Task management includes the following activities:

Note that in User Guide the default names for the time-track hierarchy levels are used:

    - Top level: 'Customer'
    - Middle level: 'Project'
    - Lowest level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See General System Settings section for more information.

Only users who have 'Manage Tasks' permission can access the task management interfaces. Note that users who do not have this permission will be able to view task information, but will not be able to modify it.

Browse Open Tasks

When you click on the 'Tasks' option in the top-level menu, the system shows Open Tasks interface with all open tasks from the projects assigned to you.

To get to this interface from the customer and project management pages, select 'Open Tasks' option in the second-level menu.

Open Tasks interface

If you want to browse open tasks that are associated with specific customers and/or projects, select the corresponding customers and projects in the filter located above the task list:

Filter by Customers and Projects

  • Select the checkbox near the customer name to get all open tasks of all active projects of this customer

    When you select a customer all its projects are automatically selected. When you de-select a customer, selection is cleared from all customer projects as well.

  • Select the checkbox near the project name to get all tasks that are currently open for the selected project.

    To select all customer projects but one, select the corresponding customer and then deselect the project you do not want to view.

  • To view only selected customers & projects in the user selector, click on icon.

  • To search customers & projects by name, click on icon and start typing name.

In addition to filtering tasks by customers and projects, you can filter tasks by words contained in their names.

To filter tasks by words contained in task names, enter the first letters of these words in the 'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word 'design' in their names.

Note that in this case task list will also contain tasks with words 'destination', 'description', 'desired', etc. To narrow the search results enter more letters of the words to find.

You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case the system will show the tasks which names contain all the specified words.

After you have configured the filter, click 'Apply Filter' button.

Open Tasks interface provides you with brief description of open tasks.

For each of the tasks shown this information includes:

  • Customer the task is associated with
  • Project the task is associated with
  • Task name
  • Task description icon
  • Task deadline

  • Time-Track Summary

    Time estimates are supported in actiTIME Pro and actiTIME Online editions only.

    • Date of the last time-track submission
    • Total time spent on the task
    • Time estimate specified for the task
    • Variance between estimated and spent time

  • Option for completion or deletion of the task

The variance between estimated and spent time is calculated as:

    <Variance> = <Time Estimate> - <Spent Time>

When spent time is less than time estimate, the variance is positive and means remaining time. When spent time is greater than time estimate, the variance is negative and means extra time spent for the task.

If time estimate is not shown for a task, this means that this task does not have an estimate.

Total time spent on the task as well as date of the last time-track submission may be hidden in the interface if option 'Do not display reported time and comments of other users on pages with detailed task information' is set in the system settings. See General System Settings section for more information.

Information on time estimates is shown in the interface only when 'Task Estimates' feature is turned ON in the system settings.

Task names, deadlines, and description icons are clickable:

  • Clicking a task name opens View/Edit Task Information interface.
  • Clicking a deadline opens a pop-up window for editing the deadline.
  • Clicking a task description icon opens a pop-up window for editing the corresponding task description.

If a deadline date is in the past, it is shown in red color.

When there are more than 20 open tasks to show, a pager appears. You can switch pages by clicking the links under the task list. To change the number of tasks simultaneously shown on one page select the corresponding option in the 'Show XX tasks on a page' drop-down above the task list.

For information on how to complete selected tasks see section Complete Tasks.

Edit Task Deadline When Browsing Open Tasks

You can edit task deadlines directly in the list of open tasks. For information on how to get to the Open Tasks interface see section Browse Open Tasks.

To edit a task deadline follow the instructions below:

  1. Click a deadline you want to edit. This will open a pop-up window for editing the deadline:

    Pop-up window for editing deadline

  2. Enter (or edit) the deadline.

    The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD, YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you like.

  3. Click 'OK' button to save the entered deadline.

    This will save modifications in the system and update task deadline in the list of open tasks.

If you decided not to modify the selected deadline, click 'Cancel' button. The system will discard the modifications and close the pop-up window.

Edit Task Description When Browsing Open Tasks

You can edit task descriptions directly in the list of open tasks. For information on how to get to the Open Tasks interface see the section Browse Open Tasks.

To edit a task description follow the instructions below:

  1. Click the description icon shown next to the name of the corresponding task. This will open a pop-up window for editing the description:

    Pop-up window for editing description

  2. Enter (or edit) the description.

    Size of task description shall be less than 2000 characters.

  3. Click 'OK' button to save the entered description.

If you decided not to modify the selected description, click 'Cancel' button. The system will discard the modifications and close the pop-up window.

Add New Tasks

There are two ways to add new tasks: importing them from a CSV file or creating them directly in actiTIME. Both can be done in the Tasks interface by clicking on the Import Tasks or Create Tasks button.

Importing Tasks

This procedure allows adding multiple tasks from a CSV file in bulk. To import tasks to your actiTIME account, proceed as follows.

  • Prepare a file according to the preset template. To learn how to prepare the file, click on the Import Tasks button in the Tasks interface and select ‘How to prepare data for import’ or download a sample CSV file.
  • Open the Import Tasks interface.
  • Drag-and-drop your CSV file onto the upload area within the box or click on it to select a file.
    Import Tasks
  • After the file is uploaded, a preview of the task list is displayed. On the preview, you will be able to see errors and duplicate entries in your task list (if any). You can download them in CSV to correct and upload again to actiTIME.
    Import Tasks

Creating Tasks

If you have 'Manage Customers & Projects' permission, you can create new customers and projects when creating new tasks.

To create new tasks follow the instructions below:

  1. Open Create New Tasks interface.

    Create New Tasks interface

    There are several interfaces from where you can get to the Create New Tasks interface:

    • Open Tasks interface

      Click 'Create New Task' button to open the Create New Tasks interface.

      The project and/or customer selected in the Open Tasks interface before the click will be automatically pre-selected in the Create New Task interface.

      For information on how to get to the Open Tasks interface see section Browse Open Tasks.

    • The Active Projects & Customers interface

      Select a project you want to add new tasks for and click 'add tasks' link next to the project's name.

      For information on how to get to the Active Projects & Customers interface see section Browse Active Projects & Customers.

  2. Select customer and project to add new tasks for (if necessary).

    In many cases a customer and project will be pre-selected automatically. You can change them if you need. Note that only active customers and projects are available for selection.

    Selector of customer & project to add new tasks for

    Notes on selecting customer and project:

    • When you select a customer, the system refreshes the list of projects to the active projects of the selected customer.

    • To create a new customer select '- New Customer -' option in the 'Customer' drop-down and enter a name of the customer to create.

      Fragment of Create New Tasks interface when '- New Customer -' option is selected

      In this case you will also be required to specify a name of a new project to add tasks for.

    • To create a new project for an existing customer select '- New Project -' option in the 'Project' drop-down and enter a name of the project to create.

      Create New Tasks page when '-- new project --' option is selected

    • You can also create additional tasks for all active customers. To do that select option '-- ALL ACTIVE CUSTOMERS --' in the 'Customer' drop-down and then select project(s) to add tasks for:

      • To create additional tasks for all active projects in all active customers:

        Select option '-- ALL ACTIVE PROJECTS --' in the 'Project' drop-down.

      • To create a new project with one or more tasks in all active customers:

        Select option '-- new project --' in the 'Project' drop-down and specify name of a new project.

      • To create additional tasks for projects with the selected names in all active customers that have related projects:

        Select option '-- SELECTED ACTIVE PROJECTS (by project name) --' in the 'Project' drop-down and then choose names of the projects to add tasks for in the 'Select Projects by Name' list.

        'Select Projects by Name' list contains an alphabetical list of all project names in all active customers. For example, when there are two active customers with projects listed below:

        • Customer A
          • Project 1
          • Project 2
        • Customer B
          • Project 1
          • Project 2

        'Select Projects by Name' list will contain the following options:

        • Project 1
        • Project 2

        When user selects 'Project 1', then tasks will be added to both 'Customer A / Project 1' and to 'Customer B / Project 1'.

  3. Enter information for the tasks to create.

    You can simultaneously create as many tasks as you need. If the tasks table contains doesn't contain the sufficient number of rows, use links under the table to add more rows to it.

    Information that can be specified for a new task:

    • Task name

      Task name shall be unique among the tasks registered in the selected project. The check for uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user management interfaces' will be considered as the same.

    • Time Estimate

      Time estimates are available within actiTIME Pro and actiTIME Online editions only.

      Enter time estimate in the format hh:mm or ##.##. The entered value will be used for calculations in the Estimated vs. Actual Time Report.

      If you do not need to control budget variance for this task, leave this field blank.

      You can enter time estimates only when 'Task Estimates' feature is turned ON in the system settings.

    • Deadline

      Task deadline is shown in the Enter Time-Track interface. Fill in deadline, if you want to inform task executors about it via actiTIME interfaces.

      The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD, YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you like.

    • Type of Work

      Select one of the registered types of work.

      By default, type of work for all new tasks is pre-set to the default type of work configured for the system (see section Type of Work Management for information on how to set the default type of work).

      You can define type of work for a task only when 'Types of Work' feature is turned ON in the system settings.

    • Description

      To enter a description for a task, click an icon located next to the task name. This will open a pop-up window for entering description:

      Pop-up window for entering description

      Enter a description and click 'OK' button. Size of task description shall be less than 2000 characters.

      If you decided not to add a description click 'Cancel' button.

    Note that if you specified a deadline and/or description for a task, you will be required to enter a task name as well.

    If you are granted the "Enter Time-Track" permission, you can mark tasks that should be automatically added to your Enter Time-Track interface once they are created.

    Instead of entering tasks information manually you can copy it form an existing project.

    To do that click 'Import Tasks from Other Project' link located over the tasks table. This will open task selection panel:

    Pop-up panel for selection of other project tasks

    To view tasks from the specific project, you should select this project in the customer/project selector. There are two ways to do that:

    1. Start typing project name in the search field and click on the required project when it appears in the search results.
    2. Open hierarchy of all available customers and projects, and click on the project name shown in the list.

    Then select tasks you want to copy...

    ... and click 'Import Selected Tasks' button. This will copy tasks information from the selected project and add it to the list of tasks to create.

    Do not forget to select 'Import task descriptions' checkbox, if you want to import descriptions of the selected tasks.

  4. When you are ready, click on 'Create Tasks' button at the bottom of the interface. The system will create new tasks with the specified parameters and show you the Open Tasks interface.

    Tasks selected in the column 'Add to My Time-Track' will be automatically added to your Enter Time-Track interface.

If you decided not to add new tasks, click 'Cancel' button. The system will discard all the information entered in the interface and show you the interface from where you got to the Create New Tasks window.

View & Edit Task Information

You can view detailed information on available tasks in the following interfaces: Open Tasks, Completed Tasks, Enter Time-Track, and View Time-Track. Click a task name and the system will show you pop-up with information on the selected task.

View / Edit Task Information interface

Project assignments are supported in actiTIME Pro and actiTIME Online editions only.

The interface shows general task information as well as all time and comments reported for the task.

If you have Manage Tasks permission and the task belongs to a project that is available to you, you can edit task parameters. Information that can be modified for an open task includes:

  • Task Name

    Task name shall be unique among the tasks registered in the selected project. The check for uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user management interfaces' will be considered as the same.

  • Status

    Changing status from 'Open' to 'Completed' will complete the selected task. Tasks completion date will be pre-set to the date of the last time-track reported for the task. If no time and comments were reported, task completion date will be set to the date of task completion.

    Editing Task Status

    Changing status from 'Completed' to 'Open' will re-open the selected task.

    Note that status modifications are applied only when you save modifications made in the interface.

  • Completion Date

    Completion date is shown in the interface when task status is set to 'Completed'.

    Completion date is used in the Billing Summary Report for filtering tasks. When necessary you can edit it and specify a task completion date that is most suitable for your accounting procedure.

  • Description

    By default, task description is collapsed. To view and edit it click on 'Description' link shown under the task name.

    Editing Task Description
  • Customer and project this task belongs to

    By changing the task project, you can move the selected task between registered projects.

    Note that you cannot move an open task to an archived project.

  • Type of Work

    Select one of the registered types of work.

    You can define task type of work only when 'Types of Work' feature is turned ON in the system settings.

  • Deadline

    Task deadline is shown in the Enter Time-Track interface. Fill in the deadline, if you want to inform task executors about it via actiTIME interfaces.

  • Time estimates are supported in actiTIME Pro and actiTIME Online editions only.

    Time Estimate

    Sub-sections 'Executors / Spent time' and 'Time-Track summary' show summary time-track information for the task. When 'Task Estimates' feature is turned ON in the system settings, this information will include estimated hours and variance.

    Time-Track Summary sub-section with different combinations of estimated and spent time

    To edit time estimate click on the icon shown after the estimate value in the Summary section and enter time estimate in the format hh:mm or ##.##. The entered value will be used for calculations in the Estimated vs. Actual Time Report.

    If you do not need to control budget variance for this task, leave this field blank.

    Information about task executors as well as time-track summary, time-track, and comments of other users may be hidden in the interface if option 'Do not display reported time and comments of other users on pages with detailed task information' is set in the system settings. See General System Settings section for more information.

Do not forget to click on 'Save Changes' button if you modified task information and want to apply the changes.

Complete Tasks

To complete one or several tasks follow the instructions below:

  1. Go to the Open Tasks interface (see section Browse Open Tasks for information on how to get to this page).

  2. Select tasks to mark as completed. To do that select the corresponding checkboxes in the rightmost table column.

    If you want to select all open tasks shown on the page, click 'All' link in the header of 'Select Tasks' column.

    If you want to deselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.

    Completing Selected Tasks
  3. Click 'Complete Selected Tasks' button at the bottom of the page. The system will complete the selected tasks and show you the Open Tasks interface.

    Tasks completion date will be set to the date of the last time-track reported for each task. If no time and comments were reported for a task, its completion date will be set to the date of task completion.

    You can also complete the tasks you are working on directly from the Enter Time-Track interface (see section Complete Tasks From the Enter Time-Track Interface).

    Completion date is used in the Billing Summary Report for filtering tasks.

    You can edit task completion date in the View/Edit Task Information interface.

Tasks that were completed can be browsed in the Completed Tasks interface (see section Browse Completed Tasks for information on how to get to this page).

Browse Completed Tasks

Select the option 'Completed Tasks' in the top-level menu 'Tasks' to open the Completed Tasks interface.

Completed Tasks interface

By default the interface is configured to show all completed tasks for all active customers and projects.

To browse all completed tasks registered in actiTIME select 'All projects of all customers (active and archived)' option in the filter by customers and projects.

If you want to browse completed tasks that are associated with particular customers and/or projects, select the corresponding customers and projects in the filter:

Filter by Customers and Projects
  • Select checkbox near a customer name to get all completed tasks of this customer projects

    When you select a customer all its project are automatically selected. When you de-select a customer, selection is cleared from all customer projects as well.

  • Select checkbox near a project name to get all completed tasks of this project.

    To select all customer projects but one, select the corresponding customer and then de-select the project you do not want to see.

  • To see archived customers and projects in the customers and projects selector, select 'Show archived customers and projects...' checkbox above the list of customers and projects.

    If you select a customer when option 'Show archived customers and projects...' is not selected, tasks of the archived projects of this customer will not be shown.

  • To view only selected customers & projects in the user selector click on icon.

  • To search customers & projects by name click on icon and start typing name.

In addition to filtering tasks by customers and projects, you can:

  • filter tasks by words contained in their names:

    To filter tasks by words contained in the task names enter the first letters of these words in the 'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word 'design' in their names.

    Note that in this case task list will also contain tasks with words 'destination', 'description', 'desired', etc. To narrow the search results, enter more letters of the words to find.

    You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case the system will show the tasks which names contain all the specified words.

  • filter tasks by their completion date:

    • Specify the 'from date' and the 'to date' if you want to browse tasks that were completed within the specified date range

    • Specify only the 'from date' if you want to browse tasks that were completed on the specified date and later

    • Specify only the 'to date' if you want to browse tasks that were completed on the specified date and before it

    • If you do not want to filter tasks by their completion dates, leave both 'from' and 'to' dates unspecified

The Completed Tasks interface provides you with brief description of completed tasks.

For each of the tasks shown this information includes:

  • Customer the task is associated with
  • Project the task is associated with
  • Task name
  • Task description icon (for those tasks which have a description)
  • Task deadline

    Time estimates are supported in actiTIME Pro and actiTIME Online editions only.

  • Completion date
  • Total time spent on the task
  • Time estimate specified for the task
  • Option for re-opening the task

Total time spent on the task may be hidden in the interface if option 'Do not display reported time and comments of other users on pages with detailed task information' is set in the system settings. See General System Settings section for more information.

Task names and description icons are clickable:

  • Clicking a task name opens View/Edit Task Information interface.
  • Clicking a task description icon opens a pop-up window for viewing the corresponding task description.

When there are more than 20 completed tasks to show, a pager appears. You can switch pages by clicking the links under the task list. To change the number of tasks simultaneously shown on one page select the corresponding option in the 'Show XX tasks on a page' drop-down above the task list.

For information on how to re-open selected tasks see section Re-open Tasks.

Re-open Tasks

You can re-open tasks from archived projects only if you have both 'Manage Tasks' and 'Manage Customers & Projects' permissions.

To re-open one or several tasks follow the instructions below:

  1. Go to the Completed Tasks interface (see section Browse Completed Tasks for information on how to get to this page).

  2. Select tasks to re-open. To do that select the corresponding checkboxes in the rightmost table column.

    If you want to select all completed tasks shown on the page, click 'All' link in the header of 'Select Tasks' column.

    If you want to deselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.

  3. Click 'Re-open Selected Tasks' button at the bottom of the page. The system will re-open the selected tasks and show you the Completed Tasks interface.

    If you are re-opening tasks from an archived project, this project will be automatically restored from the archives.

Tasks that were re-opened can be browsed in the Open Tasks interface (see section Browse Open Tasks for information on how to get to this page).

Delete Tasks

You can delete tasks from archived projects only if you have both 'Manage Tasks' and 'Manage Customers & Projects' permissions.

There are three ways to delete tasks:

  • Select tasks to delete in the Open Tasks interface and then click 'Delete Selected Tasks' button at the bottom of the page. (See section Browse open tasks for information on how to get to the Open Tasks page).

  • Select tasks to delete in the Completed Tasks interface and then click 'Delete Selected Tasks' button at the bottom of the page. (See section Browse completed tasks for information on how to get to the Completed Tasks page).

  • Click 'Delete Task' button on View/Edit Task Information interface.

In all cases you will be asked to confirm task deletion. If you confirm it, the system will delete the selected tasks along with all time and comments reported for them and show you the Open Tasks interface.

Be very careful when deleting tasks. This action cannot be undone.
When you delete tasks with reported time-track, all this information is deleted permanently. After deletion it will no longer be available in the system reports.

You should have either 'Manage Accounts & Permissions' or 'Manage Customers & Projects' permission, to be able to delete tasks that have locked time or comments reported for them.