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    Creating and managing project tasks

    In this article, we will review how to create and manage project tasks in PPM Express. 

    Please note: To be able to create and manage project tasks, it is required to have the permissions for editing the project. Please visit the People management page for information about PPM Express permissions. 

    Creating project tasks

    To create project tasks perform the following:

    1. Open the project where you would like to add tasks => click on the Task management icon in the left upper part of the Project Dashboard

    Also, you can access the Project tasks page by clicking the Manage Tasks option on the Schedules section of the Project Dashboard

    2. Navigate to the PPM Express Tasks section and click the New Task button.

    3. On the Create tasks page provide the following information as required:

    • Task name
    • Description
    • Group (groups can be created in advance or after the tasks are created. They are used to sort and organize your tasks. All newly created tasks will be added to a default 'Backlog' group)
    • Start date
    • Due date
    • Progress %
    • Assigned to (all PPM Express resources will be available in the 'assigned to' list)
    • Is Milestone (if this setting is on, a key date will be created out of this task on the Project Dashboard automatically) 
    • Priority
    • Status
      Please note: Tasks status is calculated and set right after task creation or when the task information is updated. If the task is not updated for some time, the task status will be recalculated according to the Daily Summary Notification settings (Data Synchronization settings => Summary Notification => Daily Notification Schedule).
      Please note: Tasks statuses are calculated automatically by default. To disable the auto-calculation of the Key dates statuses, visit the Insights settings page. The statuses will be set according to the Tasks finish date, taking into account the current date.
      • On Track – Finish Date is greater or equals Today;    
      • At Risk – The task is late for less than 10 days (from Today);
      • Critical – The task is late for more than 10 days (from Today).  
      • Done - the task is marked as Complete.
    • Completed
    • Effort
    • Story points

    Click Create Task button. 

    The task will appear on the project tasks page. 

    Creating task groups

    All newly created tasks will be automatically added to a default 'Backlog' group. This group exists in the PPM Express Tasks section by default. 

    After adding tasks, you can organize them into your own groups to help break things up into phases, types of work, departments, etc. 

    If you do not have any tasks yet, then to create project tasks groups perform the following:

    1. Open the project where you would like to add tasks => click on the Task management icon in the left upper part of the Project Dashboard

    2. Navigate to the PPM Express Tasks section and open the Manage groups menu by clicking on the corresponding button.  

    3. On the Configure groups page that will be opened click the New Group button. 

    4. On the Create Group page enter a name for the group, select the group color and click Create Group button. 

    To edit or delete the existing groups navigate to the PPM Express Tasks section and open the Manage groups menu.  

    On the Configure Tasks Groups page navigate to the required group and select to edit or delete it. 

    Please note: Groups can be open and hidden. If you hide the group by toggling its switch to off, the group will become hidden and the tasks included in this group will not be visible on the PPM Express Tasks section. 

    Moving tasks into groups

    When the tasks and groups are created it is possible to sort the tasks by groups to start getting organized. 

    The easiest way to add tasks to the groups is to drag the task and drop it to the necessary group, selecting the position for the task within the group. 

    This option is available for the tasks table view only. 

    Please note: It is also possible to rearrange the order of the tasks within the group using the drag and drop option. 

    Another way to add a task to a group is the following:

    1. Open the task menu by clicking on the ... icon that is available for each task on the right from the table view. 

    2. Navigate to the Move to group option. 

    3. Select the required group and the task will be moved there at once. 

    Also, if you click on any tasks, it will be opened for editing and you will be able to select the required group there as well.  

    Managing project tasks

    When the tasks are added you can edit them, delete, copy, set up tasks dependencies, apply filters to filter out the tasks on the page, select the default views and create your own filters and views. For the detailed information about this functionality, please refer to the Project tasks page article.  

    Also, it is possible to export/import tasks from one project to another, you are welcome to find the detailed information in the How to export/import project tasks to/from .csv file article. 

    When the tasks are added the task statuses section will become available on the Project Dashboard in the Schedule section.

    If you click on the task number here, you will be redirected to the tasks page. Also, the tasks list on the project tasks page will be filtered according to the selected value (for example, if you click on the number of Late tasks, the tasks list will be filtered by late tasks). 

    Also, when the users are assigned to the tasks, the list of these users and the information for their tasks assignments will appear on the Team project section. 

    On the project tasks page, there are two views available for the PPM Express Tasks section: table and timeline. 

    On the timeline view, you can track tasks progress and task groups progress. 

    The progress for the task groups is calculated taking into account the tasks Effort and tasks Progress by this formula: 

    If the Effort is not provided for the task, task Duration is taken into account instead. In this case, 5 working days per week are taken into account, 8 hours per day. 

    If the task progress is set to 100%, if it is completed, then its status will be automatically set to Done and the task will be crossed out. 

    Please note: It is possible to report the time spent on your tasks to PPM Express Time automatically. 

    For the details on how to connect the projects from PPM Express and PPM Express Time refer to this article

    Please note: Only 'In Progress' tasks from PPM Express will appear in PPM Express Time as suggested time entries. The tasks should have the following fields filled in within PPM Express: 

    • start date and due date 
    • progress %
    • assigned to 

    Tasks dependencies (predecessors)

    PPM Express allows setting up tasks predecessors (dependencies). 

    For this purpose perform the following: 

    1. Open the task you would like to set the predecessors for. 

    2. In the Predecessor field select the task that should finish before the current task starts. You can select several predecessors if needed. 

    3. Click the Save Task button. 

    In this case, the start date of the dependent task (successor) will become read-only. The start date becomes dependent on the predecessor's due date. If several predecessors are added the start date of the successor task depends on the due date of the last task (closest to the current date or future). 

    If If the finish date of the predecessor task changes, it will change the start date of the current (dependent) task and its successors.

    It is possible to set the dependencies between the tasks from the same or different groups. 

    One predecessor (parent) task may have several successor (child) tasks, as well as one successor (child) can have several predecessor (parent) tasks. 

    If you add several predecessors, you can include the Predecessor field to the filters and all predecessors will be listed next to the successor task by date. 

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