Create and manage a task project

1. Creating a project

In your PROJECT community space, there is always a tab dedicated to Task Projects.

In addition to the various search filters on the left, there is a button for "Create a project "*.

When you create your project, you must :

1. Choose which space your project belongs to (the space you are in is suggested by default)
2. The name of your project
3. A description of your project to provide maximum context for other participants or observers
4. The type of task sorting (Leave on manual sorting)

An important phase is the management of project rights:

1. Do you want the visibility rights for your project to be based on the collaborative space containing it, or do you want to limit this to the participants?
2. Name the administrators, who will have the rights to modify all the tasks in the project
3. Contributors, who will be assigned tasks and will then be able to modify them, or view others in read-only mode.
4. Observers, who will not be able to interact with the tasks, but will be able to see everything.
5. For greater convenience, you can select contributors one by one, or import them directly from a Jalios group.

The last 2 more advanced points allow you to :

1. Choose to archive (hide) finalised tasks directly (for long, voluminous projects only)
2. If required, have a default person for tasks created on the fly

Your project is now ready to use!

The default interface consists of :

1. An action button enabling you to take action on the project (adding a column, global management, etc.)
2. A search field contextualised to the tasks
3. A quick view of the column(s) for which tasks will be assumed as completed
4. A quick-create field for quickly creating tasks.

2. Task management

The project task appears in the same way as the other tasks, with a few special features:

• The Project icon (with a link to the project which opens in a new window)
• By default, the title of the task created is the same as the project title
• A progress bar showing the progress of the project (if the option is enabled). The bar can be clicked and takes you to the project.
• The list of project participants deduced from the task managers in the target project (if the option is active).
• The start and end dates of the task correspond to the start and end dates of the project.

Clicking on a task opens a side window where you can manage it.

1. A tabbed menu allows you to manage all aspects of the task:
• General information
• Manage calendar aspects
• Attach files
• Manage observers on this particular task
• View action history
• Comment to capitalise on exchanges on the life of this task
2. You need to name, detail and potentially prioritise your task
3. You can set a deadline
4. You can name the person(s) responsible for the desired action

3. Breaking down project tasks

3.1. Break down your tasks step by step

To add steps to a task, you must have the right to edit the task.
Then go to the "Steps" tab in the task editor.

You can rename the stages and reorder them by simply dragging and dropping them.

When a task with steps is re-edited, a counter on the "Steps" tab indicates the number of steps.

The people responsible for the task can validate the steps.
To do this, edit the task, go to the "Steps" tab, tick the steps that have been completed and click on the "Save" button.

When saving, if all the steps in a task have been completed, the task is automatically validated (and therefore the column changes).
In the case of a multi-manager task, if one of the managers completes all the steps, the task will be marked as completed (even if the other managers have not completed it), the equivalent of "completed for all".
When steps are modified (validated / invalidated / added / deleted), the members following the task are notified.

3.2. Displaying a task with steps: the different possible views

3.2.1. Kanban board

The stages appear at the bottom of the map. They are indicated by a small bar. The bar is grey if the stage has not been completed and green if it has. When you hover over a bar, the name of the stage is displayed.

3.2.2. List

In the "List" tab, the milestone progress indicator is added under the relevant tasks.

3.2.3. Planning

In the "Schedule" tab, information about the stages appears when you hover over the task.

3.2.4. Activity

In the "Activity" tab, any stage validations or invalidations are indicated. If only one stage has been validated or invalidated, the text indicates this directly.

3.2.5. Finalising a task with steps

When you click on the "I'm finished" button and there are still steps that have not been validated, a confirmation box appears.
This screen lists the steps that have not yet been validated. If the user clicks on the "Validate all steps" button, all the steps are validated and the task is completed.
Similarly, if a task with unfinished steps is moved to a "Finished" column, the same confirmation mode appears. If the user clicks on "Validate all steps", the task is moved. If the user clicks on "Cancel", the move is cancelled.

4. Sharing tasks between several projects

You can share a task between different projects in order to track a task in a project other than its original project.
To share a task within a project, simply open the task and select "Share..." from the Actions menu.

A modal window appears and you need to indicate in which project you want to share it; then you can also specify the column of the target project in which it should be placed, as well as the labels to be applied.

When you share a task, a toaster confirms that the task has been shared. You can click on it to access the shared instance.

Once the task has been shared, you will find the information that the task has been shared in the new "Shares" tab :

In the home project, the shared instance appears with a small icon to remind you that it is a shared instance:

When you open the shared task, a message reminds you that it is a shared task:

You can also access the history of the main task:

On a shared task, only the labels, column and project are specific to the host project. All other fields are common to both the main task and the shared instances.

5. Monitoring a project via another JTask project

To add the tracking of a JTask project to another JTask project, you can either use the "+" icon in the header of a column, and choose the "A project..." entry. A window appears for selecting an existing project.

Either copy and paste the project link into the add a task field of a column:

The project task appears in the same way as the other tasks, with a few special features:

• The Project icon (with a link to the project which opens in a new window)
• By default, the title of the task created is the same as the project title
• A progress bar showing the progress of the project (if the option is enabled). The bar can be clicked and takes you to the project.
• The list of project participants deduced from the task managers in the target project (if the option is active).
• The start and end dates of the task correspond to the start and end dates of the project.

In the Information tab, you'll find :

• The referenced project, with an icon for accessing it
• A project title field (e.g. for a shorter title)
• The project start and end dates (if you have rights to the referenced project)
• Options for displaying progress and participants

The due date and project managers are no longer shown, as this information is taken from the referenced project. As a result, the Date tab does not exist on project tasks.

It is possible to create a shared project task in another project with attachments and observers including an image and steps.