Getting Started Guide

Task List

A Task List  (to-do list) is a list of tasks to be completed, such as steps toward completing a project. A group of tasks comprises a task list in Zoho Projects.

Click here to learn more on access privileges for Task Lists.

How do I...

 Add a Task List

  1. Navigate to your project and click Tasks in the left panel.
  2. Click the Add Task drop-down action panel in the upper-right corner, and click Add Task List.
  3. Give a name for your Task List.
  4. Choose a Related Milestone from the drop-down. When you choose an Internal milestone, the task list will be displayed only to the portal users. When you choose an External milestone, the task list will be displayed to the client users also. Learn more about Milestones.
  5. Click Save.
add-tasklist

 Create a Tasks List from Existing Task Templates

  1. Navigate to your project and click Tasks in the left panel.
  2. Click the Add Task drop-down action panel in the upper-right corner, and click Add Task List.
  3. Click the Choose from Templates link. (You need not give a name for your task list here.)
    • If you don't want to choose from a template and you've changed your mind or so, you can click the Enter TaskList link and get back to the normal mode.
  4. Pick a date in the Shift Date field.
    • This Shift Date helps you to automate the start date of the tasks when you create a task list template.
    • If you choose to start a task After 5 days from the Shifted Date, then the actual start date of the task present in the respective task list template will be [Shift Date + Start After duration]

 

Create a Task List from a Project Template

If you have already created task lists and set dependencies in your project templates, you can use them to create new task lists in your projects. The dependencies between tasks will be carried over to the project. However, if there are dependencies between more than 4 task lists in the project template, you will not be able to create a new task list. 

  1. Navigate to your project and click Tasks in the left panel.
  2. Click the Add Task drop-down action panel in the upper-right corner, and click Add Task List.
  3. Click Choose from project templates.
  4. Select the project template and the task list from the drop down. Project templates associated with the current project layout will be displayed in the drop down.
  5. Click Add.

 Edit / Delete a Task List

  1. Navigate to your project and click Tasks in the left panel.
  2. Ensure you are in the Classic View and hover over a task list.
  3. Click  to edit or delete a task list.
    • When you edit,you can modify the task list name or change the associated milestone
    • When you delete, the task list will be deleted with all its associated tasks.
    • If your task list has invoiced time log entries it cannot be deleted.

 Move a Task List

  1. Navigate to your project and click Tasks in the left panel.
  2. Ensure you are in the Classic View and hover over a task list.
  3. Click  to move a task list.
    • When you move a task list, the dependency between the tasks and other task lists is lost.
    • If your task list has invoiced time log entries it cannot be moved.

 Closed Task List

  1. Navigate to your project and click Tasks in the left panel.
  2. Click  in the upper-right corner and choose Closed Task Lists.
    • You can view the list of all the closed tasks and it's task list for the project.

 Reorder Task List

  1. Navigate to your project and click Tasks in the left panel.
  2. Click  in the upper-right corner and choose Reorder Task List.
    • Reordering helps you prioritize and rearrange the task lists based on your project needs at a later point of time.
    • You just need to drag and drop the task lists to reorder and then click Save task list order to save.

Collapse Tasklist

  1. Navigate to your project and click Tasks in the left panel.
  2. Click  near the task column to expand the task lists and click  to collapse task lists.

 Flag your Task List as External

If your task list is not associated to any milestone or if you do not have any milestones, you can directly change the task list flag as External to collaborate with clients.

  1. Navigate to your project and click Tasks in the left panel.
  2. Ensure you are in the Classic View and hover over a task list.
  3. Click  and click Edit Task List.
  4. Set the Task List Flag to External.
    • The External option is distinctly displayed next to the task list name, signifying that there are no associated milestones.

 Make a Task List Template

  1. Hover over a task list name and click
  2. Choose Make As Template to save the task template.

 Complete a Task List

You can complete a task list and move it to closed task list, so that you can track your deliverables.

  1. Hover over a task list name and click 
  2. Choose Mark As Complete to close the task list along with it's associated tasks.

However, if there are open task(s) in the task list that you wish to complete, a warning message about the open task(s) is displayed.

 Task list Chart View

You can view a pie chart for a report on the task list.

  1. Hover over a task list name and click 
  2. Choose Chart View to view the task list chart.

You can view tasks based on users, open tasks, and closed tasks.

tasklist-chartview

Associate Blueprint to a Task List

You can apply blueprint to the tasks in a task list.

  1. Hover over a task list name and click 
  2. Click Associate blueprint.
  3. Select the blueprint you want to apply. 
  4. Click Next.
  5. Map the current task status to the status available in the blueprint.
    • The tasks associated with the current status will change as per the blueprint. 
  6. Click Map.

Dissociate Blueprint

  1. Hover over a task list name and click .
    • You can also open a task list detail page and then click next to the task list name.
  2. Select Dissociate blueprint.
  3. Click Dissociate. The blueprint is no longer associated to the tasks belonging to the task list.

View budget of a task list

View the planned versus actual cost and cost variance details in the list and detailed view of a task list. You can view this only if budget is enabled in the setup page. If your project is based on hours then Difference column shows the difference between planned and actual hours or if it is based on the amount then Cost Variance column highlights the difference in planned and actual cost. Learn more about creating a budget.

Budget status and Budget health in Task List chart view

You can view budget status and budget health in task list chart view.

  1. Hover over a task list name and click 
  2. Choose Chart View to view the task list chart.
    • Budget health: View the planned, actual and forecasted cost of the project.
    • Budget status: View the count of at-risk, budget overrun, and budget surplus tasks.

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