Gantt Charts and Reports

The Reports & Charts module in Zoho Projects shows a variety of data in terms of Gantt charts and reports for tasks, bugs, and timesheet to help you measure productivity and work progress effectively.

How do I access..

Gantt Chart

A Gantt chart is a visual representation of the project schedule. It displays information about task progress, task owner, task status and other task related data. In Zoho Projects, you can view the Gantt chart in two different views:

  • Milestone Gantt: Milestones, Task Lists, and Tasks are displayed based on their hierarchy in the project. Milestones are represented as a red rhombus; Task lists as black horizontal bars; and Tasks in various colors as horizontal Gantt bars.
  • Chronology Gantt: Gantt bars are displayed based on the order of the start date in the project. Tasks and Subtasks are represented in various colors as horizontal Gantt bars.

You can edit all your Gantt charts by resizing and dragging the task bar. When you edit the parent tasks the related dates of child tasks will also be updated.

Chronology Gantt Chart

Access Chronology Gantt Across Projects

  1. Click Home in the top band.
  2. Navigate to the Global Reports widget and click Chronology Gantt.
  3. In the Chronology Gantt, you can view the tasks based on their sequence in the project. You can view the task and subtasks Gantt bar.

What can you do with the Chronology Gantt?

The Chronology Gantt gives a visual perspective to theTasks module. You get to see the task details, their schedule, assignees, dependencies, literally everything related to tasks in one frame.

  • The horizontal bars represent the task schedule and you can drag and place the bar anywhere in the timeline to reschedule.
  • Hover over any shaded part in the bar to get an overview about the task.
  • Click the Show Legends link to learn more about the colour codes used in this Gantt.
  • Like how you reschedule the tasks, you can as well change their dependencies.

Access Chronology Gantt Within a Project

  1. Click Projects in the top band and navigate to your project.
  2. Click Reports & Charts in the left panel.
  3. Click the Gantt Chart section in the main panel to view the gantts for the tasks and subtasks.

Convert the chart to PDF:
In the Chronology Gantt , you can edit tasks, set dependencies, print, and convert the chart to pdf. Here's how you do it.

  1. Click Projects in the top band and navigate to your project.
  2. Click Reports & Charts in the left panel.
  3. Click the Gantt Chart section in the main panel.
  4. Click in the upper-right corner. Click Convert to PDF and you will see the following options:
    • Fit to Width: Adjusts the data in the chart to the width of the page.
    • Chart in View: The data in the chart is replicated as seen on screen.
    • Show Task Owner: Shows or hides the task owner(s) names displayed near the task bar.
    • Show Dates: Shows or hides the dates displayed near the task bar.

The Bring bar into view option brings the Gantt bar for the selected task into the Gantt chart view. Click   to remove the predecessor tasks right within the Gantt chart itself. These options are available in both the Milestone Gantt and Chronology Gantt.

The Chronology Gantt is available in all the plans.

Milestone Gantt

In the Milestone Gantt view, you can view the milestones, task lists, and tasks on the left and the corresponding bars on the right that show the actual schedule. You can filter the tasks based on ProjectMilestoneMilestone StatusMilestone OwnerTask Status, and Task Owner. You can also save the filter settings of the chart so that after you navigate to another view , you can get back to the older chart at a later point of time.

chronology-chart

What can you do with the Milestone Gantt ?

  • Edit any task within the Milestone Gantt itself.
  • In the left-bottom of the Gantt chart, scroll right to view other task details like Completed Percentage, Duration, Start Date, End Date, and Owner. You can also see the completed percentage of Milestones and Task Lists.
  • Set dependencies between the tasks by dragging a line between the dependent and predecessor.
  • Resize the panel's width to view more task details.
  • Collapse All Task lists and Expand All Task lists in the Milestone Gantt. You can also convert the chart to a pdf file based on the following choices available:
    • Fit to Width: Adjusts the data in the chart to the width of the page.
    • Chart in View: The data in the chart is replicated as seen on screen.
    • Show Task Owner: Shows or hides the task owner(s) names displayed near the task bar.
    • Show Dates: Shows or hides the dates displayed near the task bar. 
  • Click Max to maximize the Gantt bar or click Fit to fit the width and rescale the chart.
  • Move the mouse pointer over any task to enable the Insert Task option and then click the Plus icon to add a new task above the respective task or sub task. And the new task or sub task inserted is always at the same task level.
  • On the vertical axis, the holidays are displayed in blue and the weekends in grey.
  • To access the Milestone Gantt across projects, navigate to Home->Global Reports(widget)->Milestone Gantt.
    • Here, you can view the Milestone Gantts for all the projects in your company. If you wish to view the results for a specific project or a specific set of projects, click in the upper-right corner to filter the data based on Project.

Resource Utilization Charts

  1. Click Projects in the top band and navigate to your project.
  2. Click Reports & Charts in the left panel.
  3. Click the Resource Utilization section in the main panel.
    Resource Utilization

The Resource Utilization chart visually shows the allocated work in hours and percentage. The idle time is reflected. When a resource is overloaded, you can reschedule it to either an other resource or another day with available business hours. You can directly add tasks on the chart for any selected user and also Search Users to quickly have a look at their work load.

Filters in Resource Utilization Chart:

  • Click in the upper-right corner to filter the data based on User, Period, Allocationtype, Work Time Unit, and Task Status.
  • You can also Save this Filter for your future reference. This saved filter is permanently available even after you sign out or navigate between tabs. It is applied across all the projects in the portal. However, if you don't opt to save the filter, it will be temporarily available until the page is refreshed.
  • Click  to convert the chart to a pdf file.
  • To access the Resource Utilization Chart across projects, navigate to Home->Global Reports(widget)->Resource Utilization.
    • Here, you can view the data for all the projects in your company. If you wish to view the results for a specific project or a specific set of projects, click in the upper-right corner to filter the data based on Project.

Recurring tasks in Gantt and Resource utilization charts

The recurring tasks are displayed virtually in both the Gantt and Resource utilization charts based on their recurring frequency. Only the recurring task that is active is displayed as task bar, whereas the remaining recurring tasks are displayed in dotted lines, just as a reminder for your convenience about the project schedule. You can edit only the active recurring tasks; the virtual recurring tasks cannot be edited. And neither can you perform any actions on those virtual tasks.

More about Gantt Chart

  • By default a gantt view of all your open tasks in a project for the current month is displayed.
  • If you wish to view reports for other users or duration you can make use of the filter options at the top such as Period, Status and Owner.
  • You can view tasks and milestones based on their status across projects for any project user.

Task Reports

Task reports view provide a consolidated view of all the tasks in a project based on their status, milestone, priority, owner, and completion percentage.

  1. Navigate to your project and click Reports & Charts in the left panel.
  2. Click the Task Reports section in the main panel.
    • Here, you will find five Basic Reports and four Advanced Reports.
    • Basic Reports gives you the task count against five different criteria: Status, Milestone, Priority, Owner, or PercentageComplete.
    • Advanced Reports gives you owner-wise task count by Status, Priority, or Completion. You can also create Custom Task Report based on different criteria. Advanced Reports are available in all our paid plans.
    • You can change the Chart Type from the drop-down in the upper-right corner. Click to customize your filter criteria and get the results accordingly. 
    • Click on the chart columns to open the corresponding task view.