Getting Started Guide

About Tasks and Task Duration

A tasks list is a group of 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 remember and manage all the tasks on your behalf.

Add a Task

To add a task:

  1. In HOME section, click Projects.
  2. In Projects list view, select  the desired project.
  3. Hover over Tasks & Milestones and then click Tasks from the displayed option.
  4. In Classic View, click New Task.
    Add Tasks
  5. In Task, specify the task name.
  6. In Task List, select the task list to link the task.
  7. In Who is responsible?, select the user responsible for the task.
  8. Select Start Date and End Date.
    • To set durations for task instead of End Date, click Enter Duration and specify the number of days in Duration.
  9. Select Priority and Remind on.
  10. If required, select Make it as a Recurring Task.
  11. In Recurring frequency, select the desired option and then select the desired number of frequencies in For every.
  12. In End after, select the desired number of occurrence(s).
  13. Select the Set to previous businessday check box. 
    • 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
  14. Click Add Task to add the task.
    • You can also add tasks using Add Task link. In addition, you can create tasks from My Tasks too.

Edit a task

To edit a task:

  1. In HOME section, click Projects.
  2. In Projects list view, select  the desired project.
  3. Hover over Tasks & Milestones and then click Tasks from the displayed option.
  4. In Classic View, click to open the required task.
    Edit Tasks
  5. Modify the task details as required.
    • Your changes will be updated immediately in the Classic View page.
  6. Close the task.

Note:

  • You can navigate to the next Task or Tasklists.

Delete a task

To delete a task:

  1. In HOME section, click Projects.
  2. In Projects list view, select  the desired project.
  3. Hover over Tasks & Milestones and then click Tasks from the displayed option.
  4. In Classic View, click to open the required task.
  5. Click Delete task.
  6. A warning message about deleting the task is displayed.
  7. Click OK to delete the task.

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

Delete Tasks

Task duration in Gantt View

  1. In HOME section, click Projects.
  2. In Projects list view, select  the desired project.
  3. Hover over Tasks & Milestones and then click Tasks from the displayed option.
  4. Click Gantt View to view the tasks.

Note:

  • Based on Business Hours settings all holidays and weekends are grayed out in Gantt View. On the Gantt chart, if the task bar is moved to a new Start Date, the start time of the task is set as the business start time and the end time is set as business end time. And if the end date is extended to a new End Date, the end time is set as the business end time.
Add task duration

Task duration in Resource Charts

Task duration is now included in resource utilization as well as gantt charts. Typically, durations can depend on the experience of the person who performs the task. For example, In a team, a highly skilled and experienced person can complete certain tasks much more quickly than a less experienced person. The ability to deploy employees effectively against projects enables project managers to better utilize and maximize employee productivity.

  1. Click Resource Utilization link in Tasks and Milestones tab
  2. Click on a grey area add task contextual popup-up opens
  3. Type the task, select tasklist, assign owner, specify start and end date of your task
  4. Click Enter duration now specify duration in hours
  5. Choose percentage completed (if any)
  6. Click Add Task icon
Task duration in Resource Charts

Select Weekly calendar to view task

Task duration in Resource Charts

Select Monthly calendar to view task

Task duration in Resource Charts

View Business Hours

Based on Business Hours settings, you can view the weekends, holidays and non-business hours, to precisely know the working days / hours of your resources. Weekends and holidays are displayed with a grey background. Also, non-business hours in Weekly view are displayed with a grey background.

business-resource

Type of tasks view

Zoho Projects supports 3 different type of tasks view a. classic view b. plain view c. kanban view

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

Import Tasks

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

To import tasks:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. In Tasks & Milestones, choose Tasks from the displayed options.
  4. In Classic View, click Import Tasks.
    import-tasks
  5. Click Browse and then select the desired file to import.
  6. In Select file type, indicate the file type.
  7. Click Import to import the file.
    match-fieldtypes
  8. Associate the imported file with their corresponding task fields.
  9. In Select date format, select the date format of the imported file.
  10. Click Continue.
  11. A warning message about applying default values to mismatched fields is displayed.
  12. Click OK to continue the import. A flash message about the scheduled import is displayed.
    import-scheduled

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.
    import-xlsfile

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.

To sort tasks:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. In Tasks & Milestones, choose Tasks from the displayed options.
  4. In Classic View, click Sorting.
    task-sorting
  5. Select the desired column criteria to sort tasks.
    • You can sort Tasks based on their ascending or descending order, Priority, Start Date, Due Date, Created by and % Completed.
  6. Click on the Ascending or Descending arrow displayed in the selected column to sort.
    sorted-tasks

Note:

  • 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