Plan Tasks

In this article, you can learn how to plan and manage tasks from a task list, from a Gantt chart (for Waterfall projects) or from a Kanban diagram (for Agile projects).

How to create a Task

  • Select the row or card of the desired project on the All projects page for the Project App. 

 

 

  • Click on the Tasks link.

 

 

  • To add tasks inline, select + Add task and enter the name of your task.

 

 

  • Select the Start date field to define the start date.

 

 

  • Select the End date field to define the end date.

 

 

  • Select a task type: Task or Deliverable

 

 

  • Click on the Add button.

 

 

Your task has been created.

 

The record of your new task will appear in the list of tasks on the Project page. This list is presented as a table with the following columns: WBS, Task Name, Start Date, End Date, Assignee, Owner, Status, Planned Effort, Reported Effort, and Project. You can sort the list by any of these. To select which of the columns you want displayed, follow these steps:

 

  • Select any column name.

 

 

  • Click on the three dots icon   on the right side of the name of the column;

 

 

  • Select the columns you wish to have displayed from the drop dropdown menu;

 

 

  • Click the Apply button.

 

How to view Task cards

  • Select the row or card of the desired project on the All projects page of the Project App

 

 

  • Click on the task you wish to view the details of.

 

 

By default, a new task is assigned the status Requested. When your task is in the Requested status, you can edit most of the details of the Task card. 

 

How to change the Task name

Click on the Task name on the Task card and enter the desired changes.

 

How to set the Task status

To change the Task status, click on the status field in the top right corner of the Task card and select the desired status.

 

 

How to set the Task type

You can set the Task type by clicking on the Task dropdown above the Task name on the Task card.

 

 

  • When the Task Status is set as Requested or In Progres, you can edit the Task type.  
  • When the Task Status is set as Completed or Cancelled, you cannot edit the Task type.

 

How to set the Task priority

When your Task status is set as Requested/In Progress, select Add on the Priority link of the Task card on the right side on the General tab, and choose the desired priority from the dropdown menu.

 

 

  • When the Task Status is setasin Requested or In Progress, you can add/edit the task Priority. 
  • When the Task Status is set as Completed or Cancelled, you can not add/edit the task Priority.

How to set or edit your project Start/End dates.

Click on the Start date or End date link of the Task card on the General tab and select the desired date from the calendar dropdown.

 

 

  • When the Task Status is set as Requested or In Progress, you can edit both the Start and End date.  
  • When the Task Status set as Completed or Cancelled, you cannot edit either the Start or End date

How to assign human resources to the Task

When your Task status is set as Requested/In Progress, select the Task card’s Add assignee link. 

 

 

Click on the search field and enter a name or email address. The required resource will be displayed. You can only add those teammates that have already been added to the project Resources section.

 

 

On the pop up window that appears, you can plan the effort for each assignee.

 

 

  • When the Task Status is set in Requested or In Progress, you can add/edit the assignees to the Task.
  • When the Task Status is set as Completed or Cancelled, you cannot add/edit the assignees to the Task.

How to add material resources to the Task

Select the Add resource link on the Task card in the MATERIAL RESOURCES section.  Click on the search field and add the first few letters of the name of the desired resource. The corresponding resource will be found. You can only add material resources that have already been added to the project Resources section.

 

 

  • When the Task Status is set as Requested or In Progress, you can add/edit the material resources of the Task. 
  • When the Task Status is set as Completed or Cancelled, you cannot add/edit the material resources of the Task.

How to add a description to the Task

Select the field on the DESCRIPTION section and enter a description on the Task card. All your data will be automatically saved.

 

 

  • When the Task Status is set as Requested or In Progress, you can add/edit the description of the Task 
  • When the Task Status is set as Completed or Cancelled, you can not add/edit the description of the Task.

How to track the progress of the task manually

When the Task status is set as Requested, Completed or Cancelled, you cannot manually change the working progress. You can not change the work progress because it has not yet started, has already been completed, or has been cancelled. When your project status is set as In Progress, the hours completed are tracked automatically, and work completed can be changed manually by the project manager or task owner.

When the Task status is set as Requested, the progress table is in standby mode showing the planned and current date.

 

 

When the Task status is set as In Progress, you can change the work progress manually as a project manager or task owner. To do this, you should:

  • Select the Work completed slider 
  • Slide it to the desired position/value

 

The Hours completed will be tracked automatically.

When the Task status is set as Completed, you cannot change the work progress. The Work completed slider shows the actual percentage achieved. The Hours completed will show as 100%. The progress table shows the number of hours entered, the planned and current dates, the Actual/Reported and Remaining time.

 

 

When the Task status is set as Cancelled, you cannot change the work progress manually. The Work completed slider shows the actual percentage achieved. The Hours completed shows the percentage of hours reported over the total of hours plannedThe progress table shows the number of hours entered, the planned and current dates, the Actual/Reported and Remaining time.

 

 

How to add comments to the Task

You can add as many comments as you need.  To do this, enter your comment on the field at the bottom of the General tab and click the Save button. 

 

How to attach files to the Task card

There are two ways to attach files to the Task card.

  • On the bottom of the General tab, you can attach files to the Task card from a link or upload files from your device.

To do this:

    • Select the attachment icon.
    • Choose the source for your attachment.
    • Select the Send button.

 

 

  • You can attach files or drag & drop them on the Attach file Or Drag & Drop filed on the Attachments tab.

To do this

    • Select the Upload button and choose files to upload from your device

 

 

    • Or drag & drop files from the window onto the Attach file Or Drag & Drop field.

 

How to open Tasks in the Gantt diagram (for Waterfall projects)

  • Select the desired project from the All projects page of the Project App.

 

 

  • Select the Gantt diagram icon on the upper right corner of the Project page

 

How to open Tasks in Kanban (for Agile projects)

  • Select the desired project from the All projects page of the Project App.

 

 

  • Select the Kanban icon on the upper right corner of the Project page.

 

 

 

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