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Version: 8.2

Create task

Create a task: a functional example​

caution

In this example on tasks, the user has added task categories to the project sheet.

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Starting from the version 8.2., open the Configuration tab and click on the ‘Convert into business project’ button on the project file.

You can create tasks either on a Project or a Business project file

Access : Project management → Project / Business project → +

  1. Categories?: open the Configurations tab, and tick the Categories checkbox in the Task configuration section.

  2. 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.

  1. Tasks: once the categories have been added, open the Tasks tab in order to access Task tree table.

  2. New Task: click on the ‘New Task’ button. The ‘Task’ window will then open.

  3. Task: in the Task window, fill in the essential information about your task.

  4. Enter the subject.

  5. Project: in the Project field, link this task to another project, if necessary.

  6. Parent task: link the task to a parent task. This will allow you to create a tree structure.

  7. Assigned to: assign this task to a member of this project.

  8. Category: select a category in the ‘Characteristics’ section, in the ‘Category’ field. In this example, the options are ‘Needs analysis’ and ‘Drafting’.

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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 / Business project.

It's necessary to create categories to select from beforehand. Access: Project management → Configuration → Category

  1. Priority: here, select a priority level (High / Low / Normal / Urgent).

  2. Target version: indicate the version if it is an IT project.

  3. Start date and Due date: enter the start and due dates.

  4. Task deadline: a task deadline represents the deadline associated with this assignment.

  5. Label: add labels so that you can search for tasks more precisely.

  6. Progress: in this field, enter the percentage of progress.

  7. Time unit: select a time unit, for example, day or hour.

Financial data tab​

When creating a new task (Task pop-up window), click on the Financial data tab. Enter the financial data associated with this task. This tab is used for financial monitoring of the task.

  1. Enter the product. For example, ‘Project manager’. A service type product can be selected. You are free to change the Unit price and Cost.

  2. Next, enter the quantity.

  3. Select the associated invoice type (time spent / fixed price / no invoicing). This content will be used to deduce the turnover for the task, as well as the financial monitoring associated with the task.

caution

Compute project totals: you need to run the calculation each time you make a change using the ‘Compute project totals’ button.

  • Note that the costs of the Sold panel are calculated in relation to the unit price of the Content and its quantity.

  • The costs of the Provisional panel are calculated :

  1. If the ticket is not a parent ticket, in relation to the unit cost of the Content.

  2. If the ticket is a parent ticket, in relation to the unit cost of the Content of all the ‘Financial data’ tabs of the child tickets.

  • Actual time: the actual time is calculated in relation to the time spent validated on the HR form. The calculation differs depending on the actual cost calculation method selected in the Project configuration tab:

  1. If the Calculation Method is Employee, this time spent is multiplied by the employee's hourly rate.

  2. If the Calculation Method is Product, it is multiplied by the unit cost of the Content product.

  3. If the Calculation Method is Sales Order, it is multiplied by the cost indicated on the sales order line attached to the task. If no sales order line is attached, the Product method is used.

  4. The actual turnover is obtained by multiplying the % progress of the task by the turnover sold.

  • The Finish data is calculated by adding together the actual costs recorded and the Remainder to Do multiplied by the unit cost of the Content.

Time spent tab​

In the Task pop-up window, click on the Time spent tab. Add lines in order to indicate

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.

  1. Sold time: this is the time that will be sold to the customer.

  2. Estimated time: this is an estimated time associated with this task.

  3. Planned time: the time planned for the completion of this task.

  4. Spent time: the time that has been spent completing this task.

Log times tab​

On a project / business project file, open the log times tab. The time tracking tab allows you to track the progress of the task.

  1. Estimated time: Enter the estimated time here. This is the time sold to the customer.

  2. 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​

  1. New task: click on the ‘New task’ button.

  2. Subject: enter the subject. Here, it’s ‘Writing’.

  3. Parent task: enter the parent task. In the example, it is ‘#28 Functional Audit’.

  4. Assigned to: assign this task to a team member.

  5. Category: select a new category. In this example, it is Writing.

  6. Priority: select the priority (High / Low / Normal / Urgent).

  7. Dates: select the set of dates. It’s the deadline associated with this mission.

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Time unit: you will notice that the time unit will correspond to the time unit defined in the parent task.

  1. Fill in the necessary information in all the tabs as described in the chapter ‘Creating tasks ’.
  • Financial data tab

  1. Enter the different content of the parent task, for example, in the ‘Product’ field, you will enter ‘Consultant’ instead of ‘Project Manager’.

  2. Enter the quantity.

  3. Fill in the rest of the missing information.

  4. Save your changes.

Task tree​

Once you have finished creating a child task, consult the Task Tree table (Task tab).

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/business 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.

  1. 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.

  1. 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.