Working with Tasks Assigned to You

You can quickly list all the tasks assigned to you and enter your efforts for each task. You can filter the list so it shows only tasks in an in-progress state, only those in the Completed state, or all of your tasks. Only tasks that are assigned to the user appear here, not tasks that the user owns. In order for owners to see their tasks they also need to be an assignee of the task. The list lets you drill down through the tasks and get more information about the tasks and their subtasks and also change information.

You can also list the task structure for any project or task that you have access to. See Working the Structured View.

  1. Click in the upper-left corner and click Tasks from the navigaton pane.

    The list includes all tasks that you are an assignee for, including those that you own and are responsible for reviewing.

    For each task, this page lists these details:

    Name. The name of the task. Critical tasks (those that cannot be delayed without affecting the project finish date) are identified in red. Click the name to view the schedule page for the task. See Task Properties Page.

    Status. The status flags indicate whether the task or any of its subtasks is behind schedule. If the task has subtasks, the status flag reflects the status of the subtask that is most behind. So it is possible for the parent task to be on schedule but have a yellow or red status because one or more of its subtasks is behind schedule. The exact number of days for a status to be yellow or red is configurable and may be different for your system.

    • No flag: the task is not late.
    • Green: the task is complete.
    • Yellow: the task is not complete and the current date is up to 5 days later than the task's estimated finish date.
    • Red: the task is not complete and the current date is more than 5 days behind schedule.

    Slip Days. The number of business days that the task is late.

    (Deliverables). The deliverables icon indicates that deliverables are attached to a task. Click the deliverables icon to access the Deliverables page. Hovering over the deliverables icon will display the list of deliverables. A plus sign indicates no deliverables. The icon indicates that a higher revision of a document exists.

    State. A task can be in one of the following states.

    • Draft. The task has just been created and an assignee specified. When a Project Lead is ready for work to begin on a task, the Lead promotes it to the To Do state.
    • To Do. The system notifies assignees.
    • In Work. The assignees have begun work on the task. The system automatically promotes a task to In Work when the % Complete is changed from 0% to any percentage less than 100.
    • In Approval. Project members are reviewing and approving the task and its deliverables. When 100% is entered for % Complete, the system automatically promotes the task to In Approval. Typically, an assignee creates a route to have route members review the task.
    • Completed. The task is completed. The system automatically promotes a task to Completed when an assignee or Project Lead enters an actual finish date.

    % Complete. The percentage of work that has been done for the task, as estimated by the task assignee. When 100% is entered, the system automatically promotes the task to In Approval. If the % Complete is less than 100%, the system demotes the task to In Work.

    You can update the % Complete by clicking the % Complete bar at the correct place.

    Project. The project for the task.

    [Week]. A grid of the days in the week that is selected using the date picker on the toolbar.

    Note: For an easy way to enter efforts only for child tasks, click within a day cell in the grid and enter the hours of effort. Then click Submit Effort on the toolbar.

    Est Start. The date the task is expected to be started.

    Estimated Finish Date.The date the task is expected to be completed.

    Act Finish. The date reviewers approved the task. When the assignee or Project Lead enters an actual finish date, the system promotes the task to Completed.

    Program. The program the project belongs to.

  2. To filter the list of tasks based on their state, click View and select one of these:

    • Assigned Tasks. Lists only tasks that are in the Draft, In Work, or In Approval states.
    • All. Lists all tasks in all states, including Draft.
    • Completed Tasks. Lists only tasks that are in the Completed state.