Task list and Personal calendar

 Table of contents

Task list

The task list presents an overview of the tasks that has been assigned to you. This view can be changed to show detailed information in the overview. You can also move the columns around to personalize your view as well as search in the list.

Week view / Detailed view
It is possible to switch between the List view and the Week view. Switching view is done by clicking on this button:

List view:

Week view:

Task card

If you double click on a task, the Task card will open. In the task card you can access various information regarding the task as well as edit the information on it.

The most important things to note is that you can enter time directly on the task, mark the task as done or write your colleagues directly on the task with any relevant information.

Collaboration
Enter a comment and add your colleagues or client contacts to notify them about an update or simply just share knowledge.

Get more help on collaboration here.

Documents and Files

You can up- or download files related to this task, by entering the Documents area, as seen below. All documents relating to the task will then be easy to find for other people.

Additionally files can be added to a conversation:

Briefing

The briefing is basically a text document imported to or written in WorkBook. You can import an existing briefing that has already been made using another text editor as long as the file type is: RTF, Doc, Docx.

You can import or write a briefing and relate it to a task to make it show on your colleagues task:

Another option is to import it or write it on a job level.

Reading the task list

How are tasks added to the task list?
Tasks are added through the Schedule on a job. Normally a Project Manager role will add the task and assign resources to work on the task.

It is however also possible to add the task from the quick menu in the top right corner, as shown here:

Grouping tasks
You can group tasks anyway you like by right clicking and selecting ‘Modify grid’. In the example below the task list is grouped by client. This will give you a great overview of your task and how they are placed on each client.

Columns on the to-do list
Besides being able to move the columns around, you can also decide exactly what columns are to be visible on your to-do list. Right click on anywhere in the grid and select the ‘Modify grid’ menu and select the columns to be hidden/visible. At any time can you make the columns visible again by deleting them from the ‘hidden columns’.

Hours booked
In the hours booked column you can see how many hours has been allocated to you on the task.

Hours entered
In the hours entered column you can see how many hours you have used on the task.

Remaining
In the remaining column you can see difference between the booked hours and the used hours.

Comment
The comment column shows a comment added by the Project Manager/Task assigner.

Newest time entry
The newest time entry column shows the last entered description added in the time entry on this task. It will show descriptions from other users also.

Starting/Stopping the timer
You can start/stop the timer by right-clicking the task you want to work on and selecting ‘Start/stop timer’

When you stop the timer you will be prompted to fill in a description:

Forgetting to stop the timer
No worries! It will stop automatically after X hours (x being a system variable but usually this is set for 6 hours). It will then add the 6 hours to your time sheet where you can change it.

Personal calendar

Another view that can be accessed is the Personal calendar. The calendar will show the tasks that has been allocated to you on a day-to-day basis. If allowed in the setup, you can move around with each task, as long as it doesn’t extend the tasks end date. If so, the system will not allow you to move the task.
 

A great option is to enter time against the task directly through the calendar view, here:

If system variable 746 is set to ‘1 – recalculate immediately’, the task will be removed from the personal calendar, as the allocation to that time is no longer relevant. If this is not desired, set the system variable value to ‘2  – Don’t recalculate’.

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