Clarity
: Project Phases, Milestones, Tasks, and To-Do Items

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The work breakdown structure (WBS) for a project includes phases, milestones, and tasks. Let’s learn more about them.
Tasks:
A task is a unit of work in a project plan that is assigned to one or more resources for a specified period. A task can have milestones to measure progress.
Milestones
: Milestones help you track and measure progress. For example, add a milestone named planning phase gate complete. The milestone is complete only when all the tasks in the planning phase are completed.
Phases
: You can group related tasks and milestones under a common phase in the project lifecycle. For example, create a planning phase followed by a design phase. You can break the planning phase down into planning tasks such as define a resource plan, identify infrastructure requirements, and identify storage requirements. Phases show their aggregated actuals and ETC for their child tasks.
This online help page is primarily for people working on tasks inside a project. To update tasks spanning multiple projects, or for team members working on tasks and to-do items without a need to work inside a project, use the Multi-Project Tasks page or the My Tasks page. See
Clarity
: Track Tasks and To-Do Items
.
The following video gives you an introduction to tasks.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
2
You can manage project tasks, phases, and milestones by using three key layouts in
Clarity
:
  1. Timeline layout
    – View and manage tasks in a hierarchical timeline so that you can see and manage multiple sub-level task and their relationships.
  2. Board layout
    – View project tasks as cards, which you can arrange with drag-and-drop precision on a board layout with columnar swim lanes.
  3. Grid layout
    – Analyze project tasks quickly by using an excel-inspired grid layout
The following video describes how to manage tasks in the grid layout.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
The following video describes how to manage tasks using the board layout.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
The following video describes how to manage tasks using the timeline layout.

This video will not be available when you download the documentation in PDF format. Click here to watch the video on YouTube.
Standard Features Across the Timeline, Grid, and Board Layouts
There are a few key features that are available across all the layouts that help you view and edit tasks in
Clarity
.
Use Filters to Identify Tasks
You can use the Filtering capabilities to sort through tasks and identity relevant tasks quickly. To learn more about filters, see Getting Started with
Clarity
.
Group By.jpg
Save Views to Personalize Your Experience
Clarity
supports the modification and saving of views by multiple users. Each user can modify their own saved views or work in an unsaved view. The views in grids are responsive to a wide array of user actions inside grids. You can save your filters, your preferences in View Options, the configuration of the Details panel, and your configuration of board columns and cards. To learn more about views, see Getting Started with
Clarity
.
Edit Tasks Using the Three Dot Actions Menu
Clarity
allows you to use schedulers such as
Clarity
GANTT, Microsoft Project, or Open Workbench. You can configure schedulers in the Project Scheduler Format attribute. This attribute is available both in
Classic PPM
and
Clarity
.
Group By.jpg
You can use the Three Dot Action menu to access the relevant schedulers. 
Edit Tasks Using the DETAILS Panel
Project Owners and Business users with access rights can configure and use the Details panel to quickly view and update project tasks in
Clarity
. The Details Panel is available as a two-column layout enabling which can be resized to take up 75% of the screen. Whenever you click a task in the timeline, grid, or board layouts, the Details Panel will appear.
Group By.jpg
Using the Conversations Tab to Collaborate with Stakeholders
You can use the Conversations tab to collaborate with project managers, resource managers, and other team members.
Follow these steps:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In Timeline, Board, or Grid layout, select a task. The
    Details
    layout appears.
  3. In the Conversations tab, use @”resource name” to address a specific individual and post your conversation.
  4. You can edit or delete a conversation if required.
Create To-Do Items
Create to-do items for a phase, a milestone, or a task to break down the work into smaller activities. For example, the Plan Database Upgrade task can include the following to-do items:
  • Receive Management Approval
  • Schedule DBA Resource
You can create a maximum of 25 to-do items for a task. The status of the to-do list items does not affect the status of the parent task. You decide when the task is complete. You can expand and collapse the Open and Completed sections for to-do items.
Follow these steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In Timeline, Board, or Grid layout, select a task. The
    Details
    layout appears.
  3. Click the
    To Do
    tab.
  4. In the Open section, click
    NEW TO DO
    and enter a short description in the
    Add a To Do
    field, and press Enter.
  5. You can enter up to 256 characters to describe a to-do item.
  6. Click the
    date picker
    to add an optional due date. To manually enter a date, click next to the date picker. The due date must fall inside the project date range.
  7. Click
    Assign
    to select an optional owner for the to-do item. You can select any active labor resource or team for which you have at least the Resource - View access right. Resources and teams that are available for the task owner are also available for the to-do items. You can update the owner or due date at any time for both open and completed items.
  8. To mark an open to-do item completed, select the empty circle icon next to its name.
  9. The item moves to the Completed section with a checkmark icon to indicate its completed status.
  10. To edit a completed to-do item, clear its completed status.
  11. The item moves back under the Open section.
Assign Staff Members to Project Tasks
You can assign resources, teams, or roles to a task by using the Assignments tab on the Details Panel of the Tasks Module. The Assignments tab provides you all the functionality you get with the Assignments module. Hence, you can manage task assignments, perform resource and role planning, and monitor estimate-to-complete (ETC) values for your team members. You can click
Expand
to use some key capabilities of the common grid such as Views, Group-by, Filter, and Export to CSV.
  • If a Task such as Phase does not support Assignments, you will see the "This Task type does not support assignments" message when you navigate to the Assignments tab.
  • Actions are not supported for Milestone or Summary Tasks.
  • All grid configuration changes made from the Assignments grid that on the Details panel are reflected in the Assignments module.
  • All grid configuration changes made from the Assignments module are reflected in the Assignments grid on the Details panel.
  • The views in the Assignments Module and the Assignments grid on the Details panel are independent. This means if you create a view on the Assignments module it will not be available in the Assignments grid on the Details panel. Similarly, if you create a view on the Assignments grid on the Details panel it will not be available in the Assignments module.
Group
Based on the project assignment pool setting, project managers can control adding resources from the resource pool, which automatically adds the resources to the project staff. Team members can only assign those resources to a task that are already on the project staff. You can search and select multiple resources, roles, role instances, or teams for a single task based on the following criteria:
  • Project edit, view, or task management access
  • The Assignment Pool setting
  • Soft or hard booking rights for resources
You cannot staff an additional role instance to your project through task assignment. Use Project Staff or the Staffing workspace to staff additional instances of a role. For example, if the project staff includes the following DBA role instances, then you can only assign these same role instances to tasks.
  • Junior DBA
  • Senior DBA
  • Principal DBA
You cannot staff a fourth DBA role instance such as Assistant DBA through task assignment.
If the assignment pool setting for the project is Resource Pool, then you can staff an instance of another role type. For example, you can assign a Business Analyst role to a task provided you have the booking access rights to the role.
For information about staffing your project, see Clarity: Staff a Project Team
Follow these
steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In Timeline, Board, or Grid layout, select a task. The
    Details
    layout is displayed.
  3. Click the
    Assignments
    tab.
  4. Click Expand to open the Assignments grid.
  5. Click
    New Row
    .
  6. Complete the following required fields:
    1. In the
      Resource
      cell, select a resource, role, or team. Search by resource name, ID, or primary role. As you enter the name or ID, matching entries appear for your convenience. Both labor and non-labor resources and roles are included.
    2. Select
      Start
      and
      Finish
      dates.
  7. Complete any additional fields or custom attributes.
You cannot assign resources or roles to project phases or milestones.
You can use the Assignments grid to replace the staff associated with tasks. You can make the following replacements:
  • Replace a role with a different role, a team, or a resource.
  • Replace a resource with a different resource, team, or a role.
  • Replace a team with a different team, a resource, or a role.
To learn more about using the assignments grid, see Clarity: Assign Resources, Roles, or Teams to Tasks
View and Edit Task Details
Your administrator can configure which task attributes are available for other users to add or remove on the Details tab of the Details panel. As a user with sufficient access rights, you can choose the fields and arrange them on the layout.
Follow these steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In Timeline, Board, or Grid layout, select a task. The
    DETAILS
    layout appears.
  3. Click the
    Details
    tab.
  4. Click
    CONFIGURE
    .
  5. To search for a field (task attributes) enter all or part of its name in the search bar.
  6. Matching fields appear.
  7. Drag a field from the list of fields to the Details panel layout. Drop the field on the top of an existing field.
  8. Your new field appears on the layout above the existing field.
  9. To reorder the sequence of fields, you can drag-and-drop them into a new arrangement.
  10. To remove a field, select it on the layout and then click X Remove.
  11. Click EXIT.
To minimize scrolling, try to limit the number of fields you add and position required fields (indicated with an * asterisk) toward the top.
Some key attributes you can see on the Details tab are:
  • Owner: Defines a resource or a defined team as the owner of the task. You cannot select a role as the task owner. The owner does not need to be a project staff member.
  • Estimate To Complete (ETC): Defines the total remaining work for the task in resource hours (total hours - actuals). The initial value is automatically populated based on the availability and allocation of the resources (assignees) that are assigned to that task. You can overwrite the default ETC value at any time with your own estimate. If you change the value at the task level, the associated assignments are also updated except any assignments with actuals or an ETC of zero (0.0) since no further ETC is expected in this scenario. All ETC from all tasks is aggregated at the phase level. Before you can enter an ETC value, create an assignment for the task. 
  • Percent Complete: Defines an estimated percentage of the amount of work that has been completed on a task. You can edit the percent complete value if the % Complete Calculation field is set to Manual in the project settings in
    Classic PPM
    . See Set up a Project for details.
Example: In this example, the user enters only the letters CR in the word critical to locate the Critical field. The user drags the Critical field on the top of the Status field to position it above that field. The user clicks EXIT and the new field is available for updates by other users.
20190506-FLYOUT-CONFIG-FIELDS-USER.jpg
A couple of rules that apply when you change the task dates are given below:
  • When you change the Task Finish date the Task Duration is updated. However, the Start Date does not change.
  • When you change the Task Start date the Task Finish date is updated. However, Task Duration does not change.
The TASKS page in
Clarity
supports the entry of one or more helpful links to external sites that might help the task owner to complete their work. For example, a financial task might include a link to a financial index and a construction task might include a link to a site that captures important weather and environmental data.
Follow these steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In Timeline, Board, or Grid layout, select a task. The
    DETAILS
    layout appears.
  3. Click the
    Links
    tab.
  4. Click
    NEW LINK
    .
    1. Enter a URL to an external link.
    2. Enter a user-friendly LINK NAME.
  5. Click
    DONE
    .
  • You can add task links in
    Clarity
    or in
    Classic PPM
    and view them in both interfaces.
  • You can add links to summary tasks and child tasks.
  • Dynamic links with project-sensitive variable parameters are not supported. (Those dynamic link options are available with CHANNEL and LINK project blueprint modules.)
Managing Tasks in the Timeline Layout

As a project manager, you can create and manage all project tasks in the Timeline layout. The Timeline layout is divided into a Work Breakdown Structure (WBS) on the left and a task timeline on the right. Both the WBS and the task timeline shows you all the sub-level tasks associated with your project.
Group By.jpg
UI Label
Action
Create Task
Allows you to create a new task in the WBS
Actions (3 dots)
Allows you to work with schedulers such as
Clarity
Gantt, Microsoft Project, or Open Workbench
Phase
Represents the top-most level in the hierarchy for all the items below it. A phase can have multiple summary tasks under it.
You can add the Phase Name attribute to the Project Tasks Grid and the DETAILS panel to view the phase associated with a task.
Summary Task
Represents a group of related tasks and milestones   
Task    
A unit of work in a project plan that is assigned to one or more resources for a specified period
Milestone
Allows you to track and measure the progress of tasks   
Filter   
Allows you to quickly sort through tasks and identity relevant tasks
View Options   
Allows you to personalize the Timeline layout
VIEW
Allows you to save your settings and share it with other users
DETAILS
Allows you to edit tasks
Legend
Shows you the value associated with each color
Dependency
Allows you to add and remove dependencies between various tasks
Task Timeline
Displays tasks, sub-tasks, and how they are spread across the duration of the project depending upon the period selected in View Options    
WBS
Displays the work-breakdown structure for the tasks in your project
Explore the Timeline Layout for a New Project
You can create projects in
Clarity
in two ways. The Timeline layout for tasks varies depending on how you created the project.
  • Create a blank project from the Projects page: The Timeline layout on the Tasks module is blank because the project does not include any tasks. You can start adding tasks by using the plus icon.
    Group By.jpg
  • Create a project from a template Project Tiles page: The Timeline layout on the Tasks module includes the tasks associated with the template. The tasks include details such as assignments, ETC, and start and finish dates, and dependencies. You can edit tasks by using the WBS or the Task Time sections.
    Group By.jpg
Personalize the Timeline Layout
You can personalize the Timeline to ensure it meets your business requirements.
Follow these steps
:
  1. Open a project and click
    TASKS
    .
  2. Click
    Timeline
    layout.
  3. Click
    View Options
    .
  4. Under PERIOD, select Weeks, Months, Quarters, or Years. The timeline displays the tasks for the number of fiscal periods that are defined for the selected period type. Note: You can only select Time-scaled values configured by your administrator in
    Classic PPM
    .
  5. Under COLOR BY select a picklist to add color to your tasks based on the display mapping of the picklist values. For example, select Status to display the tasks in different colors that indicate their status. All tasks that have started items appear in green. The LEGEND in the bottom right corner of the page shows the value associated with each color. If you collapse the legend, you can reopen it by clicking LEGEND.
  6. To configure your own display attributes, choices, and the color of each value, click
    MANAGE PICKLISTS
    .
    • PICKLIST NAME
      : Enter a name for your picklist. Each picklist you define can be applied to the current project only.
    • ADD CHOICE
      : To add a value for your picklist, click ADD CHOICE. Edit the name and color for each choice.
  7. Select the
    Show Dependencies
    checkbox to ensure dependencies are visible on the timeline.
  8. When finished, click
    DONE
    .
  9. Close the View Options window.
You can save and reuse your own views or share your views with other users. On most project pages, saved views can be reused by other users and extend across multiple projects. However, on the TASKS page, the views that you save for working with the board or grid apply only for a specific project and are not shared across other projects. Only users with access to the TASKS page for that same project can use a saved view.
Explore Project Tasks in the Work Breakdown Structure
Tasks identify the work that is required to complete a project. Tasks have a start date, an end date, and a period in between when the work is performed. Generally speaking, project managers assign resources to tasks and set milestones to measure their progress. You can create and manage project tasks and assign resources to them. You can define the tasks for a project to start and complete within the start and finish dates of a project. Assign labor resources to tasks so that they can perform the work and can record the work time in their timesheets. You can also assign expense, material, and equipment resources to tasks. These types of resources can also be tracked using timesheets and can have actuals that are logged through transactions.
You cannot assign resources to milestone or summary tasks.
The Work Breakdown Structure (WBS)
The work breakdown structure (WBS) is a hierarchical list of tasks showing relationships between the tasks. The WBS displays in the Timeline layout with the Tasks timeline. You can use the WBS to create and organize tasks. The Timeline layout displays summary tasks, milestone tasks, and detail tasks.
  • All tasks that you create are added at the same level in the WBS.
  • You can then group the detail tasks under summary tasks.
  • You can create an unlimited number of hierarchical levels in a WBS.
  • You can filter the list to find specific tasks that are based on simple or complex filter criteria.
The tasks are displayed in the Timeline in the order you create them. The order and level indicate their relationship with each other. The task above a detail task could be a phase, a summary task or another detail task.
Distinguishing Between Phases and Summary Tasks
  • A phase represents the top-most level in the hierarchy for all the items below it and can have multiple summary tasks under it.
  • A summary task is a task that has one or more subtasks nested beneath it. You can indent tasks to be included as subtasks to the summary task.
  • A subtask is any task that is nested under a task. Subtasks can be detail tasks or summary tasks. You can nest summary tasks under other summary tasks.
  • When creating a summary task, give it a name that implies a logical, organizational grouping. For example, use Phase I, Phase 2, Planning Phase, and Build Phase.
  • Detail task dates determine summary task and phase dates. The earliest start date of the detail tasks determines the summary task or phase start date. The latest end date of the detail tasks determines the summary task or phase finish date.
  • The summary task dates change as you edit the detail task dates. Total Effort and cost for a summary task are calculated based on the detail task information.
  • You can expand the work breakdown structure (WBS) to see the summary tasks. Subtasks are nested one level under the nearest higher-level task. A plus (+) sign appears in front of the higher-level task.
  • The collapsed view is useful to view a small group of items (a parent and descendants) alone. For example, you can expand the summary task to view all the nested subtasks. Collapse it back up to the summary level when finished.
Create Tasks in the Timeline Layout
You can create new tasks in the Timeline layout in the WBS section. Any task you create or change you make in the WBS get automatically reflected in the Timeline.
To create a new task:
  1. Use the
    plus
    icon: A new level 1 task will be created in the WBS.
  2. Use the
    INSERT SIBLING
    option: Select a task in the WBS and right-click to select the INSERT SIBLING option. A new task is created at the same level directly under the task that you selected.
  3. Use the
    INSERT CHILD
    option: Select a task in the WBS and right-click to select the INSERT CHILD option. A new subtask is created and your existing task becomes a summary task.
    • You cannot create a child task for a milestone.
    • A task will dependencies cannot be turned to a summary task.
    • A task with assignments cannot be turned to a summary task.
    • A summary task does not support assignments.
    • When you delete the last child task below a summary task, it gets converted to a regular task.
Edit Tasks in the Timeline Layout
You can edit tasks in the Timeline Layout by using the WBS and the Tasks Timeline.
Edit Tasks Using the WBS
You can select a task and use the DETAILS panel to edit the task. The DETAILS panel allows you to
  • Engage in a conversation with other members of a project
  • Create and Edit To-Do items associated with a task
  • Assign a task to various resources
  • View details associated with the task
  • View links associated with the task
To learn more about how to use the DETAILS panel, see View and Edit Task Details.
Drag and Drop Tasks in the WBS to Adjust its Hierarchy and Order
You can use the drag-and-drop operation to perform the following activities:
  • Drag and drop a task within the same summary task or phase hierarchy
  • Drag and drop a task to a different summary task or phase hierarchy
  • Drag and drop a summary task within a different phase or summary task
    • All nested summary tasks and child tasks are automatically copied and the timeline of the phase or summary tasks are appropriately adjusted
  • Drag and drop a phase within another phase
    • You cannot move a phase below a summary task
    • You cannot move a phase below a child task of the same phase
Follow these steps
:
  1. Open a project and click
    TASKS
    .
  2. Click
    Timeline
    layout.
  3. Select a task in the WBS and drag-and-drop it to its appropriate location.
  4. Observe the associated changes in the timeline.
Edit Tasks Using the Tasks Timeline
You can use the Tasks Timeline to:
  • Drag tasks in the timeline to adjust its start and end dates. The summary tasks and phases adjust automatically.
  • Add or remove dependencies
Adjust Task Duration in the Timeline
You can hover over a task to view the dates and time associated with it. You can then drag a task to adjust its duration, start dates, and finish date. When you drag a task, the associate summary task and phase durations also automatically adjusted.
A couple of rules that apply when you change the task dates are given below:
  • When you change the Task Finish date the Task Duration is updated. However, the Start Date does not change.
  • When you change the Task Start date the Task Finish date is updated. However, Task Duration does not change.
You cannot edit the task duration in the following cases:
  • When the task is a Milestone or a Summary Task.
  • Timesheet is already submitted for that period.
Add and Remove Dependencies
Task dependencies allow you to create better project plans by designating a successor or predecessor task for a task and indicating the type of relationship between the tasks. Task relationships display in the timeline. The four kinds of dependencies you can create are:
  • Finish-Start
    - The predecessor task must finish before the successor task can start. This dependency is the most common type.
  • Start-Start
    - The predecessor task must start before the successor task can start.
  • Start-Finish
    - The predecessor task must start before the successor task can finish.
  • Finish-Finish
    - The predecessor task must finish before the successor task can finish.
Note
: You cannot create dependencies from phases and summary tasks.
Follow these steps
:
  1. Open a project and click
    TASKS
    .
  2. Click
    Timeline
    layout.
  3. Select a task in the timeline. Let’s call it the source task. You will notice two blue dots at the start and the end of this task.
  4. Point to the blue dot at the beginning or end of the source task and right-click to view the dependency arrow. Drag this arrow to the target task and join it with the beginning or end of the target task so create the appropriate dependency. If you select the blue dot at the end of the source task and connect the arrow to the beginning of the target task, you establish a finish-start relationship. 
Autoschedule Tasks
Autoschedule is an automated way to create project schedules. Autoscheduling helps model your plan and generate dates for your tasks and overall project. Autoschedule is designed to schedule project tasks while minimizing the delays and expansions that can cause deadline slippage while eliminating or minimizing resource over-allocation. Use Autoschedule to update the project schedule after you or others make small, quick changes to it. The Actions (3 dot) button allows you to work with schedulers such as
Clarity
Gantt, Microsoft Project, or Open Workbench.
To learn more about using Autoscheduling, see Automatically Create Project Schedules with Autoschedule.
Manage Tasks in the Board View

In the board layout, tasks appear as cards organized by columns. Use the task board to group, rank, sort, visualize, and accomplish work tasks. Each task card displays the following details:
  • task name or another attribute you choose to identify each task card
  • fields
  • metrics
  • color shading
  • context menu
Set Your View Options for the Task Board
  1. Open a project and click
    TASKS
    .
  2. Click
    Board Layout
    .
  3. Click
    View Options
    .
  4. Under
    BOARD OPTIONS
    :
    • COLUMNS
      : Select the attribute that you want the board to use for each column.
    • COLOR BY
      : Select the attribute that you want the board to use for the color of each card.
  5. Under
    CARD OPTIONS
    :
    • CARD TITLE
      : Select a string attribute to appear at the top to identify each card on the board.
    • CARD FIELDS
      : Select up to four (4) attributes to appear on the face of each card in the order selected.
    • CARD METRICS
      : Select up to three (3) attributes to appear along the bottom of each card to convey meaningful status information or metrics.
  6. To configure your own display attributes, choices, and the color of each value, click
    MANAGE PICKLISTS
    .
    • PICKLIST NAME
      : Enter a name for your picklist. Each picklist you define can be applied to the current project only.
    • ADD CHOICE
      : To add a value for your picklist, click ADD CHOICE. Edit the name and color for each choice.
  7. When finished, click
    DONE
You can save and reuse your own views or share your views with other users. On most project pages, saved views can be reused by other users and extend across multiple projects. However, on the TASKS page, the views that you save for working with the board or grid apply only for a specific project and are not shared across other projects. Only users with access to the TASKS page for that same project can use a saved view.
Example
: The following task board layout shows two tasks in columns arranged by Status with color shading also defined by Status.
image2019-5-21_21-50-20.png
  • CARD FIELDS
    : The fields on the card face include the finish date, task owner, investment name, and completion percentage for the task.
  • CARD METRICS
    : The metrics along the bottom of each card show the open, completed, and the total number of to-do items for each task.
  • LEGEND
    : The legend at the bottom of the board indicates the currently defined options for fields, metrics, and column colors.
Create a New Task in the Board View
Whenever you create a new task from the board view, the DETAILS panel is automatically displayed. The panel includes all the required fields needed to create a new record. After you populate the required fields,
Clarity
refreshes the DETAILS panel and creates a new task.  You can then continue editing the task and close the DETAILS panel after you complete your changes.  Remember that your record will be lost if you leave or refresh your current view.
When you are populating required fields for a record in the DETAILS panel, you cannot drag and drop the record across different columns since the record has not been created in
Clarity
.
Follow these steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In the Board layout, click the plus button. The DETAILS panel appears.
  3. Enter the value in the required fields.
Edit Tasks in the Board View
You can select a task and use the DETAILS panel to edit the task. The DETAILS panel allows you to
  • Engage in a conversation with other members of a project
  • Create and Edit To-Do items associated with a task
  • Assign a task to various resources
  • View details associated with the task
  • View links associated with the task
To learn more about how to use the DETAILS panel, see View and Edit Task Details.
To learn more about other standard activities such as filtering, saving views, and using schedulers see Standard Features Across the Timeline, Grid, and Board Layouts.
Managing Tasks in the Grid View
Click Grid View on the top right of the page to view the task grid. In the Grid View, the tasks appear as rows of data. Use the task grid to sort, filter, and configure the view to suit your needs for better data entry. Your configurations to the grid persist across the different views for a project. Each row in the grid displays the following details for tasks and milestones:
  • Name
  • Start and Finish dates
  • Status
  • Owner
Use Column Panel to configure the grid and display additional columns or remove existing columns from the grid. The Column Panel list all attributes including custom attributes configured for the Project object.
Create a New Task
Follow these steps
:
  1. In
    Clarity
    , open a project, and navigate to the
    Tasks
    module.
  2. In the Grid layout, click the plus button.
  3. Enter the value in the required fields. In most cases, it would be the Name field. The ID field is read-only when auto-numbering is enabled.
Change Unit of Measure for Work Effort
You can change the unit of measure on the grid as follows:
  1. Click the drop-down menu next to your avatar and login and select Settings.
  2. Click General to change the unit of measure from FTE to Hours.
Any actuals, ETC, and total effort values in the grid are updated as per the new unit of measure. For example, an ETC value of 2 FTE changes to 16 hours for a one-day task assuming an availability rate of 8 hours a day.
To learn more about other standard activities such as filtering, saving views, and using schedulers see Standard Features Across the Timeline, Grid, and Board Layouts.
The Actions (3 dot) button allows you to work with schedulers such as
Clarity
Gantt, Microsoft Project, or Open Workbench. It also allows to export tasks to a comma-separated values (CSV) file in the Grid Layout. To learn more about the export option, review “Export Grid Data to a CSV File” in Getting Started with
Clarity
.
Group Tasks in Logical Groups
You can use the Group By bar to collapse related rows together and quickly review and edit tasks. You can expand multiple group-by parent rows and edit child items in multiple expanded rows. Example: Rita the project manager wants to quick group tasks by their statuses so that she can review and update the ETC.
Follow these steps
:
  1. Drag the Status column header to the Group By bar and view the data in the grid as rows of logical groups.
  2. Expand multiple groups simultaneously to view associated data.
  3. Edit data directly in the grid while you are in the Group By mode.
  4. Select a row and open the DETAILS panel to edit information. The information that you update in the details panel will automatically be updated in the grid.
Edit Tasks in the Grid View
You can select a task and use the DETAILS panel to edit the task. The DETAILS panel allows you to
  • Engage in a conversation with other members of a project
  • Create and Edit To-Do items associated with a task
  • Assign a task to various resources
  • View details associated with the task
  • View links associated with the task
To learn more about how to use the DETAILS panel, see View and Edit Task Details.
Working with Tasks
The following characteristics apply to tasks:
  • You can assign only labor resources, roles, and defined teams as staff members to tasks.
  • If the new staff member replaces a specific project role, you can remove the role from the task.
  • You cannot change the start date for a task with posted actuals.
  • You can convert a task to a phase or a milestone by changing its type in the task details. You cannot convert a task containing posted actuals or assignments. 
  • You can convert a phase to a task or a milestone by changing its type in the phase details. You cannot convert a phase if it has child tasks.
  • If a task is associated with a phase, you cannot convert the task to a phase.
  • Marking a task as completed sets the ETC to zero (0) and the Percent Complete to 100%.
  • To delete a task, navigate to the Details page of the task and click DELETE TASK. You cannot delete a task if the task has posted actuals.
ETC on Assignments with Actuals
Updating the ETC can be done at the task-level or the assignment-level.
  • Timesheets only pull in tasks that have non-zero ETCs.
  • If you update the ETC at the task-level, application rules prevent additional ETC from being added to assignments with actuals and zero (0.00) ETC.
To override this type of assignment, update the ETC directly on the assignment (not through the task-level ETC spreading).
  1. In
    Classic PPM
    , add the ETC column on the Task list.
  2. Update the ETC.
  3. To achieve the same result for Steps 1 and 2 in
    Clarity
    , open the DETAILS panel associated with a task, navigate to the Details tab and update the ETC.
    • Whether you used
      Classic PPM
      or
      Clarity
      , these steps represent task-level ETC changes.
    • The application spreads the total amount proportionately over all the assignments.
Delete Tasks and Phases
You can delete each task in the incoming lane until they are all deleted and the incoming lane disappears. Deleting the last child task under a summary or phase task converts the phase task into a regular task. Refresh the page to see the phase tasks that are now no longer phase tasks in the incoming lane. To delete a project phase, delete all child tasks and milestones under the phase. You cannot delete a phase with tasks or milestones under it.
Use the Task List Module
You can also ask your administrator to add the Task List module to your blueprint and use it to manage tasks.
We recommend that you use the New Timeline Layout since it allows to manage tasks by using the WBS and a task timeline. It also allows you to create dependencies and use the new two-column DETAILS panel to update tasks.
The Task List module also allows you to use the work breakdown structure (WBS) for a project includes phases, milestones, and tasks.
  • Phases
    : You can group related tasks and milestones under a common phase in the project lifecycle. For example, create a planning phase followed by a design phase. You can break the planning phase down into planning tasks such as
    define resource plan
    ,
    identify infrastructure requirements
    , and
    identify storage requirements
    . Phases show their aggregated actuals and ETC for their child tasks.
  • Milestones
    : Milestones help you track and measure progress. For example, add a milestone named
    planning phase gate complete
    . The milestone is complete only when all the tasks in the planning phase are completed.
Follow these steps:
  1. Open a project and click
    TASK LIST
    .
  2. Click
    NEW TASK
    .
  3. Enter a name for the phase and click
    Add
    (or press
    ENTER
    ).
    The new project phase or milestone is added at the top of the hierarchy and the Details panel appears.
    As a future shortcut, select any phase, milestone, or task in the list and click the
    Details
    tab.
  4. On the
    Details
    tab, enter the start and finish dates.
    • If the project start date is later than the phase start date, the application enforces an adjustment. The project start date is updated to match the phase start date.
    • If the project finish date is earlier than the phase finish date, the application enforces a similar adjustment. The project finish date is updated to match the phase finish date.
  5. Change the
    Type
    from
    Task
    to
    Phase
    or
    Milestone
    .
  6. To drag-and-drop, a phase, milestone, or task, clear any filters to protect users from making changes in a filtered view without all the required task data.
Milestones display a diamond in the task hierarchy. The following image shows two tasks and a milestone in the Design Phase of a sample project:
Image showing design phase tasks and a milestone for a sample project
  • You can convert a milestone to a task or a phase by changing its type. However, if a milestone is already associated with a phase, you cannot convert the milestone to a phase.
  • You can drag-and-drop tasks and milestones in the same phase or from one phase to another. The ETC, total effort, and actuals on the target phase are updated.
    • If you move a task with a start date that is earlier than the target phase start date, the target phase start date is updated to match the task start date.
    • If you move a task with a finish date that is later than the target phase finish date, the target phase finish date is updated to match the task finish date.
  • To mark a milestone complete, change its status to
    Completed
    in the Details pane. (You can also make this change on the task grid or board on the TASKS page.)
Create Project Tasks With Optional Assignments
Project tasks identify the work that is required for a project. Tasks are often broken down by phase. For example, you have a project to develop credit card security improvements for a mobile app. The phases for this project include the planning, design, development, deployment, and testing phases. Inside the testing phase, tasks appear for integration testing, performance testing, and user acceptance testing. Those tasks can be elevated to phases and more refined tasks could be specified. You can also add to-do items under tasks for an additional layer of granularity.
At a minimum, a simple two-level task hierarchy is supported with only phases and tasks. However, for more detailed planning, consider the following full project work hierarchy:
  • Blueprint
    • Template
      • Project
        • Phase
          • Milestone
            • Task
              • To-Do Item
We show to-do items at the lowest level here to illustrate a hierarchy; however, they can also be applied to phases and milestones.
Tasks have a start date, an end date, and a period in between when the work is performed. Project managers typically assign staff members to tasks and set milestones to measure their progress. As staff members update their tasks, they can record time on their timesheets.
If the task start or finish date falls on a weekend, the date in the task and the matching phase is automatically updated to the closest matching weekday.
Follow these steps:
  1. Open a project and click
    TASK LIST
    .
  2. Navigate to the phase where you want to add a task.
  3. Hover over and click a task name to start inline insert mode. Press
    Enter
    to create a task row below the current task.
    To quit inline insert mode, click away from the field or press
    Escape
    .
  4. Enter a name for the task and press
    Enter
    or click
    Add
    .
  5. (Optional) You can drag-and-drop the task in the same phase or to a different phase.
  6. To add a task at the root level, click
    NEW TASK
    at the top of the page.
  7. In the Details panel, click
    Assignments
    .
  8. Click inside the
    ADD
    field to search for resources, roles, and teams. Based on the project assignment pool setting and your resource access rights, you can add staff members to the task.
    • Search by resource or role name. You can also search on an ID or select resources or roles from the list.
    • Search for defined teams using full name or select teams from the list.
    • The assigned staff members are added to the
      Assignments
      tab on the
      Details
      pane for the current task only. Avatars for the same assigned resources appear next to the task in the task hierarchy.
      image2019-5-6_14-40-4.png
  9. Click the
    Details
    tab and complete the task details:
    • Owner:
      Defines a resource or a defined team as the owner of the task. You cannot select a role as the task owner. The owner does not need to be a project staff member.
    • Estimate To Complete (ETC):
      Defines the total remaining work for the task in resource hours (total hours - actuals). The initial value is automatically populated based on the availability and allocation of the resources (assignees) that are assigned to that task. You can overwrite the default ETC value at any time with your own estimate. If you change the value at the task level, the associated assignments are also updated except any assignments with actuals or an ETC of zero (0.0) since no further ETC is expected in this scenario. All ETC from all tasks is aggregated at the phase level. Before you can enter an ETC value, create an assignment for the task.
    • Percent Complete:
      Defines an estimated percentage of the amount of work that has been completed on a task. You can edit the percent complete value if the
      % Complete Calculation
      field is set to
      Manual
      in the project settings in
      Classic PPM
      . See Set up a Project for details.