Create a task
Create a task: a functional example
In this example on tasks, the user has added task categories to the project sheet.
Follow next steps in order to create tasks on a Project file.
Access : Project management → Project → +
-
Categories?: open the Configurations tab, and tick the Categories checkbox in the Task configuration section.
-
Type of authorized categories: in the ‘Type of authorized categories’ field, select the categories, for example, ‘Drafting’ and ‘Requirements analysis’.
Then follow these steps to create a new task.
-
Tasks: once the categories have been added, open the Tasks tab in order to access Task tree table.
-
New Task: click on the ‘New Task’ button. The ‘Task’ window will then open.
-
Task: in the Task window, fill in the essential information about your task.
-
Enter the subject.
-
Project: in the Project field, link this task to another project, if necessary.
-
Parent task: link the task to a parent task. This will allow you to create a tree structure.
-
Assigned to: assign this task to a member of this project.
-
Category: select a category in the ‘Characteristics’ section, in the ‘Category’ field. In this example, the options are ‘Needs analysis’ and ‘Drafting’.
In order to be able to select categories on this field in the ‘Task’ window, make sure you have added categories in the Configuration tab on the Project file.
It's necessary to create categories to select from beforehand. Access: Project management → Configuration → Category
-
Priority: here, select a priority level (High / Low / Normal / Urgent).
-
Target version: indicate the version if it is an IT project.
-
Start date and Due date: enter the start and due dates.
-
Task deadline: a task deadline represents the deadline associated with this assignment.
-
Label: add labels so that you can search for tasks more precisely.
-
Progress: in this field, enter the percentage of progress.
-
Time unit: select a time unit, for example, day or hour.
Time follow-up tab
In the ‘Task’ pop-up window, you will find other tabs offering other configurations, such as ‘Time follow-up’ tab.
Time follow-up tab allows you to monitor the progress of the task.
-
Estimated time: this is an estimated time associated with this task.
-
Planned time: the time planned for the completion of this task.
-
Spent time: the time that has been spent completing this task.
Log times tab
On a project file, open the log times tab. The time tracking tab allows you to track the progress of the task.
-
Estimated time: Enter the estimated time here. This is the time sold to the customer.
-
Time spent: open the time spent tab where you can add lines in order to indicate what task was accomplished and how much time did it take carrying out this task.
Purchases tab
Show financial data: click on the button in order to display Purchases tab. In the Purchases tab, you can associate and link purchase orders to a task.
Create a child task
Open the Tasks tab in a project file. Add a new task that will become child task in Tasks table. When configuring the child task, select a parent task.
-
New task: click on the ‘New task ’ button.
-
Subject: enter the subject. Here, it’s ‘Writing’.
-
Parent task: enter the parent task. In the example, it is ‘#28 Functional Audit’.
-
Assigned to: assign this task to a team member.
-
Category: select a new category. In this example, it is Writing.
-
Priority: select the priority (High / Low / Normal / Urgent).
-
Dates: select the set of dates. It’s the deadline associated with this mission.
Time unit: you will notice that the time unit will correspond to the time unit defined in the parent task.
- Fill in the necessary information in all the tabs as described in the chapter ‘Creating tasks ’.
- Financial data tab
-
Enter the different content of the parent task, for example, in the ‘Product’ field, you will enter ‘Consultant’ instead of ‘Project Manager’.
-
Enter the quantity.
-
Fill in the rest of the missing information.
-
Save your changes.
Task tree
While in a project file (Editing mode), in the Tasks tab, click on a child task. Then, open the Tasks tab. There, you will find the Task Tree table.
In the ‘Task Tree’ table you will find a tree structure that has just been created. Here you will find the parent task and the child task. You can click on the parent task to open or hide the child task.
Note that in the header of a task, you can select a parent task. This allows you to organise and subdivide the tasks in a project. As mentioned above, the financial data for a child task is carried over to the parent task.
You can view the task tree via :
-
The Tree view tab from within a task, allowing you to view the subjacent child tasks
-
The task tab on a project file, to view all tasks and unfold child tickets.
Tasks & Tools
On the toolbar at the top of the page, you will find two buttons, Tasks and Tools.
- Tasks: here you will find four available actions.
-
My open tasks: selecting this action will bring up a list of your currently open tasks.
-
Tasks created by me: selecting this action displays a list of your tasks that have been created by the user.
-
All open tasks: selecting this action will display a list of your currently open tasks.
-
All Tasks: a list of all tasks.
- Tools: the Tools menu offers a number of actions available to the user. Here are a few of them.
Gantt: this action allows you to access the Gantt schedule. Here you can create associated tasks and then manipulate them in the Gantt view.
From this view, you can easily :
-
Create and organise a task;
-
Highlight functional dependencies;
-
Easily modify the duration of the task and its start and end dates;
-
Easily view the progress associated with the task;
-
Print the schedule.
Task editor: click on this action to access the task editor. This feature is a way to manage a project's tasks. With the task editor, you can:
-
Create new tasks;
-
Easily modify their start and end dates;
-
Easily view the progress associated with the task;
-
Indicate relationships between tasks;
-
Easily modify task assignments;
-
Easily create a task and a task section/organise by section.
By status (Kanban view): click on this action to display items in Kanban view by status. Here, you can easily move tasks according to their progress.
By status (calendar): Click on this action to display items in calendar view. You can create tasks, move them around, and easily view existing tasks on the project.
It is also possible to sort tasks by status. For example, click on "New" to display new tasks, or click on "In progress" to display tasks that are currently being completed.
It is possible to open the calendar view by filtering by section.
By section: use this action to sort tasks by section.
By user: open the Calendar view associated with each user (this is useful when tasks are distributed among several users). Easily sort by clicking on the user you are interested in to view the associated tasks in Calendar view.
