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 (sub-levels of information). 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.

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

To add a task group with detailed information:

Select Project Assignments from the menu (Menu > Views tab > Employees & Projects > Project Assignments).
Locate the Task Groups list pane (lower right corner).

Click the New (Details) button in the Task Group pane toolbar.

A task group properties window opens.
Enter a unique task group Name (up to 250 characters).
Click Done to 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.

Tips:

You can add a new task group by right clicking in the task group list pane.
Additional tabs are available at the bottom of the task group properties window to add Notes, Phone Numbers and Addresses.
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.

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.