Tasks play an important role in any project management activity. Project and its progress revolve around Task activities and its progress. A project is said to be complete only if all its tasks are properly managed.

Tasks section is divided into two sub-sections:

  • Tasks Details
  • Tasks Summary

Steps to add new tasks

I. Create a Task List

Task List: Similar tasks grouped together to form a Task list. A Task list is a collection of tasks with common objective/functionality.

To enhance task management and hence project management activity, ViduPM offers users to group together tasks with similar functionalities.

Note: Similarity is a matter of right of user and not ViduPM. A user can group tasks based on their own requirement and reasoning.

In order to manage the task, the user needs to manage and create a Task list. Add tasks to them based on their own requirements.

Steps to create Task list

  •  Click on ‘Add Task List’ on top right margin

  • Enter task list name in ‘Add New Tasklist’ window

 

  • Default privacy ‘Everyone’
  • To change default privacy settings

    (a) Click on drop down of Privacy tab

(b) Select the user by ticking the box in front of Username and subsequently clicking on ‘Done’

Note 1
Privacy- Visibility of task list to a particular user

Everyone- Visible to everyone

Myself- Visible to only me

Note 2
Site/Company Owner, Company Admin, Project Admin has default rights to see a task list and hence are not visible in Privacy list

  • You can set a task list to the particular template

(a) Click on Template tab

(b) Click on the drop down and select one of the existing template (existing Tasklist Template)

  •  The user can also attach particular Milestone to a tasklist
  • Click on Milestone tab and select from drop down
  • Note: Milestones will be visible in the drop-down only if they are already created.

  •  Click on create Task List

II. Once Tasklist is created, you can add tasks to them

  • Click on ‘Add Task List’ corresponding to tasklist in which you want to add tasks

  • Enter Task Name and other details in ‘Add New Task’ window
  • Who and When will have Start and End Date along with Responsibility tab

This section requires you to set the responsibilities and schedule Start and End date of a task.

(a) By default, user responsibility is Unassigned

(b) To change default responsibility, select the dropdown, tick the box corresponding to the user(s) you want them to be responsible for the tasks

Privacy- Visibility of task to a particular user

 

(a) By default, task privacy is set to everyone

(b) To change default Privacy, select the dropdown, tick the box corresponding to the user(s)

Everyone- Visible to everyone

Myself- Visible to only me

Note 1: A normal user can see the particular task only if that user is included in the Privacy list of that Task

Note 2: Site Owner, Company Admin, Project Admin has default rights to see a task and hence are not visible in Privacy list

Settings

  • Progress- Set Progress of the task
  • Priority- Set Priority of the tasks
  • Repeat- If a particular task needs to be repeatedly executed after a fixed period of time

Set the Repeat status or select ‘Do Not Repeat’ if a task is a one-time activity

Files- ViduPM allows the user to upload a file which can be attached and act as a testimonial or record for that task. Click on the select file and upload from your local system.

Click on ‘Save’ to create a new task. Task created message will be displayed.

New created Task is displayed under tasklist.

Note: Normal users are visible in privacy and ownership only if they are in either ownership or Privacy list of the corresponding Tasklist.

Site Owner, Company Admin, Project Admin have by default rights of tasks visibility.

Manage Tasklists

This section of ViduPM provides user to manage Tasklist and Task on task detail page.

Task detail page comprises of following details:

  • Tasklist and Task name
  • Tasklist tools
  • Hidden tools-tasks/subtasks
  • Tasks and subtasks estimated time
  • Task and Subtasks progress
  • Logged time against tasks/subtasks

I) Tasklist and Task name- Displays name of the task list, task name, subtask name

II)Tasklist tools- The image below is self-explanatory

 

  • Edit
  • Move
  • Save as a Template
  • Delete
  • Copy
  • Add Task

 

Hover or click the downward arrow link and the user can select the function they need to perform.

Edit- Click on ‘Edit’ and update the details and click on ‘Update Tasklist’ to save the changes

Move- Allows Users to move tasklist from one Project to other Project.

1) Click on Move and select ‘New Destination’ Project from the list of task lists and select ‘Yes’ in confirmation message (Do you want to move tasklist)

2) Click on ‘Move Tasklist’ and the corresponding Tasklist will be moved permanently to the destination Project.

Note: Tasklist once moved, would no longer exist in source Project!

Task and subtasks associated with that Tasklist would also move to destination Project.

Irrespective of Privacy and Ownership settings of tasklist, Task and Subtask in Source Project, the default Ownership and Privacy of task list and task/subtask associated with it will change to ‘Everyone’.

Save as a Template
ViduPM provides User with the feature to save a particular Tasklist structure to a template.

In a case of recurring template requirement, ‘Save As Template’ feature comes handy and effective.

  • Click on ‘Save As Template’ option
  • Enter Template Name and select the checkbox if you want completed task under Tasklist to be part of Template
  • Click on ‘Save and Verify’ the Template in the list of templates available while creating new Tasklist

Delete
Click on ‘Delete’ to remove Tasklist completely from the project

Note: All task and subtask associated with Tasklist will also be removed permanently if Tasklist is deleted.

Copy
Allows User to ‘Copy’ Tasklist from one Project to other Project

  • Click on Copy and select the new destination of Project
  • If all Tasks are to be copied to new Project that has been selected, all tasks and subtask associated with the Project will be copied otherwise the only tasklist is copied
  • Click ‘Copy Tasklist’ and select ‘Yes’ when confirmation message pops up (Do you want to copy tasklist?), Tasklist will be copied to the destination folder

Note: Tasklist copied would remain in both source and destination folder

Irrespective of Privacy and Ownership settings of Tasklist, Task and Subtask in source Project, the default Ownership and Privacy of Tasklist and Task/Subtask associated with it will change to everyone.

 

Add Task
To add a task in the corresponding task list

III. Hidden Tools- Manage Tasks and Subtasks

ViduPM offers the wide range of features to manage both Tasks and Subtasks and that’s where Hidden Tools are accountable.

Note: These tools are not visible unless the user mouse hovers over these tools. These tools are located right next to Task and Subtask.

  • Edit Task/Subtask
  • Set Task Time
  • Set Task Progress
  • Deleted Task/Subtask
  • Add Subtask (only in case of task tools)
  • Task/Subtask Comments

 

Edit Task/Subtask
This tool enables User to update Task/Subtask details

Steps to edit Task/Subtask:

1) Click on Edit tool, update task detail

2) Click on ‘Save’ to update changes in Task/Subtask details

Set Task Time
Enables Users to add estimated time for completing a particular Task/Subtask

1) Click on Add Estimated Time, enter hours and minutes, click on Save Time

 

Note 1: Both Task and Subtask can be given Estimated Time

Note 2: Sum of Estimated Time of Subtask (if any) form Estimated Time of Tasks (if Task Estimated Time is not provided)

Note 3: Sum of Estimated Time of Tasks form Estimated Time of Tasklist

 

Set Task/Subtask Progress
Let user set Task/Subtask Progress

  • Click on Task Progress icon
  • Set the Task Progress slider
  • Click on Save

 

Deleted Task/Subtask

This tool allows you to delete a certain Task/Subtask.

Click on Delete tool and select Yes from the pop-up window to confirm delete operation.

Note: On deleting a Task, Subtask (if any) associated with it also gets deleted.

 

Add Subtask

Tasks can be further subdivided into micro-tasks called subtasks based on requirement. Below is an example which explains the workflow and structure of Project management.

To run a car, you need to start first, which involves various subtasks like pressing clutch, accelerator, change of gears, etc.

Running a car is analogous to project while starting a car to Task. Pressing Starkey is one of the subtasks without which starting task of a car and hence running a car is impossible.

Steps to add Subtask:

  • Click on task tool icon corresponding (image) to the task
  • Enter Subtask Name and other details in Add New Subtask window

 

  • Who and When will have Start and End Date along with Responsibility tab

(a) By default, users are responsible for everyone

(b) To change default responsibility, select the drop-down, tick the box corresponding to the user(s) you want them to be responsible for the tasks

  • Privacy- Visibility of Subtask to a particular user

(a) By default Subtask, Privacy is set to everyone

(b) To change default Privacy, select the drop-down, tick the checkbox corresponding to the user(s)

Everyone- Visible to everyone

Myself- Visible to me only

Note 1: A normal user can see the particular Subtask only if that user is included in the Privacy list of that SubTask.

Note 2: SiteOwner, Company Admin, Project Admin has default visibility rights of a Subtask and hence are not visible in Privacy list.