Getting Started Guide

Project Tasks

A task is an activity that needs to be accomplished within a defined period of time. You need not juggle around with multiple tasks, instead Zoho Projects will prioritize and help you manage all the tasks.

Add a task

  1. Click Projects, select the required project and then click Tasks & Milestones.
    tasksmilestones-view
  2. Hover the mouse over the Plus icon at the top right corner, and then click to choose New Task.
  3. In Add Task, specify the task details, and then click Add Task to add a new task.

While adding new tasks, you can now, attach and share screenshots of any webpage or screen related to the task using the screen-grabber option. In Drop files or add attachments here.., click the screen grab option and paste or attach the required image, and then click Done to upload the screenshot. An inbuilt draw tool lets you highlight what is important and blackout what you don’t want in the screenshot.

add-task

In Task List choose a task list from the Internal option if you want to display the task only to your portal users. However, if you want to collaborate and display the task with client users, you must associate a task list from the External option.

Note:

  • To set durations for task instead of End Date, click Enter Duration and specify the number of days in Duration.
  • If the Start Date of the recurring task occurs on a holiday or a weekend, the previous working day is automatically set as the Start Date. This option is enabled only if the Recurring frequency of the task is set to Monthly or Yearly.
    previous-day
  • You can also add tasks using the Add Task link. In addition, you can create tasks from My Tasks too.
    add-tasklink

Edit a task

In the selected project, in Tasks & Milestones, click open the required task, to edit. You can edit the task in Classic, Plain and Kanban view. You can modify task details such as task comments, sub tasks, log hours, documents, forums and so on.

While adding comments to a task, you can now, attach and share screenshots of any webpage or screen related to the task using the screen-grabber option. In Drop files or add attachments here.., click the screen grab option and paste or attach the required image, and then click Done to upload the screenshot. An inbuilt draw tool lets you highlight what is important and blackout what you don’t want in the screenshot.

Edit Tasks

Note:

  • While you edit, you can also navigate to the next task or tasklists.
    navigate-task

Associate bug(s) to a task

You can associate bug(s) to a task. There will be instances where you might wish to associate bug(s) to a task, so that it's easy to track and close the task as well as the associated bugs. While completing tasks, you can opt to enable or disable the alert message about the associated bugs in Org Settings

  1. Edit a task and click the Bugs tab.
  2. In the Bugs tab, click Associate Bugs.
    Issues-tasks
  3. In Select Bugs, type the existing issue title or issue ID to search and select the issue.
  4. Click Associate Bugs to associate the selected issues to the task.
    associated-issues

In addition, you can also associate new bugs to the selected task. In the Bugs tab, click Associate Bugs, and then click the Click here option to associate new bugs to the task.

clickhere-newbugs

Specify the new Bug Title and Bug Description and then click Save to associate a new bug to the task.

newbugs

Delete a task

Likewise, you can also delete a task . Click to edit the task and then click delete to delete the task.

Delete Tasks

This deletes the tasks along with the associated timesheets entries and delinks the set dependencies (if any).

Type of tasks view

Zoho Projects supports 4 different type of tasks view Classic, Plain, Kanban and Dependency.

1. Classic View

The classic view is the default view for task lists and tasks. You can customize your columns in classic view.

Classic View

2. Plain View

This is a simple view sorted based on due date. The plain view displays all tasks and its dependencies with a tree icon.

Plain View

 

3. Kanban View

Kanban cards are an easy, dynamic way to create and visualize your workflows. Projects and tasks are visually arranged by status...such as To-Do, In Progress, Complete...so every team member knows what’s required to be done at any time.

Kanban View

4. Dependency View

In dependency view you can see those tasks that are dependent on other tasks. The predecessor tasks and successor tasks are displayed in an order.

dependency-view

Import tasks

You can now import XLS/JSON/CSV files into Zoho Projects and start collaborating.

  1. In Classic view, click the Other actions icon next to the Filters icon and then choose Import Task.
    import-tasks
  2. Click Choose File and then select the desired file to import.
    choose-file
  3. Click Import to import the file.
    match-fieldtypes
  4. Associate the imported file with their corresponding task fields and then click Continue.
  5. A warning message about applying default values to mismatched fields is displayed.
  6. In Import XLS Wizard, choose the required option to schedule the import.
    associate-users

A sample scheduled import and its XLS file is shown below:

import-scheduled
 
 
task-table

Note:

  • All the tasklist available in the imported file are listed in the Classic View.
  • If you map the TASK OWNER to it's corresponding xls field, and continue to import, the Import XLS File wizard is displayed. In this wizard, you can choose to leave the tasks unassigned or associate the xls users to project users.

While importing, if you map only the TASKLIST ID, the corresponding tasklist alone is imported, even if there are identical tasklist names. However, if you map the TASKLIST NAME, all the available tasklist with the given tasklist name are imported irrespective of their tasklist ID.

Example:

TASKLIST ID
TASKLIST NAME Mapped Field Name
Imported Tasklist
1234 Edit Template Tasklist ID Edit Template -1234
5678 Edit Template Tasklist Name Edit Template-1234 and Edit Template-5678

Sort tasks

Sorting tasks helps you to focus on specific information for any desired column in project management. In Classic View, you can sort tasks based on its Priority, Start Date, Due Date, Created by and % Completed.

In Classic View, click Sorting, and then select the desired column criteria to sort tasks.

task-sorting

Note:

  • You can sort Tasks based on Priority, Start Date, Due Date, Created by and % Completed.
  • The columns displayed for sorting in Classic View are based on the columns selected in Customize Column
  • You can sort only parent / main tasks.

Top