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Tasks

Task management is an essential element in the operations of an organization.

It has been one of the TOP specialties of Collabox for over 22 years.

Our fad: CLIENTS – PROJECTS – TASKS!

 

Tasks and appointments in the calendar

By Appointment, Calendar, Tasks

You can view tasks and appointments simultaneously in your calendar

We know that it is not always easy to plan your work, even if you write down your deadlines in the production schedule . You can now better plan the schedule of your employees by taking into account both scheduled appointments and tasks to be performed. This will ensure that all projects are delivered on time, without pitfalls.

To display tasks and appointments at the same time in your calendar, you just need to check the boxes Appointment and Tasks located at the top left of the calendar. You can uncheck one of the two at any time to view only what you want.


To differentiate tasks from appointments, observe the outlines of the rectangles. In the horizontal calendar, the rounded edges correspond to an appointment; sharp edges, to a task. The reverse is true for the vertical calendar. You can also put the appointments and tasks in the color you want.


Since December 20, 2017, when you create a task, you have the option of indicating a due date, as well as a completion date. It is this completion date that will be displayed in the calendar.

Watch out for data conversion!

Tasks created before December 20, 2017 did not have a completion date. For this reason, they will appear in the calendar on the due date. This is the default conversion determined by the Collabox. You can still go and modify the deadline manually by moving the task with your mouse directly in the calendar (“drag and drop”). To do this, keep the left click of your mouse pressed on the task you want to move, and move your mouse to the correct date. Drop the task into the calendar. The new date will be saved!
Note 1: It is exactly the same principle for appointments: they also move in “drag and drop”.
Note 2: The “drag and drop” will be available from March 1st for the calendar with the dates vertically.

You can see below that the task has moved for all the people assigned to it. This happens automatically when you move a task.

You can also modify the completion and due dates of a task by updating it with the page Updating a task assignment . The fields to be modified are in the red boxes. To differentiate the completion date from the due date, see the caption below the following image.

July 4, 2018 update

Task deadlines are now displayed in the calendar independently from when the task is scheduled to be completed. They are recognizable by the small clock icon located at the top right of the box. The moment of accomplishment of the task, it does not have any.

In addition, deadlines such as task completion dates have a small green checkmark in each box to indicate that you are not late according to the deadlines indicated. Otherwise, you would see a bar circled in red (?) . If there is no check mark or cross in the box, this is to indicate to you that the task is not carried out, but that you still have time in front of you (?) .

Need additional information? Contact us !

To do-list

By Calendar, Tasks

The tasks that you create in Collabox are all listed in a detailed list called the to do-list. You can see the task, its priority, the employees affected, the planned time, the percentage of completion, the name of the project and the due date.

We added a drop-down menu at the bottom of the page To do-list which allows you to change the due date of a task or add a task to the calendar. Here is how it works.

You must, of course, go to the page To do-list by clicking on the link in the left menu of Collabox.

Left menu, tab Tasks

If you want to change the due date for some tasks, check them with the box to their left in the list and then select the appropriate option from the drop-down menu. By default, today’s date will be selected. However, you can modify it and change the time entered. Don’t forget to click on Okay , to save your changes.

Option Change the due date from the drop-down menu
Page To do-list

If you want to add tasks to the calendar, check the boxes associated with them and select the option Add tasks to the calendar from the drop-down menu. You must indicate how many hours before the end date the task will appear in the calendar. Click on Okay to save the changes.

Option Add tasks to the calendar from the drop-down menu
Page To do-list

When you return to your calendar, you will indeed see the tasks that you have added to it.

Example of new tasks added to the calendar

Monitoring of current sequences

By Calendar, Tasks

The sequential tasks offer a team a valuable tool. However, it is not always easy to be on top of everything that is going on, especially when our business is working on multiple fronts simultaneously. This is where the “Sequences in progress” function comes to the rescue! This small function, available in Collabox, allows you to see at a glance the progress of the different task sequences. Thus, you can know, in a few clicks, the number of completed tasks, whether the project is late or not and the percentage of completion of the project. Valuable information that can give you a boost. Follow the instructions below to use the tool.

First click on “Running Sequences” under the “Tasks” tab in the sidebar.

So you can see, at a glance, all the active task sequences of your company. The summary table also provides information on the task templates used, the number of tasks completed, the level of progress of the project and whether it is up to date or overdue. By clicking on a specific project, you access the details of that project.

You can now see the status of the project you clicked on. It displays the due date of the various stages, but also which segments have been completed, to whom the task is assigned and its progress level.

Sequential tasks

By Calendar, Tasks

Screen Shot 2016-03-16 at 09.45.41If you are overwhelmed and want to follow your deliverables like in our example, you’ve come to the right place! Collabox has integrated a workflow system ( workflow ) to help you. So you can maximize and prioritize the right tasks. (It can also you  free up a few minutes to distract yourself with funny videos .) Our team of programmers worked hard to bring  point our workflow  family. Let me explain. In Collabox, the workflow works using parent and child tasks. All parent tasks must be completed before you can initiate the associated child task. This makes it possible to warn the people responsible for child tasks at the right time.

How to create a sequential task template

First of all, it is necessary to configure a template of sequential tasks. To do this, just click on “Sequential task template” in the left bar under the “Tasks” section.

Screen Shot 2016-03-16 at 09.45.00 

This page shows you all the templates you have created. In this page you can also modify  an existing template by clicking on its name or creating a new one. To do this, you must click on “Add a template of sequential tasks”.

Sequential tasks 2

The next step in creating a sequential task template is to give it a name and put it in the designated place. Once this is set, you can click on the “Steps” tab to add the tasks to the template.

Sequential tasks 3
Once in the “Steps” tab, you will see the template tasks or it will be empty.


Once you have mastered creating the sequential task template, the next step is to add tasks or appointments to this template. There are just a few clicks left and your workflow will be on foot.

To add a new task


If it is a new template, you must first add new tasks to it by clicking on “Add a task”.
sequential task 5

When creating a new task, complete the form on the screen by filling in the fields. Here is some additional information about the form titles.

Parent type  : It can be a task or an appointment. You therefore define the type of step.
Parent step  : This drop-down menu allows you to choose the parent of the step you are creating. In the example below, the child task is “Put the worm on the hook” and the parent task is “Catch the fish”. Thus, you must complete the child task before you can perform the parent task.
Title  : What name do you want to give to  your task or your appointment?
Expected time  : How much time do you want to devote to this task?
Interval  : Time  between the end of the parent task and the start of the child task.
Display cushion  : Period of time  before the task appears in the to-do list.

Description : This space allows you to write  more precise information about the task at hand. This way you can be sure that your employees understand the job at hand. 
Get approved by  : It is possible to designate a person responsible for validating that the task has been carried out.
Priority  : This box is used to determine the  level of importance of the task. You enter the number you want, but keep in mind that the higher the number, the more the task will be.  important.
Family : Group, by color, similar tasks. For example, you can to put  in pink everything related to accounting.

Sequential tasks 5


To facilitate your understanding of the relationship between parent and child tasks, we have chosen the example below including the steps to follow to make a potion of the  client Merlin the Enchanter. Child tasks are linked to their parent by a small hook. Both kinds of tasks can be started simultaneously, but parent tasks still need to be completed  before finalizing the child tasks. So if more than one employee is taking care of child tasks and one of them hasn’t finished, it can slow down all the work to be done. Indeed, in this situation, it will be impossible to finish the child task as long as the parent tasks are not complete.  
 Screen Shot 2016-03-16 at 09.48.25
 
 

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