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Planview Customer Success Center

Working with Tasks (Create, Edit...)

This topic describes how to perform common task functions in the Task view. Note that to use the features of this view you must be on the project team with the Project > Edit > Tasks permission. To delete tasks, you must have Project > Delete > Tasks permissions.

See the following topics for more information about managing tasks:

Creating task schedules

Copying Tasks within/between Projects

Moving Tasks

Shifting Task Dates

Importing/Exporting Tasks

Creating Material Expense Estimates

Adding threaded notes to a task

Attaching documents and URL links to tasks

Associating tasks with issues or other tasks

Creating task alerts

Running Task

Keyboard Shortcuts

The Scheduling view has a robust set of keyboard and toolbar shortcuts. Click here for the complete list, which you can print as a quick reference.

Creating Tasks

Users with Project > Edit Tasks permission can create tasks. If the MyProject/Tasks link is not available, contact your PPM Pro administrator and ask for permission to edit tasks. Many of the actions described below can be performed on a single task or a group of tasks. You use a modal window to manipulate multiple tasks (referred to as "bulk" creating or "bulk" editing). See Bulk Editing for information about customizing this modal dialog to suit your needs. For example, you might find that you frequently want to edit a field that appears at the far right of the modal, cause you to scroll each time. You can customize the dialog to reposition the field closer to the left side (the fields run left-to-right, rather than top to bottom).

For best results, we recommend limiting the number of tasks per project to 1000.

Note: Task Owners can edit task Details, add attachments, notes, and adjust dates. However, only users with edit Project permission can make edits that change the structure of the project (Delete Task, Copy Task, Indent/Outdent Task).

Task Sequencing

As you create, delete, move, schedule, indent, and outdent tasks, PPM Pro automatically sets the Task # field sequentially to give you a column for sorting based on how you built the hierarchy. The Outline number is also automatically updated to show both the sequence and the location in the hierarchy.

Both fields are available in task-related filters and report sources.

Creating a single task

  1. Navigate to MyProject/Tasks and choose Actions > New.
  2. Pick the desired location for the task. If your organization has set up multiple task types (or categories), you will see them in a sub-menu, as shown in the screenshot below. In this example, there are four task types: New Marketing Tasks, New Milestone, New NPD  World, New Phase.

new_menu.png

Note: The default task category is configured by your administrator and will be the first category in the New Task menu. Note that there is a project setting called Default Task Category that can override the value set by your administrator.

  1. Fill in all applicable fields in the task Details panel (make sure you are displaying the Details view).
  • The default task Start Date is set to the project’s Schedule From Date and the task Target Date will be set based on the default task Duration of one day and a Constraint Type of As Soon As Possible.
  • Budget Revenue is used to designate the Fixed Bid (FB) or Not to Exceed (NTE) amount for those tasks that use FB or NTE billing type
  1. Click Save when you are done. See Filtering Tasks for information about the ad-hoc filter and how it works with new/edited tasks.

Creating multiple tasks

  1. Navigate to MyProject/Tasks and choose New > Bulk New.
  2. Choose the parent for the new task, and then click Next.

bulk_new_task1.png

  1. Fill out the information for each task.

bulk_new_task2.png

Note that if you want the fields in the bulk editor to be in a different order or you want to add or remove fields, click Change Layout and rearrange/select/unselect the fields.

  1. Click Save.

Editing one Task at a Time

  1. Navigate to MyProject/Tasks.
  2. Select a task from the list and choose the Details tab and edit there, or double-click on the task record and edit fields inline.
  3. Click Save.

Bulk editing tasks

  1. Navigate to MyProject/Tasks.
  2. Select the tasks you wish to edit (Ctrl-click or Shift-click to multi-select) and then choose Actions > Edit.
  3. Edit data as desired. 
  4. Click Save when you are done.

See Bulk Editing for information about using the bulk editor.

Deleting Tasks

Note the following:

  • You need the appropriate permission to delete tasks (Project > Delete > Tasks).
  • Tasks with timesheet actuals or expenses recorded against them cannot be deleted.
  • Tasks with schedules can be deleted (schedule deleted as well).
  1. Navigate to MyProject/Tasks.
  2. Select the task to delete and choose Actions > Delete.
  3. Click Delete. If the Delete button is not active, then you do not have permission to delete the selected task(s), or actuals/expenses, fixed bid invoices have been recorded against the task.

delete_task.png

delete_task_2.png