the task you wish to clone by clicking on its name.
   The task panel will open on the right side of your screen.
2. On this panel, locate the ”…” (three dots) symbol in the upper right corner and click it.
   It will reveal a dropdown menu with various options.
3. Find and click the ”Clone” option.
   Upon doing this, a new task, labeled as a ”Copy” of the original, will appear in your task list, right below the original task.

Attachments to an individual task

1. Go to ”Tasks/My Tasks” and select the task you wish to add to the attachments.
2. Click the paperclip symbol on the right-up task panel corner.
3. Choose ”Files” to attach a file or ”Link” to attach a link.For Files:
4. Select and confirm your file.
5. The file will appear on the task panel and can be downloaded or deleted.For Link:
6. Enter the URL and name of the link.
7. Click ”Add.”
8. The link will appear on the task panel and can be opened or removed.

Repeating individual tasks

For individual tasks, there is an option to set automatic task repetition after completion (100% progress). After execution, a copy of it is created, which inherits the name, creator and owners, duration, description, and attachments. Comments are omitted. The end date is set based on the set rule. The start date is equal to the end date or is derived from the set task duration.

Setting the repetition of the task outside the project

1. In the Tasks/My Tasks tab, click the name of the selected non-project task. A task panel will open on the right side of the screen.
2. On the task panel, click the three-dot symbol in its upper right corner and select the Set Repetition option.
   The “Repetition of the task” window will open.
   
3. Set the repeating period by selecting one of the options from the list: Weekly, Monthly, or Yearly.
   
4. In the field under the selection list, specify the day you want the task to be repeated, and click Save.
   
   You’ve saved the task repetition. On the task panel, you’ll see a staggered arrow indicating repetition. Next to it, you’ll find a label displaying the repetition rule you’ve set. On the task list, you’ll notice the task marked with a staggered arrow.
   

Editing and deleting a repetition rule is possible by clicking again on the task’s repetition label or selecting Set repetition option available by clicking on the three-dot symbol in the upper right corner of the task panel.

Delegation of individual tasks

The creator of an individual task can delegate the task to another user by assigning him as the owner. The Delegated task list contains a collection of tasks that have assigned owners. These can be operational tasks to be done in the organization or cyclical administrative tasks.

Delegated tasks are available by clicking the Tasks tab and going to the Delegated tab.

Delegating a task involves assigning at least one owner to a non-project task you created. It allows you to incorporate operational tasks carried out in the organization into the planning and coordination of project tasks. With this feature, all tasks carried out in the organization can be contained in one common FlexiProject communication channel. The task delegation function can be helpful for Board Members and PMO managers. It allows you to outsource recurring tasks, such as reporting, providing documentation, and performing other administrative tasks. It helps in planning and coordinating work. Furthermore, it also minimizes communication problems and the resulting delays.

Delegating a task outside the project

1. Go to the Tasks tab.
2. Create a new non-project task or select one from those already created. The task panel will open.
3. In the Tasks panel, click the Owners label. The list of the organization’s users will open.
4. Click the user to whom you want to delegate the task.

Observing tasks

A user-watched task list is a collection of tasks and milestones that a user has marked as watched with a bell icon. These could be tasks that are important to the user or require special attention. Watching tasks means the user receives notifications about changes to these tasks, including updates, new comments, deadline changes, or progress. This feature lets the user stay updated on the progress of others working on the watched task, facilitating better coordination, collaboration, and communication within the project team. It also enables the early identification of potential delays, allowing for appropriate action to prevent missed deadlines and minimize consequences.

FlexiProject’s task observation feature benefits the Project Team, Managers, and Board members. It provides enhanced control and awareness of project progress and changes, aiding in better planning, activity coordination, and delay avoidance.

You can find The Observed Tasks tab by clicking on the ‘Tasks’ tab and going to the ‘Observed’ tab. The view of the ‘My Tasks’ list can be customized by displaying selected columns and filtering the displayed tasks and milestones.

Adding a task to the watched

To watch a task, click the bell on the task panel. It turns yellow, and the task appears on your observed task list.

Turning column visibility on and off

1. Go to the ‘Tasks/Services’ tab and click the Columns button.
2. A list of available columns will appear.
3. Check or uncheck the boxes next to the columns to control their visibility. Columns with a checked box will be visible in the task list.

Changing the order of the displayed columns

1. On the Tasks/Watched tab, click the Columns button.
2. A list of available columns will appear,
3. Hover the cursor over the row with the column name you want to move. A symbol of six dots appeared in front of the column name.
4. Hover and hold the six-dot symbol, then drag the column row to move it to the desired location. Columns in the task list are displayed in a set order.