Contextual Help - Task Tab (Edit Task Information)

The Task tab shows all available data for this task.

This window has 2 parts: a title bar and the navigation tabs.  
  • The title bar tells you where you are in AceProject. At the end of the title bar you will find links to the contextual help, to add a new task, to open or close a time counter, to move/copy a task, and to a printer-friendly version of the page. 
  • The Task tab shows your tasks' data.  Information is organized in six groups: General, Assignment, Project, Progress, Configuration, Dates, and Review.
    • Fields in bold with an asterisk* are mandatory.
    • Fields with editable properties have a property icon next to them ( ). Click on the icon to reach the "Edit Project Information" page and make changes to your project parameters. Only administrators and project managers will see this icon.
    • The "General" group contains basic information about the task.
      • Task numbers may be integers or decimal numbers. You can use decimals to simulate dependencies between tasks.
      • Estimated hours is the planned length of time required to complete the task.
      • The task Summary is a short description of what needs to be done.
      • The Details text box should contain a comprehensive description of the task to perform. There is no limit to the amount of information you can enter.
    • The "Assignment" group displays the user(s) who will perform the task.
      • You can assign several users to the same task.
      • You can change the assigned user(s) at any time by clicking on the Assignment tab.
      • The assigned user can enter information about the task and its progress.
        • There is no limit to the amount of information you can type.
        • These comments are automatically transferred to the Comment Thread group.
    • The Review group concerns the user(s) who will check the task to make sure it has been completed correctly.
      • There can be several reviewers for the same task.
      • You can change the reviewer(s) at any time by clicking on the Assignment tab.
      • The reviewer can enter information about the task and its progress.
        • There is no limit to the amount of information you can type.
        • These comments are automatically transferred to the Comment Thread group.
    • The Comment Thread group displays all comments types in the Assignment and Review groups, in a discussion format.
      • By default, comments are in reverse chronological order, meaning the most recent change is at the top of the list.
      • You can sort the comments by clicking on the column headers.
    • The Project group displays the project name and number to which this task belongs.
    • The Progress group displays the task's advancement.
      • If you set a task's status to completed, it will be moved to the Completed Tasks page and its % Done field will be changed to 100%. You can create more than one "completed" status (for example: cancelled, completed, history, closed, etc.). Add task statuses in the project configuration page.
      • Change the % Done figure as you get farther ahead in performing the task.
      • Actual Hours is automatically filled in from all time sheet items that refer to this task. You can click on the number of hours to automatically generate a time report for this task.
      • Actual % done is based upon the division of actual hours by estimated hours. The % done can be higher than 100% if the total of actual hours is higher than estimated hours.
    • The Dates group contains time-sensitive information.
      • Click on their respective button to change the Start and Due dates.
      • The Start and Due dates must be within the beginning and end dates of the project.
      • The Last Update field reflects the last change to any field in the task, including file attachments (new and deleted files) and user assignments (new and removed assignments).
    • To save your changes:
      • If you are modifying an existing task:
        • Check the "Do not send email notification" box to avoid sending an email if the update does not warrant it.
        • Click on the "Update" button to save your changes.
        • Click on the "Update + Assignment" button to save your changes and go to the Assignment tab.
        • Click on the "Delete" button to remove the task from the project. This also deletes the files associated with this task.
        • Click on the "Back" button to return to the Tasks page without saving anything. 
      • If you are adding a new task:
        • Click on the "Save" button to save your changes.
        • Click on the "Save + Assignment" button to save your changes and go to the Assignment tab.
        • Click on the "Back" button to return to the Tasks page without saving anything. 
  • The Assignment tab shows which users are assigned or reviewers on the task.
  • The File Attachments tab shows all files attached to this task. Attachments can be documents, screen captures or any other file format. Click on the this tab to visualize all files attached or upload a new file to this task.
  • The Dependencies tab displays all relationships between this task and other project tasks.
  • The History Trail tab displays all changes to your task since its creation.

 

Why can't I modify all the fields in my task?
There are two situations where you may see a read-only task page:

  • Your access rights may prevent you from making any or some changes in a task. Ask your project manager or administrator to increase your access rights. Click here for more information about access rights.
  • The task you are trying to change is closed. This means you cannot make changes to it unless you reopen it. To reopen a closed task:
    • Go to the Completed Tasks page.
    • Check the task.
    • Choose its new status from the drop-down list in the task status bar at the bottom of the table.
    • Click "Apply".

How is the task number generated?
The task number is automatically generated upon its creation, but you can type in a different number if you want to. Each project has a parameter that indicates the next task's number. This number is incremented automatically upon each new task. Only the administrator and the project manager can modify the number of the next task. 

How do I save a task?
To save a task, click on the "Update" button. The mandatory fields must be filled for the task to be saved. You must have proper access rights to be able to modify a task.

How do I delete a task?
To delete a task, click on the "Delete" button. Once confirmed, the task will be deleted. You must have proper access rights to be able to delete a task. You cannot delete a task that has attached files of time sheets associated to it. You must first delete all associated files and time sheets, then delete the task. It is easier to create a task status such as "Cancelled" or "Deactivated" than to delete a task.
***If you delete a completed task, you will also delete all its attached files.***

How do I cancel changes to a task?
To cancel changes to a task that were made prior to saving it, click on the "Back" button. You will be redirected to the Tasks page and your changes will not be saved. 

What is % Done?
A task's % Done indicates its advancement. During the completion stage, the user modifies this parameter to reflect how much work has been done. 

What is actual % done?
Actual % done is based upon the division of actual hours by estimated hours. The % done can be higher than 100% if the total of actual hours is higher than estimated hours.

What is estimated hours?
This field indicates the estimated number of hours a user will need to complete the task. 

What is actual hours?
Actual hours corresponds to the number of hours filled in the time sheets for this specific task. This only includes time sheet items with in progress, submitted and approved status. Rejected time is not included in the computation.

AceProject won't let me set the task's dates.
AceProject checks the task's dates against the project's start and end dates. If you set a task's dates outside of that scope, AceProject will give you an error message and let you know the earliest or latest date available for the project.

How do I attach a file?
Click on the File Attachments tab.  You must have proper access rights to be able to modify a task.  For more information about file attachments, click here.

How can I print a task?
To open a printer-friendly version of a task, click on the "Printer Version" link at the right of the title bar.

Why can't I save my changes to a task? "This task has just been modified by another user" error message.
Sometimes, 2 users open the same task at the same time and attempt to make changes to it simultaneously. The system will only accept the first save and tell the second user that the task has been modified by another user. To make your changes, simply close the task and open it again, then make your changes and save them. 


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