Task Manager
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Task Manager
- 6 Minutes to read
- Print
- DarkLight
- PDF
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Stay organized and collaboratively streamline your planning process with Task Manager. Task Manager provides a personalized checklist of tasks to better manage your planning or consolidation process. You can add tasks and subtasks, assign due dates to tasks and subtasks, and assign tasks and subtasks to other users. In turn, users can comment on tasks and subtasks as well as attach meaningful information in the form of documents. Additionally, you can setup quick Planful navigation links to a task or subtask for direct access anywhere within the application.
Note:
Task Manager is enabled for all existing and new customers.
Note:
Whenever a task is created, updated, completed, or deleted an email notification is sent to all the relevant individuals associated with the task. For more information, refer to Email Notifications for Task Manager.
The following topics are discussed:
How to Assign Task Manager Roles
How to Enable Task Manager for Users
Exploring the Task Manager Interface
Viewing Tasks in a Hierarchical Structure
Email Notifications for Task Manager
How to Assign Task Manager Roles
There are two roles you can assign for Task Manager; Regular User and Admin User. The Admin User role can perform specific actions (like create an announcement) that Regular User roles cannot.
To set the user role, complete the steps below:
Navigate to Maintenance > Admin > User Management.
If creating a new user, click Add on the User page. Otherwise, select a user and click Edit.
Select Regular User or Admin User from the Task Manager Role list-box.
Click Save.
How to Enable Task Manager for Users
First, users will have to be assigned Navigation Access to Task Manager. Follow the steps below to provide access.
Navigate to Maintenance > Admin > User Management.
Select Navigation Role.
Select the user’s Navigation Role and click Navigate Access.
Select the Task Manager checkbox and click Save.
How to Access Task Manager
Access Task Manager by clicking the Task Manager icon.
When you access Task Manager for the first time, there will be no tasks. You’ll begin by adding tasks. To do so, click the Add Task button. For detailed information on adding tasks, see the How to Add a Task section.
Exploring the Task Manager Interface
The Task Manager interface contains 5 tabs;
All Tasks - Lists all tasks assigned to you or created by you (meaning that you are the task owner)
Not Started - Lists all tasks that you own or are assigned to you that have not been started
Overdue- Lists your tasks that you own or are assigned to you that are beyond the task due date
In Progress - Lists tasks you own or are assigned to you that are in an In Progress state
Completed - List tasks you own or are assigned to you that you have completed
At the top of the Task Manager interface is a Search field where you can search for a task by entering a full or partial task name.
Click Clear Search to return to the unfiltered view.
Working with Bulletin Board
Admins can use the Bulletin Board feature (by creating an announcement) to quickly communicate and deliver organizational messages, task-oriented goals, reminders, and other vital information to end users. This information can only be seen (by users) in Task Manager.
In Practice:
Access Task Manager.
Click the new Bulletin Board icon.
Click Add to create a new announcement.
Enter the announcement subject/topic.
Select the timezone in which the announcement will show.
Select the dates the announcement will start and end.
Enter the announcement message.
Click Publish. The announcement will appear in the Bulletin Board as shown below.
Exploring the All Tasks Page
As mentioned above, the All Tasks page provides a list of all tasks assigned to you or created by you (meaning that you are the task owner).
Task column
Click the Task up or down arrow (shown below) to sort tasks in ascending or descending order. Tasks will sort numerically and then alphabetically.
Task Locationcolumn
Click the link to navigate directly to anywhere in the application for quick access to application areas. The navigation link is provided when an Ad-hoc task is added.
The link to navigate to the artifact location is created automatically for a Process Task.
Action column
Provides quick access to the actions associated with a task.
Status column
The Status column provides information on whether the task is Not Started, In Progress, or Completed. When tasks are added, they are defaulted to a Not Started state.
If you change a task from Not Started to In Progress, it will be added to the In Progress tab. Similarity, if you move a task from In Progress to Completed, it will be added to the Completed tab.
Assignee column
Hover over each bubble for the full owner name. If there are beyond 3 owners, a bubble with the additional number of owners is shown. In the example above, there are 4 owners. Click the bubble to view the task details with owner information.
Due Date column
Provides the due date assigned to the task when it was added. Overdue tasks have a due date that appears in a red font.
Task lineage and Delete task icons
Note:
This is applicable only for Ad-hoc tasks.
Task lineage provides quick access at the task level to see subtask (connected to the main Task) in hierarchy form.
Task owners can delete tasks. Click the trash can to delete a task.
How to Add a Task
Click the Add Task button, which enables a pane on the left side of the screen (shown below).
Enter the Title of the task in the Untitled field.
Select the start and due dates. Timezone is your local time by default. This can be changed if required and the overdue status will be tracked on the basis of timezone selected.
Select a Low, Medium, or High Priority. An example is shown below.
Click the Add button under the Owner topic to map users to the task. Clicking this button launches a page where you can search and select users.
Click the A button under the Owner topic to assign task owners or owner. Clicking this button launches a page where you can search and select users.
Add notes or instructions in the Notes field.
Click the Add Attachment button and attach documents.
Click Save. You’ve just added a task and assigned it to users.
You can provide an external link in your Task Location. Previously, you could only link your task to a location within the application. This has now been improved to allow you to link a task to your own application or any other external application.
Viewing Tasks in a Hierarchical Structure
View tasks and subtasks in a hierarchical structure.
In Practice:
Access Task Manager by clicking the icon.
Click Add Task.
Enter task details and save.
Open the task you added and click Create Subtask. Create as many subtasks as you like.
Now, expand the task to review the subtask in hierarchical format as shown below.
Click Load More to view all subtasks.
Auditing Task Manager
All Task Manager actions are recorded in the Audit Log located by navigating to Maintenance > Audit > View Audit Log.
Email Notifications for Task Manager
You have the option to send an email notification to all the relevant individuals associated with a task when you perform any of the following actions.
Note:
You yourself will not receive the email notification if you have performed any of the following actions for which the email is being sent out.
Creation of a new task
Adding a new assignee to the task
Updation of the due date of a task
Completion of a task
Deletion of a task
Note:
This option is enabled for all customers by default.
In case you wish to disable this feature, you can click the avatar icon and go to My Settings > General > Enable Email Notification for Task Manager and deselect the All Actions checkbox.
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