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

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A work breakdown structure (WBS) includes phases, milestones, and tasks. Let’s learn more about them.
Tasks:
A task is a unit of work in a 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
.
This page contains the following sections:
2
Video: Introduction to Tasks
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.
Understanding Task Characteristics
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.
Create and Organize Tasks in a Hierarchy
Depending on the template that you have used for creating the project, the tasks tab will be prepopulated with the tasks in the template. You can create additional tasks for your project-specific needs.
You can create tasks in all three layouts: Timeline, Board, and Grid. However, you can group tasks and organize them in a hierarchy only in the Timeline layout. So, if you want to create summary tasks and add detail tasks under the summary tasks, use the Timeline layout. 
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to create or edit tasks:
    1. Use the
      +
      icon in the Timeline layout: A new level 1 task will be created in the WBS.
    2. Click the
      Details
      panel and change the task name and update the other values. 
    3. Right-click the task and select the
      INSERT CHILD
      option to create a subtask. Your existing task becomes a summary task.
      • You cannot create a child task for a milestone.
      • A task with dependencies cannot be turned into a summary task.
      • A task with assignments cannot be turned into 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.
    4. Select a task in the WBS and right-click to select the
      INSERT SIBLING
      option to create a task at the same level directly under the task that you selected.
    5. Drag and drop the tasks to change the order or move them around in the hierarchy.
      • 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
You can use the Timeline, Grid, Board layouts to manage tasks efficiently. For more information, see Managing Tasks Using Different Layouts.
Collaborate with Stakeholders on Tasks
You can start conversations with the team members of the project to collaborate on a particular task. You can use these conversations to record discussions and decisions related to the task or to request a team member to perform an activity for the task.
Follow these steps:
  1. Navigate to the Tasks tab.
  2. In Timeline, Board, or Grid layout, select a task. The Details panel appears.
  3. Click the Conversations tab, and add your comment. Use @resource name to address a specific team member and post your conversation.
    You can only address the resources added in the STAFF tab. The mentioned user will get the notification when they click the Notification bell icon in Clarity.
Create To-Do Items for Tasks
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. Navigate to the
    Tasks
    tab.
  2. In Timeline, Board, or Grid layout, select a task.
    The
    Details
    layout is displayed in the right pane.
  3. Click the
    To Do
    tab.
  4. In the Open section, click
    NEW TO DO
    and enter a short description (upto 256 characters) in the
    Add a To Do
    field, and press Enter.
  5. Click the
    date picker
    to add an optional due date. The due date must fall within the start and end date of the parent object such as project or investment item.
  6. Click
    Assign
    to select an optional owner for the to-do item. You can select any active labor resource, role, or team for which you have at least the Resource - View access right. Resources, roles, 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.
  7. To mark an open to-do item completed, select the empty circle icon next to its name.
  8. The item moves to the Completed section with a checkmark icon to indicate its completed status.
  9. To reopen a to-do item, click the checkmark and the item moves back to the Open status.
Assign Staff Members to Project Tasks
Assign work at the task-level when you want specific resources, roles, or teams to work on a task. Sid, the Project Manager wants to assign an Architect, a developer, and a UX Designer to the Research and Development task so that they all work in tandem to complete the R&D work with the desired outcome.
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to assign resources to tasks:
    1. Click the
      Tasks
      tab.
    2. Click on the task that you want to assign resources to. In this example, click the Research and Development task.
    3. Click the
      DETAILS
      panel.
    4. Click on the
      Assignments
      tab in the
      Details
      panel.
    5. Add the resources, teams, or roles that you want to assign to the task.
      The selected staff are assigned to the task. You can modify or delete the assignments until any actuals are posted for the assignment.
    6. Click
      Expand
      to use some key capabilities of the common grid such as Views, Group-by, Filter, and Export to CSV. 
      Group
For more information about assignments, see Assign Project Tasks to Resources, Roles, and Teams.
Add Additional Fields to the Details Tab
Your administrator can configure which 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 additional fields and arrange them on the layout.
Follow these steps:
  1. In the Clarity main menu, click
    Projects
    or
    Project Tiles
    .
  2. Open a project.
  3. Complete the following steps to add more fields to the Details tab:
    1. In Timeline, Board, or Grid layout, select a task.
      The DETAILS panel appears.
    2. Click the
      DETAILS
      tab.
    3. Click
      Configure
      .
    4. Enter the name of the field. As you start typing, you will see the matching fields.
    5. Drag-and-drop the required field from the list to the Details tab. You can move the fields around and place them in the order that you want.
      Place all the mandatory fields (indicated with an * asterisk) together at the top for ease-of-use.
    6. Click Exit when you are done.
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 staff member.
  • Estimate To Complete (ETC): Defines the total remaining work for the task in resource hours (total hours - actuals). Points to note:
    • 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
    .
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.
Change Unit of Measure for Work Effort
You can change the unit of measure for the work effort on tasks. This personalization is only applicable to you and will not impact other users' views. You can set the unit of measure to FTE, Hours, or Days.
  1. Click the drop-down menu next to your avatar and select
    Settings
    .
  2. Click
    General
    to change the
    Unit of Measure
    . To view the effort in hours, set the unit of measure to hours.
    Any actuals, ETC, and total effort values in the task 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.
Group Tasks Based on a Role or Status
You can group tasks based on an attribute to view the task distribution better. For example, you can group tasks by the Role attribute to view the tasks assigned to each role, or by Status to get a quick summary of tasks in each status.
You can group tasks only in the grid view.
Follow these steps
:
  1. Open the Tasks tab and switch to the grid view.
  2. Drag the desired column header to the Group By bar. For example, drag the Status column header to the Group By bar to view the tasks grouped by their status.
    To group by another column, drag that column to the Group By bar. The previous column is automatically removed and the data is grouped by the new column. You can group by only one column at a time. 
The TASKS page 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 an investment item, 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
    .
Dynamic links with project-sensitive variable parameters are not supported. (Those dynamic link options are available with CHANNEL and LINK project blueprint modules.)
Update ETC for a Task
You can update the ETC at the task-level.
  • Timesheets only pull in tasks that have non-zero ETCs.
  • Clarity
     does not support assignment-level ETC updates.
  • 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).
Follow these steps:
  1. In the Tasks tab, expand the
    Columns
    panel in the right pane and add the
    ETC
    column. Alternatively, click the
    DETAILS
    panel.
  2. Update the ETC.
    The application spreads the total value proportionately over all the assignments.
Delete Tasks and Phases
You can delete tasks that do not have any actuals recorded. 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.
Managing Tasks Using Different Layouts
You can manage 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 tasks as cards, which you can arrange with drag-and-drop precision on a board layout with columnar swim lanes.
  3. Grid layout
    – Analyze tasks quickly by using an excel-inspired grid layout.
Some key points you need to remember while using the TASKS module are:
  • Saved views in the TASKS module including detail configuration are shared across different objects.
  • Clarity
    retains user settings for FTE or Hours regardless of the view.
  • The Start and End period for a saved view in the TASKS module is retained across objects.
  • Saved views created in the TASKS module of the Project object in older releases of
    Clarity
    will be available in custom investment TASKS module after upgrading to 15.7.1.
  • Local picklist, when used in saved views, are automatically removed when accessing it from another object instance.
  • Custom attributes created in
    Classic PPM
    Studio can be used between projects and custom investments.
Standard Features Across the Timeline, Grid, and Board Layouts
  • Use Filters to Identify Tasks
  • Save Views to Personalize Your Experience
  • Edit Tasks Using the Three Dot Actions Menu
  • Edit Tasks Using the DETAILS Panel
The following key features 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
Investment Owners and Business users with access rights can configure and use the Details panel to quickly view and update 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
Video: Managing Tasks in 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 grid view lets you view tasks in a grid, as rows of data. Use the task grid to sort, filter, and configure the view to suit your needs for better data entry. Each row in the grid displays the following details for tasks and milestones:
  • Name
  • Start and Finish dates
  • Status
  • Owner
Expand the Column Panel in the right pane, to configure the grid and display additional columns or remove existing columns from the grid.
You can create, edit, and delete tasks in the grid view.
Video: Managing Tasks in Board Layout
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.
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
You can create, edit, and delete tasks in the Board layout. You can drag-and-drop the cards across the different columns. For example, if a task is completed, you can simply drag it from the InProgress column to the Completed column. The task status automatically changes to Completed.
Personalize the Board Layout
You can personalize the Board layout to add or change the attributes displayed in the card, or attribute used to color the cards, and many others.
Follow these steps:
  1. Click
    Board Layout
    .
  2. Click the
    View Options
    icon.
  3. 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.
  4. 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.
  5. 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 only to the current investment item.
    • ADD CHOICE
      : To add a value for your picklist, click ADD CHOICE. Edit the name and color for each choice.
  6. 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.
Video: Managing Tasks in Timeline Layout
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.
As a project manager, you can create and manage all 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 the selected project/investment item.
Group By.jpg
UI Label
Action
Create Task
Allows you to create a new task in the WBS
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 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 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 investment item depending upon the period selected in View Options    
WBS
Displays the work-breakdown structure for the tasks in your investment item
Personalize the Timeline Layout
You can personalize the Timeline to ensure it meets your business requirements.
Follow these steps
:
  1. Open an investment item 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.
    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 only to the current investment.
    • 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.
The views that you save on the TASKS page for an investment item apply only for that investment item and are not shared across other investment items. Only users with access to the TASKS page for that same investment item can use a saved view.
Explore Project Tasks in the Work Breakdown Structure
The Work Breakdown Structure (WBS)
is a hierarchical list of tasks showing relationships between the tasks. The WBS is displayed 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.
  • You can group detail tasks under a summary task. Right-click a summary task and create detail tasks as Child 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, if there are multiple tasks to be performed in the planning phase to research the project requirements, create a summary task named Research and Analysis and add all the subtasks as children.
  • Detail task dates determine the 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.
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 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.
You cannot create dependencies from phases and summary tasks.
Follow these steps
:
  1. Open an investment item 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. Autoschedule helps model your plan and generate dates for your tasks and overall project. Auto scheduling 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.
Use the Task List Module
The Task List module also allows you to use the work breakdown structure (WBS) for a project that includes phases, milestones, and tasks.
Follow these steps:
  1. Open a project and click
    TASK LIST
    .
  2. If you do not see the TASK LIST tab, contact your administrator to add the Task List module to the Project blueprint.
  3. Click
    NEW TASK
    .
  4. 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.
  5. 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.
  6. Change the
    Type
    from
    Task
    to
    Phase
    or
    Milestone
    .
  7. 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.