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How to Manage Tasks

Time is entered against tasks. They make up the lowest level of the work structure in actiTIME. You can use the default level name or set up a custom name in the Settings > General Settings interface.

The Tasks tab is the main interface where you can see and manage tasks available to you. Your available work scope can be broken down into two types:

  1. Scope you can review. If you have the “Enter Time-Track” permission, you’ll be able to track time and review properties of any task from your work assignments.
  2. Scope you can manage. If you have the “Manage Scope of Work” permission, you’ll have the same capabilities, plus the right to edit properties of existing tasks and create new ones within your permission scope.

In the Tasks tab, you can switch between list view and Kanban board by clicking the relevant icon next to View mode:

tasks-list-kanban

In the List view, you can:

  • View all or selected tasks by switching to specific customers and projects in the left panel
  • Change the sorting order
  • Search tasks by name
  • Filter them by status
  • Create new tasks
  • Modify task parameters directly in the list
  • Select tasks to edit them in bulk
tasks-list-view

On the Kanban board, you can:

  • View all or selected tasks by switching to specific customers and projects in the left panel
  • Search tasks by name
  • Filter them by workflow statuses
  • Move tasks between the statuses using drag-and-drop
  • Select tasks to edit them in bulk

Creating New Tasks

In actiTIME there are two ways to create new tasks:

  1. Manual creation

    Click on “+ Add New Tasks” and select “New tasks”, select “Create new tasks”, and fill in the list with task names and details: estimates, deadlines, and types of work. Also select here customer and project to associate the tasks with (or create new customers and projects directly from this interface).

    tasl-management-create-new-task

    Selecting the checkbox in the rightmost column will add the recently created task to your Enter Time-Track interface.

  2. Task import from a CSV file.

    This option is convenient if you need to create many tasks and don’t want to enter each of them manually.

    Click on “+ Add New Tasks” and select the “Import Tasks from CSV” option

    Prepare a file according to our template (you can download it in the interface), save it in UTF-8 or UTF-16 encoding, and drag-and-drop the file into the upload area. Your time-track structure will be imported.

    task-management-import-task

Managing Existing Tasks

Basic task parameters (such as estimates or deadlines) can be edited directly from the tasks list. To access additional details, click on the task name to open the settings panel.

In the Task Settings, you can review and edit the following information:

  • Task name;
  • Workflow status;
  • Description;
  • Deadline;
  • Type of work (also available for editing if you have the “Manage Cost & Billing Data” permission);
  • Estimated hours;
  • Assigned users who can enter time for this task;
  • Managers who have one of the management permissions for this task (available for editing only if you have the “Manage Accounts & Permissions” right).
task-management-task-settings

In addition to this information, you will also see:

  • Reported time. In this tab, regular users will see their own hours and comments, and total hours for other users. Managers will also see details for their assigned team members. You can fine-tune data visibility in the “Data Access Restrictions” section of the General Settings.
  • History of changes with the date, action, and name of the user who applied a change.
  • Comments left by other users (you can also post your own here).

Finally, you can perform certain actions on tasks one by one or in bulk:

1. Managing tasks one by one. In the task properties panel, click “Actions” to open the following options:

  • Move task to another project;
  • Delete task.

Be careful when deleting tasks. This action cannot be undone. The task is deleted with all time records submitted for it by all users.

2. Managing tasks in bulk. Close the task properties panel and go back to the List view or Kanban board. Pick the required tasks by ticking the checkbox and select one of the options:

  • Copy task to another project;
  • Move it to another project;
  • Assign task to users;
  • Change task status;
  • Delete.

What if I can’t see a customer, project or task in the Tasks interface?

This customer, project or task is not included in your work assignments or management scope. Ask your manager to assign you the necessary item for time-tracking or for management.

How can I control work progress for specific tasks?

In the Notifications section, you can set up email alerts on upcoming deadlines or worked out task estimates.

Still have questions? Let us help you.