Getting Started Guide

Task Operations

Zoho Projects allows users to do various operations with a task. You can copy, move, reorder, close tasks. In addition, you can also start recording your log hours using the stopwatch and also save the task as a template in templates gallery for future use. Furthermore, you can export tasks in the desired formats (xls/csv).

Copy a task

To copy a task:

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. Hover over the required tasklist, click Action Menu and then select Copy Task from the displayed options.
    tasklist-options
  5. In Task, select the task which needs to be copied.
    Copy Task
  6. In No.Of Times, specify the number of times this particular task needs to be copied.
  7. Click Copy Task to copy the task.

Note:

  • Example: If you, specify the number of times as 3 your tasks will be copied three times.
  • You can find the Copy Task option only from the Tasklist menu.

Move Tasklist and Bulk Tasks

With this option, you can instantly move a task list from one project into another in quick time.

To move Tasklists:

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. Hover over the required tasklist, click Action Menu and then select Move Task List from the displayed options.
    tasklist-options
  5. A warning message about losing the dependency between tasks and other tasklists is displayed.
  6. Click OK.
    move-tasklist
  7. In Select Project Name, choose the required project.
  8. Click Move Task List to move the tasklist.

To move bulk tasks:

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. In Classic View, select the checkbox next to the task to enable the Update option.
    Move tasklist link
  5. Click Move.
  6. In Task List, select the tasklist to move the tasks.
  7. Click Move Task to move the tasks into the selected tasklist.
Bulk Tasks

Edit Tasks Inline

Inline editing allows you to edit a task directly in the page you view, instead of editing in a separate page. You can edit the text in the same page where it is displayed. If you have created a task without specifying some fields like Start Date, Duration and so on, you can later make changes directly in the task row without opening the task. To add a start date for a task, you just need to click the down arrow and select the date.

Inline editing

Mark a task complete

When you have completed a task, you must mark the task as completed, so that you can track your project deliverable.

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. In Classic View, select to open the required task.
    mark-ascomplete
  5. Click Mark as complete, to mark the task as completed.

The closed tasks are automaticaaly moved under Closed Tasks category.

Closed Task

Reopen a completed task

Sometimes you might need to enhance an already finished task or rework a completed task. In such instances, you can reopen closed or completed tasks.

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. In Classic View, click Status, select Closed and click Find to filter closed tasks.
    filter-closedtasks
  5. Click on the required struck off or closed tasks to open the task.
  6. Click Completed to reopen your task.
    click-opentask

Reorder a task

You could have added a series of tasks initially and later might feel like rearranging them based on the priority of work.

To reorder your tasks :

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
    Reorder Tasks
  4. In Classic View, click Reorder.
  5. Drag and drop the tasks to reorder.
  6. Click Save Order to save the changes

Make a task template

If you feel a particular tasklist along with it's tasks is to be used frequently for future projects Make As Template option comes handy.

To make a task template:

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
  4. Hover over the required tasklist, click Action Menu and then select Make As Template from the displayed options to successfully add the template.
    tasklist-options

Task Timer

You can set timers for your tasks to accurately calculate the time taken to complete a task. You can set timers only for your tasks.

Task Timer

Note:

  • Log entries are automatically tracked in timesheets as billable hours

Export Tasks

To export tasks:

  1. In Home section, click Projects.
  2. In Projects list, select the required project.
  3. Hover over Tasks & Milestones and click Tasks.
    Export Tasks
  4. In Classic View, click Export Task.
  5. In Login Name, select the user.
  6. In Status, choose the task status.
  7. In Tasklist Flag, select the flag.
  8. In Format, select the format to export the tasks.
  9. Click Export to exports the tasks.

You can save the exported tasks in your personal desktop or share it with your project team.

Note:

  • You can also export tasks from My Tasks.

Recurring Tasks

Recurring tasks are tasks that allows you to create a task once, and then have it recreated automatically after a designated time period. You can set recurring details for a task, while creating or editing a task.

To set recurring details for a new task:

  1. Click New Task from Classic View or from My Tasks.
    previous-day
  2. Specify othe task details such as task name, start date, end date and so on.
  3. To set recurring details, select Make it Recurring.
  4. In Recurring frequency, select the desired option and then select the desired number of frequencies in For every.
  5. In End after, select the desired number of occurrence(s).
  6. 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.
  7. Click Add task to create a new task with recurring details.

To edit a task and set recurring details:

  1. Click open an existing task from Classic View or from My Tasks.
  2. Modify other task details such as task name, start date, end date and so on.
    Recurring Tasks
  3. To set recurring details, select Make it Recurring.
  4. In Recurring frequency, select the desired option and then select the desired number of frequencies in For every.
  5. In End after, select the desired number of occurrence(s).
  6. 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.
  7. Click Save Recurrence to save the recurring details for the task.

This creates a recurring task for the chosen number of occurence.

Task Reminders

A task reminder is an extremely useful feature that constantly reminds of everything that is absolutely necessary in your work. With task reminders in Zoho Projects, now you can stay on top of what's going on through timely email reminders, so you don't miss a thing that is very important in your project.

To set task reminders:

  1. In Home section, click My Tasks.
    • You can also select Projects, choose any desired project and then select a task to edit.
  2. Click on the desired task to edit.
  3. Click Remind on and then select the desired option to set reminders.
    recur-reminder

Note:

  • In Remind on, if you select:
    • None: There are no reminder mails for these tasks.
    • Daily: Reminder mails for task is triggered daily from the scheduled date in Start Date until the Due on date. (Mail notification is sent every day, from the selected start date until its due date.) Also, based on Business Hours settings, reminder mails are sent even if the task Start Date and End Date falls on a weekend or holiday.
    • On Same Day: Reminder mail for task is triggered only on the scheduled Dueon date. (Mail notification is sent only on the task due date.) Also, based on Business Hours settings, reminder mails are sent even if the task Due on date falls on a weekend or holiday.
    • day(s): You can set reminder mails to be triggered for any desired number of days, ahead of the scheduled Due on date. For example, you can set reminder mails to be triggered 3 days before the Due on date. Also, based on Business Hours settings, if you have skipped weekends in you settings, reminder mails are calculated and sent skipping the weekend or holiday.

The reminder for the task is successfully updated. An email is also automatically triggered for the set time period. However, you cannot set reminders for elapsed date in Zoho Projects.

 

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