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Planview Customer Success Center

About Tasks

A task is an PPM Pro entity that is essential to accurate and efficient project planning. Tasks are executable actions that are assigned to resources and/or roles. A project is comprised of one or more tasks. You can assign and schedule resources to tasks, estimate resource/role requirements, and track actual progress against estimates.

Tasks are where you designate the roles (types of resources, not the actual resources) that will be necessary to complete the task as well as estimates for any expenses that might be incurred. Tasks are also where you schedule resources so that they can track time and Hours to Complete for the task.

Summary Tasks are the top-level tasks in any project. They are used to define the billing type for all of the tasks that fall under a particular Summary Task.

In addition, you can use Home/Tasks to view tasks assigned to you across all projects. Note that this page is pre-filtered to show only tasks from open projects (projects whose status is not equal to Implied Close).

For best results, we recommend limiting the number of tasks per project to 1000. Overall performance depends on the system in general, including the number of projects, number of concurrent users, number of concurrent dashboards being run, and so on. We do recommend fewer rather than more tasks, but it is up to the customer given their needs.

Note that the parent project of a task is in Project Resource Planning modes (aka "top-down"), then you can assign task owners from the pool of project team members of the parent project. If the project is in Task Resource Planning mode (aka "bottom-up"), then task owners can be any active resource. 

See Tasks: Out of the Box Fields for the list of all standard fields and their definitions. You administrator has determined which fields are used with any particular task.

Task Management Options

In addition to the Home/Tasks view and the project Tasks view of your tasks that are available for creating, editing, and viewing tasks, there are two additional ways to work with tasks in PPM Pro: the spreadsheet-style editor, and the PPM Pro mobile application. For more information see: Using the Spreadsheet-Style Task Editor and Using PPM Pro for Mobile (once you have the mobile app configured, see Managing Tasks).

Also note that if a task satisfies your organization's timesheet rules you'll be able enter time for that task by choosing Actions > Log Time from the task's Detail panel.

Task Permissions

The actions you can perform on tasks depends on your permission profile for the project to which the task belongs, or whether you are a task owner or simply scheduled to a task. Project level permissions include View, Edit (implies create), and Delete. 

Task owners automatically get task View/Edit rights for the task Details tab. You can give task owners additional rights, like Delete tasks or full Edit/View by adding those permissions to the Owner profile. Users with full project View/Edit will get full task View/Edit automatically. Users scheduled to tasks get read-only access to tasks fields, unless they are given expanded permissions with a profile.

Note for task owners: Some fields on the task Details tab directly affect other tasks or the parent project. Default task owner permissions will exclude edit permissions on the following fields. In order to edit these fields, users need Project > Edit > Tasks permission and possibly Project > Edit > Detail (if the parent project needs to be updated based on an edit to one of the fields below):

  • Start Date
  • Target Date
  • Complete Date
  • Duration
  • Manually Scheduled?
  • Active?
  • Constraint Type
  • Predecessor
  • Successor
  • Scheduled Resources
  • Is Capitalized?
  • Work Effort
  • Billing Type