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Last Modified: 22.11.2013

The task list is a grid showing the task properties and status. The following elements exist on the task list form:

  • Controls
  • Task Grid
  • Gantt Chart
  • Filter Pane
  • Simple Filter Mode
  • Extended Filter Mode

  • Controls

    The following controls are used with the task list.

    • - creates a new task using a special task editor form;
    • - the quick task button. Adds a new row to the task list allowing to set the new task’s properties in-place:

      Quick task creation

    • - creates a task using one of the existing templates;

      Existing templates

      Use the links titled by the task name to create a new task with fields pre-filled according to the template values.

      Use the View all tasks templates link to view and edit the task templates.

    • The following buttons switch the task view mode:

    • Include subtasks - shows the list as a tasks and subtasks view. In this mode, the child subtasks are hidden by default:

      Hidden child subtasks

      The number shows the total subtask count. To view the task’s subtasks, click :

      Task's subtasks

    • Flat view – activates the flat view mode which, if active, shows subtasks as if they are not attached to any parent task:

    • Use the Gantt chart button to view tasks as a project schedule on a bar grid.
    • Use the Reports button to design and view task reports.

    Note: if, when creating a new task, the option Propagate the task to multiple responsible persons is checked, the main task is shown as multiple subtasks belonging to a master task which is denoted by .

    Subtasks are discussed in more detail in the lesson Creating Tasks.

    The Task Grid

    Attention! The task grid displays only the tasks to which you relate in any way (that is, you are the task creator, the performer or the observer).

    To view the tasks:
    • use the employee personal page (the Tasks tab);
    • use the extended filter mode on your personal page;
    • use the workgroup page (the Tasks tab).

      A user can view other person’s workgroup tasks if such action is allowed by the Permission to view all tasks on the workgroup settings page.

    The tasks are grouped by projects (usually represented by workgroups), the workgroup name highlighted. Use the links to add more tasks to the selected project.

    The tasks that are not bound to a project (workgroup) are displayed as free ungrouped entities (as shown in the green frame on the figure below).

    Tasks list

    The grid includes the following columns:

    • Tasks

      This column is as simple as it is: it just shows the task names. The names are links opening the task view form. The task names may have different colors depending on the status:

      • green are the tasks that has been created but not accepted;
      • blue are the tasks accepted by an employee;
      • black are the accepted tasks or the tasks currently being fulfilled;
      • red are the overdue tasks;
      • grey are the completed or suspended tasks;
      • orange are the declined or unconfirmed tasks.

      The task title may show extra information icons:

      • - this is how many times the task has been updated since it was last viewed;
      • - the number of comments to this task;
      • - the files attached to the task.

      Action menus:

      Each task has the action menu you can activate by clicking on the icon Action menu.

      Action menu

      • View: opens the task information page;
      • Edit*: opens the task for editing;
      • Create Subtask: adds a child task to a given task and opens the task edit form in which you can set the subtask’s parameters;
      • Create Quick Subtask: adds a grid row to set the new subtask’s parameters in-place;
      • Accept: use this command to accept the task (think twice!);

        This menu item is unavailable to an employee if a task was created by a supervisor. In other words, any supervisor’s tasks are auto accepted.

      • Decline: think twice again;
      • Start Execution: starts the task which effectively starts the task timer;
      • Close: use this command once you have completed the task;
      • Accept as Completed*: this command is for supervisors. It is only available for the tasks created with the option Require approval to close task checked. Selecting it means that a supervisor is satisfied with the employee’s results;
      • Return for Completion*: as opposed to Accept as Completed, this command expresses the supervisor’s dissatisfaction. An employee is thus kindly asked to review the task and finish it;
      • Pause: temporary suspends the task;
      • Copy: duplicates the task; that is, creates a new task whose fields have the same values as the original one. The duplicate is always created as a subtask;
      • Add to Daily Plan:adds the task to the working day report;
      • Delete*: wipes the task out.

      * - these commands are available to the task author only.

      The task status column:

      This column shows icons indicating the current status of the task.

      • - the task is awaiting acceptance by the assigned employee*;
      • - the completed task is awaiting to be approved by the supervisor;
      • - the task result requires supervisor’s attention*;
      • - the task needs to be accepted;
      • - the task is currently being fulfilled;
      • - surprise! this is a button, not an icon. Click it to start the task. This button becomes available once you have accepted the task.

      * - this status is available to the task author only.

      The task priority column:

      This column shows the task priority.

      • – low priority;
      • – medium priority;
      • – high priority;

    • The Deadline column:

      This column shows the date and time after which the task is overdue.

    • The Responsible column:

      This column shows the name of an employee who is responsible for the task progress and result. The name is a link leading to the employee personal page.

    • The Creator column:

      The Creator (author) column shows the name of a supervisor (or employee) who has created and appointed the task to the responsible person. The name is a link leading to the user personal page.

    • The last column (untitled):

      This column shows the task rating menu:

      • - unrated;
      • - positive rating;
      • - negative rating.

      There is another option in this column:

      • - the dimmed flag (acts as a command button). Click it to close the task;
      • - the full gamma icon indicates that a task is completed.

    To sort the grid by any of the columns, click the column header title.

    Tasks sorting in a column

    Click х to make the grid unsorted back.

    Task detail popup

    The Gantt Chart

    A Gantt chart is a type of bar chart developed especially for the purpose of illustrating a project schedule:

    The Gantt charts provide a mechanism for the visual editing of the task schedule. You can use the mouse to change the duration or start and end time or date of a particular task by simply dragging it in the chart.

    Tha chart displays an infotip when you hover the mouse pointer over a task. The infotip shows the task name, author, responsible person, due date, status and priority. The colour of the task bar in the chart mirrors the task status (in progress, overdue or completed). The completed tasks are marked with flags. To view the task details, simply click Details in the infotip.

    Right-click on a task on the chart to open the popup menu containing the task management commands:

    The Filter Pane

    The list shows tasks according to the filter criteria. The filter has two modes: Simple and Extended.

    The filter pane includes the following links:

    • Templates: opens a page containing your personal task templates;
    • Reports: shows your reports.
    • The "export to" links sends the tasks to a respective application.

    Simple Filter Mode

    This mode, allowing for fast switching between task types, is useful for quick navigation.

    Simple filter mode

    The simple filter has the two areas:

    1. Filter by user affiliation
      • My Tasks – selects all the tasks for which you are a responsible person or a participant.
        • I'm responsible – selects only the tasks for which you are responsible;
        • I'm a participant – selects only the tasks assigned to other employees and you;
        • In Report – selects only the tasks that are assigned to you and will be listed in the Efficiency Report;
      • Created by me – selects all the tasks you have created.
        • For Report – selects only the tasks you have created that will be listed in the Efficiency Report;
      • Observer – selects only the tasks that are not assigned to you but of whose progress you will be notified.
      • All – selects all the tasks you have any affiliation with.

      Note: The task count you read in the affiliation filter depends on the selected task status (see below).

      The Created by me tasks may show the number of your tasks in different statuses, if any exist. These figures are the same as in the Statuses filter section. Consider the following illustration:

      The number of active tasks in the "Created by me"

    2. Filter by task status
      • Active tasks may include:
        • Unaccepted* are the tasks assigned to you but not accepted by your supervisor yet;
        • Awaiting control* are the finished tasks you have assigned to another employee; these tasks require your control and approval;
        • New are your tasks that you have not accepted yet; or the tasks you have submitted to another employee and awaiting acceptance;
        • In progress are the tasks that are now being fulfilled;
        • Accepted tasks are those you need to have finished in due time;
        • Overdue are the tasks that have failed to be fulfilled in time.
      • Deferred are the tasks whose execution has been paused;
      • Completed: this status is ascribed to tasks that are finished and/or require control.

      * - these statuses are available only to employees who have permission to enable the option Control Task Result.

    The Unaccepted and Awaiting control statuses are available if Created by me is selected in the affiliation filter.

    It is obvious that the tasks you see (or don’t see) in the grid depend on the filter selection. If your selection does not match any task, the task list will come up empty even is there are plenty of tasks but unfortunately, they do not match your selection.

    To show all the existing tasks, select All in both filter panes.

    Attention! When you browse your own tasks, the affiliation filter is talking about you, in a manner of speaking: Created by me, I'm a participant – it’s all about you. But, when browsing some other employee’s tasks, do not confuse their Created by me’s and I'm a participant’s. It’s all about that person!

    The affiliation filter is not available when viewing workgroup tasks.

    Extended Filter Mode

    Use this mode to search for tasks by one or more of the task properties (name, author, status etc.).

    Extended filter mode

    If you are of the supervisor role (head of department etc.), use the option Show subordinates' tasks to select the tasks assigned to your subordinates.

    Courses developed by «Bitrix», Inc.