How To Find/Modify Tasks

In order to locate a specific task within the Project Management System, simply click on the "Tasks" option within the "PMS" tab.

Once selected, you will be presented with a search window, under which is located a list of all current existing tasks (by default, completed and canceled tasks are not included in the list).

In order to narrow down the list and locate the desired task more easily, you can fill in any or all of the following "Search" fields with information on the task in question:

Summary/Notes: In this drop-down menu, you can select whether you would like to search for text included within the task's summary or within notes attached to the task. You can then type the desired text into the empty field below.

Date Range: In the first drop-down menu, you can choose whether you would like to specify the date of the task's deadline, start, creation, or modification. Then, in the second drop-down menu, you can specify the actual date of the selected occurrence, by selecting either "Open," "Today," "This Week," "This Month," "This Quarter," or "Specific Date Range."

Status: By default, all of the boxes within this field will be checked, except for those next to "Completed" and "Canceled." In case you know the status of the desired task, or in case you wish to include completed and/or canceled tasks in your search, you can click within the boxes to exclude or include specific status options.

Leader: Should you know the identity of the desired task's leader, you can click on this field, where you will be presented with a list of employees from which to select the leader.

Assigned: Just as with the "Leader" field, by clicking on "Assigned," you will be presented with a list of employees from which you can select those to whom the task was assigned.

Created By: In line with the previous two fields, clicking on the "Created By" field will present you with a list of employees from which you can select the individual who created the task.

Modified By: Just like the last three fields, clicking on "Modified By" will present you with a list of employees from which you can select the individual(s) who modified the task.

Client: By clicking on this field, you will be presented with a pop-up window labeled "Select Contact," where you can use the provided fields to search for, and then select, the client to which the desired task is connected.

Sort Order: These drop-down menus can be used to select the basis on which you would like the results to be organized.

Results per Page: Here, you can select the number of tasks that you would like to be listed on each page of the search results.

Billing Group: This last field allows you to select a billing group that the desired task may be connected to, in order to further limit the search results.

Once you have finished filling out the various fields, click on the "Search" button at the bottom of the window. Within the "Tasks List" table below, you will be presented with a resultant list of tasks matching your specific search criteria. Simply select the desired task from the list, and you are all set.

Locating Existing Tasks:

In order to modify an existing task, simply access the "Tasks" section of the "PMS" tab.

Here you will find a list of all of the ongoing tasks, as well as a "Search" table at the top of the screen, which allows you to limit the list by entering information about the particular task you are looking for, so that you do not have to scroll through the entire list of tasks.

Once you have located the desired task, simply click on its name within the "Tasks List" and you will be taken to a screen where you can edit all of its details.

Modifying Task Details:

In order to modify the existing information, simply delete any undesirable entries and insert new information where appropriate, in the same way, and in the same fields, as when initially creating the task.

In case you wish to include more detailed information on the task than can be accommodated by these fields, you will have the option here of including notes.

Notes:

The "Notes" section can be found below the "Task Details" window.

Adding New Notes:

In order to add a new note to the task, simply click on the "Add" icon next to the name of the group whose members you would like to view the note.

Once selected, you will be presented with a pop-up window labeled "Add New Note."

Within this window, enter an appropriate name into the "Title" field, and fill out the "Body" of the note with the desired information. When done, click on the "Save" button.

Notifications:

With notes, you also have the option of sending notifications to the users they are meant for (in which cases the users will be alerted by a pop-up window, when logged into the Project Management site, that a new note has been created for them).

By default, notifications will be sent to all users specified within the "Visibility" field at the top of the window. If, however, you would like notifications to be sent only to certain users, or you would rather no notifications be sent at all, you can select either of the following two options found at the bottom of the window:

Confirm Notifications Before Sending:
By selecting this option, you will have the opportunity, upon completing the note, to confirm which users will receive notifications.

Once the note has been saved, you will be presented with a "Delayed Notifications" window, listing all of the users specified within the note's "Visibility" field.

Each user will have two options next to his/her name: "Discard" and "Proceed." By default, all users will have the "Proceed" option selected, meaning that, if nothing is changed, they will receive notifications about the note.

In case you do not want certain users to receive notifications (perhaps they are busy and you do not wish to interrupt their current work, or perhaps it is not that urgent or relevant to them), simply click within the "Discard" field next to their name.

Once you have finished specifying which users will receive notifications, simply click on the "Proceed" button at the bottom of the window, and the note's creation will be complete, with notifications sent only to the desired users.

Do Not Send Any Notifications:
If you would rather no notifications be sent at all, in case the note is not urgent enough to merit interrupting users with the notification pop-up window (considering that the specified users will still be able to view the note whenever selecting the particular task within the Project Management site), simply click within this field.

You can then click on the "Save" button, and the note will be added to the task without any notifications being sent.

Editing Notes:

In order to edit an existing note, locate it within the related task's "Notes" field and click on the blue "Edit" icon located in the upper left-hand corner. You will then be presented with the same window as used in the note's initial creation, where you can modify the visibility, title, and body, as well as specify notification settings.

When you are done making your alterations, simply click on the "Save" button in order to apply your changes for all authorized users to view, or on the "Cancel" button in order to discard your changes and revert back to the original note.

Adding Files:

The "Tasks" feature of the "PMS" tab also allows you to upload and attach files to task, so that users working on a task can easily access useful documents and/or images.

In order to attach a relevant file, locate the "Attached Files" field below the desired task's "Details" and "Notes" sections. Within this field, simply click on the "Add" icon located next to the group whose members you would like to have access to the file.

Once selected, you will be presented with a pop-up window labeled "Add File." Use the "Browse" button to locate the file you would like to upload.

Once you have selected the desired file, specify a suitable notification option and click on "Save."

You will then be presented with a window confirming that your file has, in fact, been uploaded to the desired task's profile.