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tasks [2014-04-08 13:38]
nicolas [How to enable Milestones]
tasks [2014-07-14 15:04] (current)
nicolas
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 ====== Tasks & Milestones ====== ====== Tasks & Milestones ======
  
-The //**Tasks module**// is the most popular Feng Office module. The //**Tasks tab**// gives you access to tasks and 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.+**Tasks** are a way of letting user's know what they have to do, when they have to do it, how long they have to do it for, and maybe even How to do it. 
  
-Milestones tell teams //when// a set of tasks is due.+**Milestones** tell teams //when// a set of tasks is due.
  
 Tasks can be assigned to clients, projects, workspaces, and milestones. Tasks can be assigned to clients, projects, workspaces, and milestones.
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 Milestones can have tasks assigned to them - but they can exist without any tasks, simply as a reminder for an important date. 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]]+**Note:** In order to enable Milestones, please see the following [[tasks?&#how_to_enable_milestones|link]]
  
-===== List view =====+===== New Tasks =====
  
-{{:tasks_list_view.jpg?510|}}+There are many ways to create a New TaskYou can find Step-by-Step instructions on How to Add a New Task here: [[tasks:first_task|Creating your First Task]]
  
-==== Context Help ====+On this section, we will review the different functions of Tasks and show you how you can manage them to get the best out of them. 
  
-{{:context_help_tasks.png|}}+Below is a screenshot of how a typical Task Module looks in the list view, with added Tasks, Subtasks and more
  
-==== Toolbar ====+==== List view ==== 
 +{{:tasklistview.png?500}}
  
-{{:toolbar_tasks_new.jpg|}} 
  
-  * **New task:** Creates a new task. +==== Toolbar ====
-  * **New milestone:** Creates a new milestone. +
-  * **All:** Use the submenu to create a task from a [[#Task templates|task template]].+
  
-{{:toolbar_tasks_complete.jpg|}}+This is how your Task Module's Tool Bar. This toolbar lets you Edit, Delete, Complete, Print, and Filter Tasks, among other functions
  
-  * **Complete:** Sets the currently selected tasks to complete.+{{ :tasktoolbarcomplete.png?800}}.\\
  
 +**Below, we will show in detail what each item on the toolbar does for you.**
  
-{{:toolbar_tags.jpg|}}+{{:tasktoolbarnew.png}} 
 + 
 +  * **New task:** Creates a new task. 
 +  * **New milestone:** Creates a new milestone. 
 +  * **Templates:** Use the submenu to create a task(s) from an existing [[#Task templates|task template]] or [[templates:templates|Create a new Template.]]
  
-  * 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. +{{:complete_trash_more.png}}
-  * **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|}}+  * **Complete:** Marks the currently selected Task as Completed.
  
   * **Move to trash:** Moves the currently selected tasks to the [[trash]].   * **Move to trash:** Moves the currently selected tasks to the [[trash]].
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   * **Mark as:** Lets you mark the selected note(s) as read or unread.   * **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.+{{:show.png}}
  
 +  * **Show:** Shows further information such as Time, Dates, Empty Milestones or Estimated Task Time. 
 + ''Time'' adds a button at the end of each line that allows you to start the time tracking for this task.
  
-{{:toolbar_tasks_filter.jpg|}}+{{:printbutton.png}}
  
-  * **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. +  * **Print:** Allows you to print the tasks you are working with at that moment
-  * **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|}}+{{:viewasganttbutton.png}}
  
-  * **Group by:** By grouping you define which aspect of your tasks is taken as 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.+  * **View as Gantt:** Allows you to View your Tasks in [[gantt_chart|Gantt Chart]] instead of the List View
  
-{{:toolbar_tasks_order.jpg|}}+==== Organizing your Tasks ====
  
-  * **Order by:** You can order your tasks by one of many parametersPlease note that sorting happens always //within// a group. In other words the ''Group by'' settings (see above) are applied before the ''Order by'' settingsA 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'').+  * **Filter:**  By Filtering your Tasks, you define which tasks will be visible and which will be hidden.\\ Proceed from left to right since the content of the second dropdown menu depends on what you select in the first dropdown menu. (i.e. Filter: Assigned To: Me)
  
-{{:toolbar_tasks_show.jpg|}}+{{:filterby.png}}{{:assignedtofilter.png}}
  
-  * **Show:** These four switches control what parameters of your tasks are shown in the task listWhile ''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.+  * **Status:** The Status Filter lets you organize Tasks by the status they are at: Pending, Completed, Overdue, etc. 
 + 
 +{{ :statusfilter.png }} 
 + 
 +  * **Group by:** By Grouping, you define which aspect of your tasks is taken as a criteria to organize them into smaller groups, such as Same Due date, same Client, same Workspace, etc. Grouping helps you to generate task lists for many purposes 
 + 
 +{{ :groupbyfilter.png }} 
 + 
 +  * **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 (i.e. Group by: Due Date and Order By: Progress).  
 + 
 +{{ :orderbyfilter.png }}
  
 ==== Commands ==== ==== Commands ====
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 There are some more commands for tasks in the list view: There are some more commands for tasks in the list view:
  
-{{:task_list_commands.png|}}+{{ :commandstaskslistview.png?900}} 
  
   * **Hide others / Show all:** Hides or unhides other task groups.   * **Hide others / Show all:** Hides or unhides other task groups.
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   * **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.   * **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 ====+==== 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 klick on ''All options...'' which takes you to the edit view.+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...**.
  
-{{:task_list_quick_edit.png|}}+This same feature will show up when you click on **Add Subtask**, so you can enter your Subtask's Basic information
  
-==== Create subtask ====+{{ :shorttaskdescription.png?750}}
  
-When creating a subtask from the list view you get a reduced version of the quick edit mode:+===== Full-Task Form Edit View =====
  
-{{:task_list_quick_edit_subtask.png|}}+Once you click on **View Full-Task Form**, you will be able to enter all of your Tasks details
  
-When you click ''More options...'' you will get the standard quick edit mode described above.+{{ :fulldetailtask.png?750}}.\\
  
-===== 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 ==== ==== Main Section ====
  
-{{:edit_task_main_section.png|}}+{{:mainsectiontask.png}}
  
-  * **Description:** Details about a task +  * **Name:** Displays the Task's name.  
-  * **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.+  * **Commands:** Define the numerous properties your Task could have, such as Relationship to Clients, Assigned to, Date, Linked Documents, Task Repetition, and more.
  
-==== Section "Workspace" ====+==== Task Data Section ====
  
-{{:edit_task_workspace_section.png|}}+{{:taskdatasection.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.+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
  
-==== Section "Tags" ====+//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.//
  
-{{:edit_task_workspace_tags.png|}} 
  
-In this section you can assign one or more [[tags]] to a task. +==== Related to Section ====
  
-==== Section "Task data" ====+{{ :relatedtosection.png?750}}
  
-{{:edit_task_task_data.png|}}+In this section you can relate your tasks to: 
 +  *Clients and/or Projects 
 +  *Workspaces 
 +  *Tags
  
-  * **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. +This way you can classify to which Client, Workspace or Project the Task belongs to and also keep up with Tasks for each individual ClientProject or Workspace you are working with
-  * **Apply Milestone to Subtasks:** Controls whether or not subtasks will inherit the assigned milestone. +
-  * **Parent Task:** Lets you assignchange 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" ==== ==== Section "Repeating tasks" ====
  
-{{:edit_task_repeating_task.png|}}+{{:repeatingtask.png|}}
  
-If 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]].)+You can set up Task Repetition if you need the same Task to be done more than once. (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.+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.   * **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 forever:** This allows you to repeat the task with no time limitation
-  * **Repeat ... times:** Use this option if you know exactly how often the task will occur+  * **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 if you know the last occurence of repeating taskExample: If you 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 until...:** Use this option to set up date in which the repetition will no longer occur(i.e. if you are planning a weekly task like "Writing status report" for a projectwhich must be complete at the end of the year, you may want to set up: Repeat until: December 31st) 
-  * **Repeat by:** Define whether the repetition settings refer to the ''Start date'' or the ''Due date'' of a task.+  * **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" ==== ==== Section "Reminders" ====
  
-{{:edit_task_reminders.png|}}+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 [[calendar|events]].)
  
-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]].)+{{:taskreminders.png|}}
  
-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.+  *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.
  
-Please note: Feng Office will not prevent you from defining several identical reminders.+**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: Pop-up reminders are displayed at the top of the screen and look as follows:
  
-{{:reminder.png|}}+{{:popupreminder.png|}}
  
 ==== Section "Custom Properties" ==== ==== Section "Custom Properties" ====
  
 In this section, you will have the option to set your own new properties depending on your needs.  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: [[custom_properties|Adding Custom Properties]]
  
 ==== Section "Subscribers" ==== ==== Section "Subscribers" ====
  
-This section allows you to edit the subscribers options+{{:subscriberstask2.png}} 
 + 
 +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: [[subscriptions|Subscribing People to Objects]]
  
 ==== Section "Linked Objects" ==== ==== Section "Linked Objects" ====
  
-{{:linked_objects.jpg|}}+{{:linkedobjectstotask.png}}
  
-This section allows you to [[linking objects|link objects]] to a task (and unlink them as well).+This section allows you to Link or Unlik an object (Email, Document, Note, Picture, etc.to a Task
  
-===== Edit view (milestones) =====+To see more about linking objects, please visit this [[linking objects|Page.]]
  
-==== How to enable Milestones ====+==== Full Task View ====
  
-By defaultmilestones are currently disabled in order to avoid unwanted complexities, so in case you would like to use them, you must first enable them.+Once the task has been created and you click on itit will look something like this:
  
-  - Go the **Administration Panel** +{{ :taskfullview.png?750}}
-  - 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:+==== Actions ====
  
-  - Go to **Tasks** tab +{{ :actionpaneltask.png| }}
-  - In the filters, make sure the **Group by** and **Milestones** options are chosen +
-==== Main section ====+
  
-{{:edit_milestone_main_section.png|}}+  * **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.
  
-  * **Due Date:** Lets you set a due date for this milestone. 
  
-==== Section "Workspace" ====+==== Properties ====
  
-{{:edit_task_workspace_section.png|}}+{{ :propertypaneltask.png| }}
  
-Each milestone is assigned to a [[workspaces|workspace]]You can select the appropriate workspace hereWARNING! This milestone's tasks must belong to the same workspace as the milestoneor to one of its sub-workspaces. If the workspace is changedany tasks that do not comply with this rule will be moved to the selected workspace.+  * **Task ID:** Unique ID of the Task. 
 +  * **Subscribers:** People who are subscribed to this taskClicking on a subscriber name takes you to the corresponding user profile. 
 +  * **Task Information:** Provides you with the basic task information, such as Created byCreation and Start/End TimeUpdates by, Assigned to, and more
  
-==== Section "Tags" ==== 
  
-{{:edit_task_workspace_tags.png|}}+===== Milestones =====
  
-In this section you can assign one or more [[tags]] to a milestone. +==== How to enable Milestones ====
  
-==== Section "Description" ====+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.
  
-This option allows you to describe the content of this object+  - Click on your username. 
 +  - Go to the **Administration Panel** 
 +  - Go to **Configuration** 
 +  - Select **General** 
 +  - Search for the **Use milestones** option, and set it to YES. 
 +  - Save Changes 
 +  - Refresh browser (pressing the **F5 key**) to see changes
  
-==== Section "Options" ====+From now on, you will be able to use milestones.
  
-This section allows you to assing Person or Company to this milestone.  +==== Creating Milestone ====
-You may choose to send a notification through email if you enable the attached check box.+
  
-==== Section "Reminders" ====+You can create a milestone in just a few simple steps:  
 +  - Go to the **Tasks** Module. 
 +  - Click on the **New** button on the Tasks Toolbar.  
 +  - Select **New Milestone**. 
  
-{{:edit_task_reminders.png|}}+{{ :newmilestone.png?850}}
  
-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]].)+==== Viewing your Milestones ====
  
-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.+After creating new milestones, in order to see them in the Tasks list, you must group the tasks by Milestones:
  
-Please note: Feng Office will not prevent you from defining several identical reminders.+  *In the **Tasks** toolbar, filter using **Group by** and **Milestones**
  
-Pop-up reminders are displayed at the top of the screen and look as follows:+==== Main section ====
  
-{{:reminder.png|}}+In the main section of the new milestone you will be able to add the basic details of it:  
 + 
 +  *Name 
 +  *Due Date 
 + 
 +{{ :newmilestonedetails.png }} 
 + 
 +The main section also displays the different commands, that will add even more details and functions to the milestone.  
 + 
 +==== Related to Section ==== 
 + 
 +{{ :relatedtosection.png?750}} 
 + 
 +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" ==== ==== Section "Custom Properties" ====
  
 In this section, you will have the option to set your own new properties depending on your needs.  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: [[custom_properties|Adding Custom Properties]]
  
 ==== Section "Subscribers" ==== ==== Section "Subscribers" ====
  
-This section allows you to edit the subscribers options+{{:subscriberstask2.png}} 
 + 
 +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: [[subscriptions|Subscribing People to Objects]]
  
 ==== Section "Linked Objects" ==== ==== Section "Linked Objects" ====
  
-{{:linked_objects.jpg|}}+{{:linkedobjectstotask.png}} 
 + 
 +This section allows you to Link or Unlik an object (Email, Document, Note, Picture, etc.) to a Task. 
  
-This section allows you to [[linking objects|link objects]] to a task (and unlink them as well).+To see more about linking objects, please visit this [[linking objects|Page.]]
  
 ===== Time tracking ===== ===== Time tracking =====
tasks.1396975093.txt.gz · Last modified: 2014-04-08 13:38 by nicolas
 
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