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Tareas e Hitos

El Módulo de tareas es el módulo más popular de Feng Office. La pestaña Tareas le brinda acceso a tareas e hitos.

Las Tareas son una forma de hacerle saber al usuario qué tiene que hacer, cuándo tiene que hacerlo, durante cuánto tiempo, y quizá incluso cómo hacerlo.

Los Hitos les indican a los equipos cuando un conjunto de tareas ha alcanzado su fecha límite.

Las tareas se pueden asignar a clientes, proyectos, áreas de trabajo e hitos.

A los hitos se les pueden asignar tareas. Sin embargo, pueden existir sin tareas, simplemente como un recordatorio de una fecha importante.

Nota: Para habilitar los hitos, consulte el siguiente enlace

Tareas nuevas

Existen varias formas de crear una tarea nueva. Si necesita instrucciones detalladas sobre cómo añadir una tarea nueva, siga este enlace: Crear su primera tarea

En esta sección, revisaremos las distintas funciones de las tareas y cómo puede gestionarlas para sacarles el mayor provecho.

A continuación encontrará una captura de pantalla de la apariencia de un módulo de tareas típico en la vista de lista, con tareas agregadas, subtareas, y más.

Vista de lista

Barra de herramientas

Esta es la barra de herramientas de su módulo de tareas. Esta barra le permite editar, eliminar, completar, imprimir y filtrar tareas, entre otras funciones.

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A continuación, le mostraremos en detalle lo que hace cada elemento de la barra de herramientas.

  • Completar: Marca la tarea seleccionada como Completada.
  • Enviar a la papelera: Mueve las tareas seleccionadas a la papelera.
  • Archivar: Archiva las tareas seleccionadas en la carpeta de objetos archivados.
  • Marcar como: Le permite marcar las tareas seleccionadas como leídas o no leídas.

  • Mostrar: Muestra más información como, por ejemplo, horas, fechas, hitos vacíos o tiempo estimado para la tarea.

Horas agrega un botón al final de cada línea que le permite iniciar el seguimiento de horas para la tarea.

  • Imprimir: Le permite imprimir las tareas con las que se encuentra trabajando en ese momento.

  • Ver como Gantt: Le permite ver sus tareas en un Diagrama de Gantt, en lugar de la vista de lista.

Organización de sus tareas

  • Filtrar: Cuando filtra sus tareas, está definiendo cuáles tareas se podrán ver y cuáles no.
    Proceda de izquierda a derecha, puesto que el contenido del segundo menú desplegable depende de lo que haya seleccionado en el primer menú desplegable. (ej: Filtrar: Asignado a: Mí)

  • Estado: El filtro de estado le permite organizar tareas por el estado en que se encuentran: Pendientes, Completo, Atrasada, etc.

  • Agrupar por: Al agrupar, define qué aspecto de sus tareas se toma como criterio para organizarlas en grupos más pequeños como, por ejemplo, misma fecha límite, mismo cliente, misma área de trabajo, etc. El agrupado le permite generar listas de tareas para muchos fines.

  • Ordenar por: Puede ordenar sus tareas según uno de varios parámetros. Tenga en cuenta que la ordenación siempre se da dentro de un grupo. En otras palabras, los valores de Agrupar por (ver arriba) se aplican antes que los valores de Ordenar por. Una combinación inteligente entre las dos funciones optimizará su lista de tareas (ej: Agrupar por: Fecha límite; y Ordenar por: Progreso).

Comandos

Existen algunos comandos más para las tareas en la vista de lista:

  • Ocultar otros / Mostrar todos: Oculta o muestra otros grupos de tareas.
  • Imprimir: Imprime el grupo de tareas actual.
  • Icono verde de signo más: Agrega una tarea o subtarea.
  • Icono azul de signo más/menos: Indica que una tarea tiene subtareas. Haga clic en él para mostrar u ocultar las subtareas.
  • Editar: Le permite editar las propiedades de la tarea en modalidad de edición rápida (ver abajo).
  • Completar: Marca a la tarea como Completa.
  • Icono de reloj: Inicia el seguimiento de las horas trabajadas para una tarea. Si hay un usuario trabajando en una tarea, su nombre se muestra en rojo, y podrá ver botones para pausar o detener el seguimiento de horas.

Quick Edit and Quick Add Subtask Forms

The quick edit mode allows you to quickly edit the most important properties of an existing task from the list view. To have access to all properties click on View Full-Task Form….

This same feature will show up when you click on Add Subtask, so you can enter your Subtask's Basic information.

Full-Task Form Edit View

Once you click on View Full-Task Form, you will be able to enter all of your Tasks details:

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Main Section

  • Name: Displays the Task's name.
  • Commands: Define the numerous properties your Task could have, such as Relationship to Clients, Assigned to, Date, Linked Documents, Task Repetition, and more.

Task Data Section

In the Task Data Section you will be able to enter your Task's most Basic information, such as:

  • Start and Due Dates: Select when the tasks need to start and be finished.
  • Relationship to “Parent Task” and “Previous Tasks”: Allows you to assign, change or remove a parent task. By assigning a parent task you are changing a task to a sub task. Please note: The parent task may be chosen from all existing tasks and may therefore belong to another workspace
  • Estimated Task Time: Time needed to complete this task (in hours and minutes).
  • Categorize by Priority: Defines how important/urgent a task is. Choose between one of the following:
    • Urgent
    • High
    • Normal
    • Low
  • Percentage of Task Completion: Choose a percentage estimate of how much of the task has been completed.

Please note: Currently (Feng Office 1.5.3) you can enter any date for start date and due date. You can even enter a start date which is later than the due date, and you can enter a start or a due date which is later than the milestone date. Feng Office does not consider this as an error and does not give you a warning.

In this section you can relate your tasks to:

  • Clients and/or Projects
  • Workspaces
  • Tags

This way you can classify to which Client, Workspace or Project the Task belongs to and also keep up with Tasks for each individual Client, Project or Workspace you are working with.

Section "Repeating tasks"

You can set up a Task Repetition if you need the same Task to be done more than once. (This is very similar to defining a repeating event.)

This helps you save time and effort, since you won't have to set up the Task manually each time.

  • Repeat: Interval of the occurance of this task. You may choose to repeat the Task Daily, Weekly, Monthly or Yearly. To convert a repeating task back to a one-time only task, choose This Day Only.
  • Every … days: This defines the interval between two occurances of the task.
  • Repeat forever: This allows you to repeat the task with no time limitation.
  • Repeat … times: This option allows you to set up exactly how many times you want the repetition to be done (if you did not choose Repeat Forever).
  • Repeat until…: Use this option to set up a date in which the repetition will no longer occur. (i.e. if you are planning a weekly task like “Writing status report” for a project, which must be complete at the end of the year, you may want to set up: Repeat until: December 31st)
  • Repeat by: Define whether you wish to repeat by the Start date or Due Date of the Task.
  • You can also set repetition to: Repeat on Saturdays, Repeat on Sundays, Repeat on Working Days

Section "Reminders"

As a way of keeping up with Task's Due Dates, and make sure that they are completed on time, you can set up reminders such as Email Notifications or Pop-Up Messages. (This is very similar to defining reminders for events.)

  • Choose the type of a reminder you wish to receive: Email Notification or Pop-Up Message.
  • Choose when you wish to receive the Reminder (in Minutes, Hours, Days or Weeks), prior to the Tasks Due Date.
  • Check Apply to all subscribers if you wish for the reminder to be sent out to all the tasks's subscribers as well.

You can set up as many reminders as you wish for any given task.

Please note: Feng Office will not prevent you from defining several identical reminders.

Pop-up reminders are displayed at the top of the screen and look as follows:

Section "Custom Properties"

In this section, you will have the option to set your own new properties depending on your needs.

In order to see how to add custom properties, please visit the following page: Adding Custom Properties

Section "Subscribers"

This section allows you to add Subscribers to this Tasks, which comes in very handy to follow and observe a certain process.

To learn more about subscriptions, please visit the following link: Subscribing People to Objects

Section "Linked Objects"

This section allows you to Link or Unlik an object (Email, Document, Note, Picture, etc.) to a Task.

To see more about linking objects, please visit this Page.

Full Task View

Once the task has been created and you click on it, it will look something like this:

Actions

  • Complete: Sets the task's status to “complete”.
  • Edit: Lets you edit this task. Clicking on this link takes you to the edit view.
  • Move to trash: Lets you move this task to the trash.
  • Archive: Lets you archive this task into the Archived Objetcs folder.
  • Create a copy of this task: Lets you create a copy of this task
  • Add to a template: Lets you add this task to a certain template.
  • Print view: Displays a printable version of this task and calls the print command.
  • View History: Lets you read the note's history.

Properties

  • Task ID: Unique ID of the Task.
  • Subscribers: People who are subscribed to this task. Clicking on a subscriber name takes you to the corresponding user profile.
  • Task Information: Provides you with the basic task information, such as Created by, Creation and Start/End Time, Updates by, Assigned to, and more.

Milestones

How to enable Milestones

By default, milestones are currently disabled in order to avoid unwanted complexities, so in case you would like to use them, you must first enable them.

  1. Click on your username.
  2. Go to the Administration Panel
  3. Go to Configuration
  4. Select General
  5. Search for the Use milestones option, and set it to YES.
  6. Save Changes
  7. Refresh browser (pressing the F5 key) to see changes.

From now on, you will be able to use milestones.

Creating a Milestone

You can create a milestone in just a few simple steps:

  1. Go to the Tasks Module.
  2. Click on the New button on the Tasks Toolbar.
  3. Select New Milestone.

Viewing your Milestones

After creating new milestones, in order to see them in the Tasks list, you must group the tasks by Milestones:

  • In the Tasks toolbar, filter using Group by and Milestones.

Main section

In the main section of the new milestone you will be able to add the basic details of it:

  • Name
  • Due Date

The main section also displays the different commands, that will add even more details and functions to the milestone.

In this section you can relate your tasks to:

  • Clients and/or Projects
  • Workspaces
  • Tags

This way you can classify to which Client, Workspace or Project the Task belongs to and also keep up with Tasks for each individual Client, Project or Workspace you are working with.

Section "Description"

This option allows you to describe the content of this object.

Section "Custom Properties"

In this section, you will have the option to set your own new properties depending on your needs.

In order to see how to add custom properties, please visit the following page: Adding Custom Properties

Section "Subscribers"

This section allows you to add Subscribers to this Tasks, which comes in very handy to follow and observe a certain process.

To learn more about subscriptions, please visit the following link: Subscribing People to Objects

Section "Linked Objects"

This section allows you to Link or Unlik an object (Email, Document, Note, Picture, etc.) to a Task.

To see more about linking objects, please visit this Page.

Time tracking

Many organizations (specially businesses), require their team members to track time.

Time tracking is a good management tool for:

  1. Understanding where time is spent (work-intensive organizations want to know this).
  2. Accurately bill clients.

Feng Office has built in time tracking features that makes it easy for users to fill in their time sheet.

Please read this article if you want to learn further about time tracking in tasks.

Task templates

Task Templates are a very powerful tool, and they take a bit of initial configuration to use.

That is why templates deserve a section of their own:

Read here if you want to learn how to configure and use task templates.

Task Dependencies

Task dependencies enable Project Managers to establish relationships between tasks.

If a task is to be executed only after a previous one is finished, we say the second task is 'dependent' on the first.

You can now define task dependencies in Feng Office.

Activating Task Dependencies

In order to be able to set and use task dependencies you first need to activate them.

To do so, please follow these steps:

  1. Click on your name (top right corner) and go to 'Administration'
  2. Go to Configuration and then select General
  3. Enable the option called 'Use task dependencies'
  4. Save the changes

Using Task Dependencies

Lets go over a simple example of creating a task dependency between two tasks:

  1. You would need to create a task - lets say 'Task A' - and assign a start date.
  2. Then create a new task - lets call it 'Task B' - and
    1. when creating it (or later on when editing it), if you would like it to relate it with 'Task A'…
    2. when editing in full form you would have to look for 'Previous task' (within 'Task data').
  3. Now you would have to click on 'Add previous task' and look for another one (lets say 'Task A').
    1. After doing this, you will not be able to complete 'Task B' until 'Task A' has not been completed.

Note: 'TaskB' start date would have to be equal or greater than 'Task A'.

Assigning tasks to multiple users

Read here if you want to learn how to assign a task to multiple users.

Task options

Some user specific preferences for tasks can be set in the User account.

FAQ

Are tasks and milestones shown in the calendar?

Yes, this is the standard behavior. Tasks and Milestones appear on the calendar on their due date.

Discusión

PLEASE NOTE: Comments to the wiki should only contain suggestions and questions that help us to improve the manual (and not the software). These comments will be deleted as soon as the information has been integrated into the manual.

Posts that do not contribute to the DOCUMENTATION of the project will be DELETED.

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es/tasks.txt · Última modificación: 2014-11-28 17:19 por natalia.martinez
 
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