Items List - Task Groups

Task Groups are specific tasks combined in one category to form a group. Task Groups are useful if your projects have some common, well-defined structures. Task Groups can simplify how assignments are made and how reporting is accomplished on similar types of work.

For example; if many projects have a common phase requiring employees to create specifications, you can create a task group called "Specifications" and assign precise specification-type tasks to this group. You then assign the task group to one or more projects and then have the ability to monitor and report on how much time is spent on "Specifications" as a general category rather than the individual specification-type tasks.

Task Groups are displayed in the Tasks view as an optional selection. Any task can be assigned to a task group.

This topic describes how to add a task group using the Items List view. Task Groups can also be added using the Project Assignments view. Task Groups created in this view are not available for use in the Project Planning tool.

To add a task group using the Items List view:

Select Items List from the menu (Menu > Views tab > Employees & Projects > Items List).
Select Task Groups in the drop-down list at the upper left corner of the view.
Click the New button located in the toolbar.

A task group properties window opens.
Enter a unique task group name (up to 250 characters).
Click Done to automatically save the information and close the window or click New to save the information and create a new task group.

OPTIONAL INSTRUCTIONS:
From the Limited Access field, select which managers or Access Groups can access this task group. Only the selected managers (or members of the selected access groups) are permitted to view and report on this task group.

Depending on which limited access operating mode is enabled, either a list of manager names or a hierarchical tree of access groups is displayed in the limited access drop-down list. See Notes that follow.

Check the managers (or access groups) who require access to this item. Click the "check all" icon to select all. Clicking the “unselect all” icon removes all check marks except for one manager (or one access group). This is to guarantee that at least one person can access the item.
Click anywhere outside the Limited Access window to close the list.

Notes:

If the Limited Access list displays user names then Manager-level limited access mode is likely enabled. Otherwise, Hierarchy-based limited access mode is likely enabled.
When an access group is checked, any parent access group is automatically checked.

Enter a description for the task group (up to 250 characters).
Check the Flag for archive box if you want to remove this task group from the database the next time the Archive Database function is run.
Click Done to save the information and close the window, or Click New to save the information and create a new task group.

Note: The number of task groups displayed in the view is limited by the Paging setting. You may need to click the paging buttons or (at the top of the screen) to view additional pages.

Tips:

Additional tabs are available at the bottom of the task group properties window to add Notes, Phone Numbers and Addresses.
To view or edit details for more than one task group, open a task group properties window and use the Next Record button (or Previous) to browse to other task groups. Clicking the Next (or Previous) button automatically saves any changes made.
Use the Show/Hide column function to personalize what information is displayed in the task group list view's grid.
Double click an item in the grid to see that item's properties .
You can add fields to track extra task group information by using Custom fields .
Use the Limited Access Group filter to only view those items assigned to specific Access Groups.
Use the Find function to locate a specific task group by name.

Warning: If a task group is deleted, all assignments made using the task group are deleted along with any estimate information entered for those assignments. Time entries associated with the task group are not deleted.