Follow
Editing Tasks

You can edit information on tasks that you have created, or that you have Manage permissions to. You must have access to Edit tasks in your access level in order to edit tasks. For more information about the access model, see "Understanding the Access Model."

We recommend that you edit the tasks on Current projects as little as possible, to avoid confusion for users who are assigned to the tasks.  

Editing a Task

  1. Navigate to the Projects area in the Global Navigation Bar.
  2. Select the Projects tab.
  3. Click the name of a project to select it.
  4. Select the Tasks tab.
  5. Either click the name of a task in the list, then click Edit Task.

    Or
    Select the task that you want to edit in the task list, then click Edit.
  6. The Edit Task dialog box is displayed.
  7. Consider specifying information in any of the following sections:

Overview

  1. Begin editing a task as described above.
  2. Click Overview.
    edit_task_overview.png
  3. Consider the following:
    Name: Specify a name for the task.
    Description: Add additional information about the task.
    URL: Specify a web link that relates to the information about the task.
    Priority: This is a visual flag for you which allows you to prioritize your tasks.
    Select from the following options:
    - None
    - Low
    - Normal
    - High
    - Urgent
    Depending on the Project Preferences selected by your system administrator, the names of priorities might be different for you. For more information about editing priorities, see "Customizing and Creating Priorities."
    Status: Select the status of the task. For more information about task statuses, see "Understanding Task Statuses."
    Duration Type: This identifies the relationship between the following:
    - number of resources assigned to a task
    - the total effort required to complete the task
    - the total duration of the task.
    Duration Types enable you to set consistent resource assignments based on the needs of the task. For more information about the Duration Type of a task, see "Understanding Task Duration and Duration Type Overview."
    Select from the following options:
    - Calculated Assignment
    - Calculated Work
    - Effort Driven
    - Simple
    Duration
    : Specify the Duration of the task, in days. This is the amount of time that you allow for the task to remain incomplete, before it must be completed. You cannot specify the Duration of a task when the Duration Type of the task is Simple, or when the Task Constraint is Fixed Dates.
    IMPORTANT Duration is typically the amount of time between the Planned Start and the Planned Completion Dates of the task, and for this reason, it affects the timeline of the project.
    Planned Hours: Specify the amount of Planned Hours for the task, in hours. This is the amount of actual time it would take the assignees of the task to complete it. You can only specify the amount of Planned Hours for a task when the Duration Type is set to Calculated Assignment
    Task Constraint: Decide when the task must be completed by specifying a Task Constraint. 
    Select from the following options:
    - Fixed Dates. Specify a Planned Start and a Planned Completion Date.

    - Must Start On
    . Specify a Planned Start Date.
    - Must Finish On
    . Specify a Planned Completion Date.
    - As Soon as Possible
    - As Late as Possible
    - Earliest Available Time
    - Latest Available Time
    - Start No Later Than
    .
    Specify a Planned Start Date.
    - Start No Earlier Than
    .
    Specify a Planned Start Date.
    - Finish No Later Than
    .
    Specify a Planned Completion Date.
    - Finish No Earlier Than
    .
    Specify a Planned Completion Date.
    For more information on Task Constraint, see "Task Constraint Overview."
    (Optional) Specify an Actual Start Date for the task. The Actual Start Date is typically automatically populated when you change the status of the task to In Progress
    (Optional) Specify an Actual Completion Date for the task. The Actual Completion Date is typically automatically populated when you change the status of the task to Complete.
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Finance

  1. Begin editing a task as described above.
  2. Click Finance.
    edit_task_finance.png
  3. Consider the following:
    Cost Type: Specify the Cost Type for the task. This is going to determine how the Cost on the task is calculated, based on the amount of hours on the tasks. 
    Select from the following options:
    - No Cost
    - Fixed Hourly
    - User Hourly
    - Role Hourly
    For more information about tracking costs, see "Tracking Costs."
    Revenue Type: Specify the Revenue Type for the task. This is going to determine how the Revenue on the task is calculated, based on the amount of hours on the tasks.
    Select from the following options: 
    - Not Billable
    - User Hourly
    Role Hourly
    - Fixed Hourly
    - User Hourly w/Cap
    - Role Hourly w/Cap
    - User Hourly Plus Fixed
    - Role Hourly Plus Fixed
    - Fixed Revenue
    For more information about tracking revenue, see "Understanding Billing and Revenue."
  4. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Settings

  1. Begin editing a task as described above.
  2. Click Settings.
    edit_task_settings.png
    Consider the following:
    Tracking Mode: Specify how the progress status of the task is tracked. 
    Select from the following options:
    - User Must Update
    - Assume on Time
    - Ignore Late Warnings
    - Autocomplete
    - Predecessor
    For more information about the Tracking Mode on tasks, see "Understanding Tracking Mode for Tasks."
    Approval Process: Select an approval process that you want to associate with the task. Your system administrator must define system-level Approval Processes before you can associate them with tasks. For more information about creating Approval Processes, see "Creating Approval Processes." 
    Resource Scope: If the task has a Fixed Dates Task Constraint, specify the Resource Scope. Select from the following:
    - None (this is the default)
    - Global
    If you want the task assignee to not be allocated to any other task during the duration of the task, select the Global Resource Scope.
    For more information about the Resource Scope of a task, see "Understanding Resource Scope."
    Resource Leveling: Select the Exclude from Resource Leveling field if you want the resources assigned to the task to be excluded from leveling.
    Leveling Delay: Specify the Leveling Delay, in hours.
    For more information about Resource Leveling and Leveling Delay, see "Resource Leveling."
    Reminder Notifications: Select which Reminder Notifications you would like to attach to this task. Your system administrator must configure Reminder Notifications before you can select them on a task. For more information about configuring Reminder Notifications, see "Setting Up Reminder Notifications."
  3. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  4. Click Save Changes.

Assignments

  1. Begin editing a task as described above.
  2. Click Assignments.
    assignments_edit_tasks.png
  3. Click Add Assignee to add a new assignee to the task. You can assign users, roles, or teams to a task. You can have multiple assignees on a task. 
  4. (Conditional and optional) If your Task Constraint is Calculated Work or Effort Driven, specify the Allocation Percentage for each assignee. This is the amount of time from the schedule of the assignee that they can spend on this task. Changing the allocation percentage for an assignee will change the Planned Hours of a task. When the Task Constraint of the task is Simple, you can specify the Allocation Hours of each assignee, instead of the percentage. 
  5. (Optional) Indicate whether an assignee is the primary assignee on the task, by selecting the Task Owner radio button. 
  6. (Optional) Select a role from the Assignee's Role drop-down menu. 
    This is the role that the assignee can fulfill on this task. Only the job roles associated with each assignee in their profile appear in the drop-down menu.
  7. (Optional) Continue editing the following sections, depending on the information you want to modify.
    Or
  8. Click Save Changes.

Custom Forms

  1. Begin editing a task as described above.
  2. Click Custom Forms.
    custom_forms_edit_task.png
  3. Select the custom form or forms that you want to associate with the task. You must build the custom forms before they are available to select in this field. For more information about building custom forms, see "Creating Custom Forms." You can add up to ten custom forms to a task. 
  4. (Optional) Continue editing the following section, depending on the information you want to modify.
    Or
  5. Click Save Changes.

Comment

  1. Begin editing a task as described above.
  2. Click Comment.
    comment_edit_task.png
  3. Specify a comment that you want to display in the updates stream of the task in the available field. This comment is visible for everyone with View access to the task and with access to view Notes.
  4. Click Save Changes.
    Your changes will be submitted for this task. Any notifications that are triggered by making edits to the task and meet the conditions to be sent at this time, will now be sent to the users associated with this task.

Editing Tasks in Bulk

You can edit tasks in bulk and update all their information at the same time. 

To edit tasks in bulk:

  1. Navigate to the Projects area in the Global Navigation Bar.
  2. Select the Projects tab.
  3. Click a project name to access the project.
  4. Select the Tasks tab.
  5. Select several tasks in the tasks list. 
  6. Click Edit.
    The Edit Tasks dialog box opens.
  7. Specify the information on all selected tasks.
    Editing the information on all tasks is identical to editing information on one task.
    For more information about editing a task, see "Editing a Task."
    NOTE The information you are changing on all the issues selected will override the existing information on individual tasks, except for the Assignments field. Adding a new assignee in bulk edit will add that assignee to all the selected tasks. If other assignees are assigned to the selected tasks, they will remain assigned in addition to the one added through bulk edit. 
  8. Click Save Changes
    All changes you made are now visible on all the selected tasks. 

For information about bulk editing, including bulk editing custom forms, see "Bulk Editing."