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—tasks [2014-04-08 16:38] – [How to enable Milestones] nicolas
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 +[ [[Notes]] | [[E-Mails]] | [[Contacts]] | [[Calendar]] | [[Documents]] | [[Tasks]] | [[Web Links]] | [[Time]] | [[Reporting]] ]
  
 +====== Tasks & Milestones ======
 +
 +The //**Tasks module**// is the most popular Feng Office module. The //**Tasks tab**// gives you access to tasks and milestones.
 +
 +Tasks tell people //what// to do - and could also tell them how to do it, when to do it, and how long it should take them.
 +
 +Milestones tell teams //when// a set of tasks is due.
 +
 +Tasks can be assigned to clients, projects, workspaces, and milestones.
 +
 +Milestones can have tasks assigned to them - but they can exist without any tasks, simply as a reminder for an important date.
 +
 +**Note:** In order to enable Milestones, please have a look [[tasks?&#how_to_enable_milestones|here]]
 +
 +===== List view =====
 +
 +{{:tasks_list_view.jpg?510|}}
 +
 +==== Context Help ====
 +
 +{{:context_help_tasks.png|}}
 +
 +==== Toolbar ====
 +
 +{{:toolbar_tasks_new.jpg|}}
 +
 +  * **New task:** Creates a new task.
 +  * **New milestone:** Creates a new milestone.
 +  * **All:** Use the submenu to create a task from a [[#Task templates|task template]].
 +
 +{{:toolbar_tasks_complete.jpg|}}
 +
 +  * **Complete:** Sets the currently selected tasks to complete.
 +
 +
 +{{:toolbar_tags.jpg|}}
 +
 +  * In the upper part of the dropdown menu you see existing tags. Choose one to assign it to the currently selected tasks. You may assign multiple tags for the same note if you would like to do so.
 +  * **Add tag:** Lets you create a new tag and assign it to the currently selected note(s).
 +  * **Delete tag:** Lets you remove one or more tags from the currently selected note(s).
 +
 +{{:toolbar_trash.jpg|}}
 +
 +  * **Move to trash:** Moves the currently selected tasks to the [[trash]].
 +
 +  * **Archive:** Archives the selected note(s) into the Archived Objetcs folder.
 +
 +  * **Mark as:** Lets you mark the selected note(s) as read or unread.
 +
 +  * **Show:** Shows more information such as Workspaces, Time, Tags and Dates, depending on your selection.
 +
 +
 +{{:toolbar_tasks_filter.jpg|}}
 +
 +  * **Filter:**  By setting filters you define which tasks are visible. Proceed from left to right since the content of the second dropdown menu depends on what you select in the first dropdown menu.
 +  * **Status:** The status filter is independent from the other filter and lets you select only pending tasks, only completed tasks, or both.  
 +
 +{{:toolbar_tasks_group.jpg|}}
 +
 +  * **Group by:** By grouping you define which aspect of your tasks is taken as a criteria to organize them in smaller groups. Grouping helps you to generate task lists for almost any purpose, so make yourself familiar with this simple but powerful feature.
 +
 +{{:toolbar_tasks_order.jpg|}}
 +
 +  * **Order by:** You can order your tasks by one of many parameters. Please note that sorting happens always //within// a group. In other words the ''Group by'' settings (see above) are applied before the ''Order by'' settings. A smart combination between the two features will optimize your task list - whereas some combinations don't make much sense (i.e. setting ''Group by'' //and// ''Order by'' to ''Due date'').
 +
 +{{:toolbar_tasks_show.jpg|}}
 +
 +  * **Show:** These four switches control what parameters of your tasks are shown in the task list. While ''Workspace'', ''Tags'' and ''Dates'' only display the indicated information, ''Time'' adds a button at the end of each line that allows you to start the time tracking for this task.
 +
 +==== Commands ====
 +
 +There are some more commands for tasks in the list view:
 +
 +{{:task_list_commands.png|}}
 +
 +  * **Hide others / Show all:** Hides or unhides other task groups.
 +  * **Print:** Prints the current task group.
 +  * **Green plus icon:** Adds a task or subtask.
 +  * **Blue plus/minus icon:** Indicates that a task has subtasks. Click on it to unfold or hide the subtasks.
 +  * **Edit:** Lets you edit the task properties in quick edit mode (see below).
 +  * **Complete:** Sets the task to complete.
 +  * **Stop watch icon:** Starts the time tracking for a task. If there is a user working on a task his name is shown in red, and you get buttons to pause or stop the time tracking.
 +
 +==== Quick Edit ====
 +
 +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 klick on ''All options...'' which takes you to the edit view.
 +
 +{{:task_list_quick_edit.png|}}
 +
 +==== Create subtask ====
 +
 +When creating a subtask from the list view you get a reduced version of the quick edit mode:
 +
 +{{:task_list_quick_edit_subtask.png|}}
 +
 +When you click ''More options...'' you will get the standard quick edit mode described above.
 +
 +===== Detail view =====
 +
 +==== Actions ====
 +
 +{{:tasks_detail_view_actions.jpg|}}
 +
 +  * **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 ====
 +
 +{{:tasks_detail_view_properties.jpg|}}
 +
 +  * **Workspace:** Workspace where this task is allocated to. Clicking on a workspace name to select it, takes you to list view.
 +  * **Tags:** Tags that are attached to this task. Clicking on a tag name, selects it in the left sidebar.
 +  * **Subscribers:** People who are subscribed to this task. Clicking on a subscriber name takes you to the corresponding user profile.
 +  * **Created by:** User who created this task. Clicking on this users name takes you to the corresponding user profile.
 +
 +===== Edit view (tasks) =====
 +
 +==== Main Section ====
 +
 +{{:edit_task_main_section.png|}}
 +
 +  * **Description:** Details about a task
 +  * **Assign to:** User or company responsible for a task. If you select a single user then you get the option of sending him an e-mail notification. Whether or not you can assign a task to users of another company (or to another company as a whole) depends on the workgroup permissions.
 +
 +==== Section "Workspace" ====
 +
 +{{:edit_task_workspace_section.png|}}
 +
 +Each task is assigned to a [[workspaces|workspace]]. You can select the appropriate workspace here. Check ''Apply Workspace to Subtasks'' to apply this setting for all subtasks of this task as well.
 +
 +==== Section "Tags" ====
 +
 +{{:edit_task_workspace_tags.png|}}
 +
 +In this section you can assign one or more [[tags]] to a task. 
 +
 +==== Section "Task data" ====
 +
 +{{:edit_task_task_data.png|}}
 +
 +  * **Milestone:** Assign a task to an existing milestone of the same workspace.((There have been reports about milestones of other workspaces showing up in the dropdown menu.
 +  * **Apply Milestone to Subtasks:** Controls whether or not subtasks will inherit the assigned milestone.
 +  * **Parent Task:** Lets you 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.
 +  * **Start date:** Date when this task is supposed to start.
 +  * **Due date:** Date when this task is supposed to be complete.
 +  * **Time estimate:** Time needed to complete this task (in hours and minutes).
 +  * **Priority:** Defines how important/urgent a task is. Choose between ''High'', ''Normal'' and ''Low''.
 +
 +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.
 +
 +==== Section "Repeating tasks" ====
 +
 +{{:edit_task_repeating_task.png|}}
 +
 +If a task has to be done more than once and with a certain regularity you can define a repeating task. (This is very similar to defining a repeating [[calendar|event]].)
 +
 +  * **Repeat:** Interval of the occurance of this task. Choose between ''Repeating Daily'', ''Repeating Weekly'', ''Repeating Monthly'' and ''Repeating Yearly''. To convert a repeating task back to a standard task, choose ''This Day Only'' here.
 +  * **Every ... days:** This defines the interval between two occurances of the task.
 +  * **Repeat forever:** If you don't want to limit the repetition, choose this option.
 +  * **Repeat ... times:** Use this option if you know exactly how often the task will occur.
 +  * **Repeat until:** Use this option if you know the last occurence of a repeating task. Example: If you a planning a weekly task like "Writing status report" for a project which must be complete at the end of the year, enter 31st December.
 +  * **Repeat by:** Define whether the repetition settings refer to the ''Start date'' or the ''Due date'' of a task.
 +
 +==== Section "Reminders" ====
 +
 +{{:edit_task_reminders.png|}}
 +
 +To ensure that tasks are completed on time you can define reminders, consisting of e-mail notifications or pop-up alerts. (This is very similar to defining reminders for [[calendar|events]].)
 +
 +Choose the type of a reminder (''E-mail'' or ''Pop-up message'') and the timeframe (in ''Minutes'', ''Hours'', ''Days'' or ''Weeks'' before the due date.) By checking ''Apply to all subscribers'' these reminders are sent not only to the assigned users but to all users who have subscribed to this task as well. You can define as many reminders for a task as you like.
 +
 +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:
 +
 +{{:reminder.png|}}
 +
 +==== Section "Custom Properties" ====
 +
 +In this section, you will have the option to set your own new properties depending on your needs. 
 +
 +==== Section "Subscribers" ====
 +
 +This section allows you to edit the subscribers options. 
 +
 +==== Section "Linked Objects" ====
 +
 +{{:linked_objects.jpg|}}
 +
 +This section allows you to [[linking objects|link objects]] to a task (and unlink them as well).
 +
 +===== Edit view (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.
 +
 +  - Go the **Administration Panel**
 +  - Select **Configuration**
 +  - Get to **General**
 +  - Enable the **Use milestones** option
 +  - Save the changes
 +  - Press the **F5 key**
 +
 +From now on, you will be able to use milestones.
 +
 +Remember, after creating them, in order to see them in the Tasks list you must group the tasks by  Milestones:
 +
 +  - Go to **Tasks** tab
 +  - In the filters, make sure the **Group by** and **Milestones** options are chosen
 +==== Main section ====
 +
 +{{:edit_milestone_main_section.png|}}
 +
 +  * **Due Date:** Lets you set a due date for this milestone.
 +
 +==== Section "Workspace" ====
 +
 +{{:edit_task_workspace_section.png|}}
 +
 +Each milestone is assigned to a [[workspaces|workspace]]. You can select the appropriate workspace here. WARNING! This milestone's tasks must belong to the same workspace as the milestone, or to one of its sub-workspaces. If the workspace is changed, any tasks that do not comply with this rule will be moved to the selected workspace.
 +
 +==== Section "Tags" ====
 +
 +{{:edit_task_workspace_tags.png|}}
 +
 +In this section you can assign one or more [[tags]] to a milestone. 
 +
 +==== Section "Description" ====
 +
 +This option allows you to describe the content of this object. 
 +
 +==== Section "Options" ====
 +
 +This section allows you to assing a Person or Company to this milestone. 
 +You may choose to send a notification through email if you enable the attached check box.
 +
 +==== Section "Reminders" ====
 +
 +{{:edit_task_reminders.png|}}
 +
 +To ensure that tasks are completed on time you can define reminders, consisting of e-mail notifications or pop-up alerts. (This is very similar to defining reminders for [[calendar|events]].)
 +
 +Choose the type of a reminder (''E-mail'' or ''Pop-up message'') and the timeframe (in ''Minutes'', ''Hours'', ''Days'' or ''Weeks'' before the due date.) By checking ''Apply to all subscribers'' these reminders are sent not only to the assigned users but to all users who have subscribed to this task as well. You can define as many reminders for a task as you like.
 +
 +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:
 +
 +{{:reminder.png|}}
 +
 +==== Section "Custom Properties" ====
 +
 +In this section, you will have the option to set your own new properties depending on your needs. 
 +
 +==== Section "Subscribers" ====
 +
 +This section allows you to edit the subscribers options. 
 +
 +==== Section "Linked Objects" ====
 +
 +{{:linked_objects.jpg|}}
 +
 +This section allows you to [[linking objects|link objects]] to a task (and unlink them as well).
 +
 +===== Time tracking =====
 +Many organizations (specially businesses), require their team members to track time.
 +
 +Time tracking is a good management tool for:
 +  - Understanding where time is spent (work-intensive organizations want to know this).
 +  - Accurately bill clients.
 +
 +Feng Office has built in time tracking features that makes it easy for users to fill in their time sheet.
 +
 +==== Entering time slots in detail view ====
 +
 +In the detail view of a task nobody has worked on before, you simply see these two buttons:
 +
 +{{:task_time_slot0.jpg|}}
 +
 +Both buttons allow you to enter a so called time slot for this task. A time slot is simply an amount of time (minutes or hours) you have worked on a specific date for this task, and usually you add a comment with some detail information about your work.
 +
 +The difference between the two buttons is that ''Start work'' starts a timer, while ''Add work'' simply opens a form which allows you to enter a number of hours. So you would typically use ''Start work'' if you start working on a task //right now,// while you would use ''Add work'' to enter some work you //already did.//
 +
 +PLEASE NOTE: Feng Office does not prevent you from starting the timer for several tasks in parallel or from starting the timer on a task that is already completed.
 +
 +{{:task_time_slot1a.jpg|}}
 +
 +{{:task_time_slot_1b1.png|}}
 +
 +
 +After saving a time slot it is displayed in a list like this:
 +
 +{{:task_time_slot2.jpg|}}
 +
 +==== Time tracking options in list view ====
 +
 +Starting and stopping the timer can be achieved from the list view as well: Clicking on the stopwatch icon toggles the timer on and off.
 +
 +{{:task_list_commands.jpg|}}
 +
 +In the example above, user "Martin Sauter" is currently working on the first task (indicated by a red background).
 +
 +==== Editing time slots ====
 +
 +Note that you can edit or delete a time slot at any time if needed. The edit screen for a time slot can be reached from the task detail view and looks like this:
 +
 +{{:task_time_slot_edit.jpg|}}
 +
 +
 +===== 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 [[templates:templates|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:
 +  - Click on your name (top right corner) and go to 'Administration' 
 +  - Go to Configuration and then select General 
 +  - Enable the option called 'Use task dependencies' 
 +  - Save the changes
 +
 +==== Using Task Dependencies ====
 +Lets go over a simple example of creating a task dependency between two tasks:
 +
 +  - You would need to create a task - lets say 'Task A' - and assign a start date.
 +  - Then create a new task - lets call it 'Task B' - and
 +    - when creating it (or later on when editing it), if you would like it to relate it with 'Task A'...
 +    - when editing in full form you would have to look for 'Previous task' (within 'Task data').
 +  - Now you would have to click on 'Add previous task' and look for another one (lets say 'Task A'). 
 +    - 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 [[tasks:assign_tasks_multiple_users|assign a task to multiple users]].
 +
 +===== Task options =====
 +
 +{{:task_options.jpg|}}
 +
 +Some user specific preferences for tasks can be set in the [[account|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.