How to set up the Tasks application

This FAQ explains how to set up the Tasks application for GoupCamp projects. Who can complete tasks? Create, delete, tasks and task lists in your projects? Etc.

Tasks app settings

In the project, click the Actions menu and select Edit project settings.

Create tasks from your email

You can create tasks in a project by sending an email. Tasks received by email are created in the last position of the destination task list set in the project. For more information, read this FAQ: How to create project tasks from your email.

Configure data entry form

One or Multiple assignees (Parallel tasks)

You can decide to work with only one assignee maximum or with multiple assignees per task.

Check the Admin Panel's Plans & Quotas icon for the maximum number of assignees you can have per task.

Estimated time field and Alert when Time spent > Estimated time

The  Estimated time  field allows you to enter an estimated time on each task and on each assigned user.

Remaining estimated time is indicated for each assignee, task and task list.

A privilege protects the visibility of Estimated times.
PRIVILEGE: Applications > Tasks > View > Estimated time

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 unit for entering estimated time (entered in hours or days) is selected for all projects in your account. Consult this FAQ to choose your Time unit: How to set up Time units and the Work capacity of the users.

With reminders field

This feature enables the With reminders check box in the task form.

An email is sent to the assigned users 24 hours before the start date and the end date.

% Complete field

Decide on the default value of the field. 

Note: The  % Complete  field is automatically checked when a task has a start date and an end date

Tasks app privileges

A privilege is the right to access a feature. A user who has the privilege has access to the feature.
You can grant or remove privileges by using Profiles of privileges  and / or by customizing user privileges. Check out this FAQ to learn more: How to grant privileges. How to use Profiles of privileges.

Access to all tasks of my projects

The Applications > Tasks > View > Home > Tasks > All Tasks privilege allows to view items assigned to all project members. The ALL TASKS section is added to the Home > Tasks application. The For filter allows to select other users.

% Complete - Complete - Reopen

3 privileges allow to manage this functionality.

Tasks assigned to the user

The user can use the feature only for tasks assigned to him.

Unassigned tasks

The user can use the feature for tasks that have no assigned user.

All tasks

The user can use the feature on all tasks including those that are not assigned to him.

Reassign tasks and milestones in all projects

Decide which colleagues are allowed to use this feature in your account. You can reassign tasks and milestones from one user to another user in all active projects in your account. Very practical when leaving a person.

You can access this feature using the More menu of the Home > Tasks app.

This feature is also present in every project.
The feature is enabled for users who have the privilege: Tasks > Create - Update > Reassign.

Other features

Manage task priorities with tags

Tags are used to describe priorities that you can use on the tasks of your projects. To learn more, read this FAQ: How to prioritize project tasks and manage task priorities.

Shift dates of tasks and milestones. Project delayed.

This feature is accessible from the Project Actions menu. It is used especially when a project is delayed or when you have copied an existing project and want to adapt the dates. Check out this FAQ to learn more: Project delayed. Copy of project. How to shift dates of tasks and milestones.

Save Time spent on tasks

You can set the project Timelog application to save time spent on tasks.

To read more about saving time spent, please consult this FAQ: How to set up the Timesheet module to enter time spent on projects and categories.

Recurring tasks

Recurring tasks will allow you to automatically generate tasks. To find out more, please read the FAQ: How to use recurring tasks in your projects.

Import - Export tasks and task lists

This feature allows you to use the import features:

• Import a task list from another project (Task list templates). To learn more, check out this FAQ: How to sort, copy, move or import tasks and task list.
• Import tasks, task lists, and milestones from an Excel file. More in this FAQ: How to import or export tasks, task lists and milestones with Excel.

Export

This feature allows you to export all tasks, task lists, and milestones to an Excel file. More in this FAQ:  How to import or export tasks, task lists and milestones with Excel.

Use private objects to hide task lists and tasks from your guests

When a list is private, all its tasks are private too. To learn more, please read this article: Share projects with your clients and partners.