How to set up the Tasks application for projects
This FAQ explains how to set up the Tasks application for GoupCamp projects.
In this article:
- Tasks application icon in the Admin panel
- Privileges Tab
- Settings Tab
- Tags Tab
- All projects tab
By default, all Tasks apps from all projects use Tasks settings that are set in the Admin panel.
> Click on the Project folder, then click on the Tasks icon.
When a project use Custom settings, you can customize Tasks settings for a project.
Open the Group settings window of your project, in the Applications tab, click on the Tasks icon.
For more information about Custom settings, please consult the FAQ: How to set up projects.
Create - Update - Sort
Decide which users are authorized to use this feature.
To learn about sorting task lists, please read this FAQ: How to sort, move or import tasks and task list.
Deleting a task list will also delete all tasks in the list.
Create - Update
Note: Users that are authorized to create and update tasks can also complete them.
Note: The person who creates a task can also delete it even if he/she does not have the Deletion privilege.
The three following features are related and will allow you to set up tasks in your project.
Authorize tasks to be completed or re-opened
Users that have this privilege can complete, modify % complete, or reopen tasks in a project. According to your needs, you can:
- Give this privilege to all colleagues. Any colleague in your team is then able to indicate if the task of another colleague has been completed. This is often used by small teams working together.
- Give this privilege to Group managers. In this case, only members of the management team and administrators in the project will be able to mark tasks as complete, modify % complete, or reopen tasks of other members
- Disable this feature. In this case, completing, modifying % complete, or reopening tasks depends on the two following settings.
The person assigned to a task can also complete it
If you want assigned users to be able to complete or modify % complete of their tasks, check this box (general case).
If you want to verify that tasks are completed properly and reserve this privilege for a project manager, uncheck this box. In this case, project managers need to be part of the management team associated with the project to use the feature Authorize tasks to be completed or reopened.
The person who creates a task can also complete it
If you do not check this box, the two features above determine how tasks are marked as complete or % complete.
You can add tasks to a project by sending an email. Tasks received by email can be found in the drop box task list set in the Tasks application of a project.
To find out more, please read this FAQ: How to create project tasks from your email.
This feature activates the box "With reminders" when creating a task
An email is sent to the assigned user 24 hours before the beginning and/or end of a task date.
The Parallel tasks feature allows you to assign a task to several users at once.
Please go to the Plans & Quotas icon located in the Admin panel to find out what the maximum number of parallel tasks you can create is.
Authorize the completion and reopening of parallel tasks
Just as with tasks assigned to one user, this privilege allows user to modify % complete or complete parallel tasks assigned to other users.
If there are several members in your projects and many assigned users, we strongly recommend limiting this feature to Group managers only.
Completing, modifying % complete and reopening tasks follows the same logic as described above.
The assigned user can also complete his/her task
Unless each parallel task requires close monitoring by a project manager, you should authorize users to modify % complete or complete their own tasks themselves. Doing so will avoid users completing tasks assigned to other users accidentally.
The Estimated time feature allows you to estimate time (in hours or days) for each task and/or each parallel task users have to complete.
Remaining estimated time is indicated for each parallel task, task list and task.
Users that do not have this privilege will not see estimated time even when they edit tasks.
You can set an email alert when time spent exceeds estimated time for a task.
To find out more, please read this FAQ : How to use Estimated time on tasks.
The Time spent feature allows you to record time spent on tasks.
Counter visibility for total Time spent recorded on tasks
Decide which users should be authorized to see the time spent of other members on tasks related to a project. A user who does not have this privilege cannot see his/her own time spent.
To find out more about time spent visibility in a project, please read this FAQ: Timesheet settings.
Send an alert when a user records time spent for a task to which that user is not assigned
Alerts are sent by email to project managers or, if there are none, to administrator project members.
Recurring tasks will allow you to automatically generate tasks. You can disable this feature entirely by selecting Nobody.
To find out more, please read the FAQ: How to use recurring tasks in your projects.
Excel import / Import - Task list
This will allow you to use the import feature:
Import a task list from one project to another (task list model). To find out more, please read this FAQ: How to sort, move or import tasks and task list.
Import tasks, task lists and milestones from an Excel file. To find out more, please read this FAQ: How to import or export tasks with Excel
This feature will allow you to export tasks, task lists, milestones to an Excel file. To find out more, please read this FAQ: How to import or export tasks, task lists and milestones with Excel.
Depending on your current needs, you can limit the number of tasks per list and the number of task lists in your project. Please refer to the Plans & Quotas icon in the Admin panel to see the number of these you are alloted with your current GroupCamp plan.
Enable the "Tags" feature
Tags apply to all the projects in your account. If you do not want to use tags, please disable the option by unchecking Enable the "Tags" feature.
Create, edit or delete tags
Define at the account level which users can manage tags on tasks.
Tags visibility on tasks in your projects.
Add or remove tags on tasks
In your projects, what type of user can add or remove tags on tasks
Number of possible tags. Maximum number of tags you can have on a task.
Please also read the following article: How to prioritize project tasks and manage task priorities.
These privileges apply for Tasks and Milestones apps located in the Home menu.
View items assigned to the members of my projects
The ALL TASKS section is added to the Tasks app. The For filter allows to select users.
View all items assigned to all users in all projects
The All projects choice is added to the project filter.
This privilege protects access to the Reassign tasks and milestones feature for all active projects of a user. You can access this feature using the More menu of the Home > Tasks app.
To manage private objects, go to project settings by editing your project. For more information please read the following article: Share projects with your clients and partners.