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task-attributes

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Task Attribute Fields

This page describes all the attributes available on a task, and the various ways of editing them.

Common concepts relating to Attributes

Name Column Description
Allocated By By A single person who assigned the task. This could be the source of the task, a manager, or an individual responsible party. See Droplists. Note that the text By is used in the grid column for both Created By and Allocated By.
Allocated To To People assigned to process the task. This is a multi-check field where the list of available people is specific to the tasklist. See Droplists. Multiple values in the grid are separated by a comma.
Category Cat. One or more groups or types associated with the task. This could be a department, Personal versus Work, an evaluation like Simple or Complex, a Location or Department, or any other term to allow for filtering and sorting of tasks. See Droplists. Multiple values in the grid are separated by a comma. See also Tags below.
Colour None A task can be set to any custom color. Select several tasks and then set the color to make them visually stand out. However, other settings of higher precedence may force the color of a task to be different from the task-level setting. See Colours for in-depth information about how colors work. Note that while a task is selected the color of the row in the grid is based on the theme - color settings only apply to unselected grid rows.
Comments None Free-form text can be added to any task. Comments can be added in Simple Text, with no formatting. They can also be entered in Rich Text with fonts, colors, styles, text sizing, images, tables, etc. See Task Comments for in-depth information about this field.
Completed Date Completed This field defaults to “today” unless it is set to another date. When the date is set, the Completed Checkbox is checked. See Completed Tasks for more information on this topic.
Completed Time (Follows Date) For some purposes it's important to know the time when a task was completed. This field is available but can be removed if not desired for a specific tasklist.
Completed Checkbox A task is considered complete when the checkbox with the Completed Date is set in the edit area, or when the Completed Checkbox column in the grid is checked. These checkboxes are linked. Checking this box may affect he status: In Preferences > Tasks > Attribute Calculations is an option for “After completing a task, set its 'Status' to ….” and in the textbox enter a status like “Complete”. See Completed Tasks for more information on this topic.
Cost Cost An integer or decimal value can be entered to represent the monetary cost for a task, where other fields are related to time. No currency types are associated with cost, like euros or dollars. “Local currency” is assumed.
Created By By The user ID used to login to the PC is also used to set the Created By field which identifies the person who created a task. Note that the text By is used in the grid column for both Created By and Allocated By.
Creation Date Created A timestamp which is assigned by the software to alll new tasks. The value cannot be manually modified.
Dependency A task is dependent on another task when it has a Dependency set to another task ID. That is, if task 208 depends on task 54, it has Dependency set to 54, and task 54 must be completed in order for 208 to complete. The Completed Checkbox cannot be set on a task unless its dependency is completed first. In the edit field, manually enter the task ID of another task. Multiple IDs can be separated with a comma to indicated all of the other tasks must be completed before the current task. The “eyeglasses” (look at) icon in the edit field allows the grid selection to jump from a dependent task to its first dependency (no others). In the grid, tasks with a dependency have a small ToDoList icon in the < < column. A task with other tasks dependent on it does not have a link to its dependent tasks. A Dependency can also be set graphically in the Gantt Chart View.
Due Date Due Some tasks have a date by which they should or must be completed. For some projects there is no due date, tasks simply need to be done. If the Due Date is set, then the color of the task line changes if the due date has passed. See Colours. The Start Date and Due Date are used to show the span of a task in the Calendar View and the Gantt View. Both fields can also be set graphically in the Gantt Chart View. The default can be set in Preferences > Tasks > Defaults > Task Attributes > Default Attributes, where either the Date of Creation will be used or the field will be empty for a new task. See the Time Estimated field, as changing the Due Date can affect that field.
Due Time   Some tasks must be completed by a specific time. If the Due Time is not set, the default is 11:59pm, meaning the task should be completed by the end of the day. (Issue 12 suggests an enhancement to set the default in Preferences.)
External ID Ext.ID An External ID can be set to refer to a bug tracking system, customer ID, customer service ticket, or any other application. The field is for reference only. An ideal use is with User-Defined Tools (UDT) to open the external app for the currently selected task.
File Link Multiple files can be referenced from the local/networked file system. Examples of files might include screenshots image files or documentation files. You can also paste a URL into this field. While an entry is selected and highlighted, if you replace that entry it actually does an add of the new entry. The top file link is pushed down and the new link is pushed onto the top of the stack. Caution: In the Edit Menu under Other Task Attributes, the Set Task File Link option displays the standard open file dialog for you to associate a single file with the selected task. While more than one file link can be associated with a task, this option currently only allows one link to be assigned to that field.
Flag An additional way to identify an important task
Icon An icon to help identify a particular task
ID ID A unique sequential numeric identifier which is assigned by the software. The value cannot be manually modified. The ID counter is unique to each tasklist.
Parent ID PID All sub-tasks (child tasks) include the ID of their immediate parent task.
Percent Complete   % This is a calculated field in accordance with Preferences. Details are available on the specializes in Calculated Fields.
Priority Task Prioritization is extremely important in any project management system. Tasks with a higher numeric priority are more important than those with a lower priority. These should be processed sooner than other tasks. A task can have No Priority to modify its importance. The value can be set from 0 (Lowest) to 10 (Highest). See Priority and Risk for more information on this concept. Priority is associated with Risk.
Recently Modified * Indicates whether a given task has been modified within a user-definable time period eg. 5 hours or 2 weeks
Recurrence Recurs The default is for every task to only be performed Once. But a single task might be performed more than once. To schedule a tasks to recur (occur again), a complex set of values are used. For example, a task might recur every year on March 3rd, or every other Tuesday, or on the 1st and 15th of every month. This might continue without end or there might only be a limited number of events. For example, a client's maintenance agreement might entitle them to four quarterly checkups for a period of 2 years. When the current task is completed, based on the Recurrence settings the same task might be used for future events, or a new task might be created automatically for each event. See [Recurrence] for more information on this complex concept.
Remaining Time The difference between the Time Estimate and Time Spent
Reminder An indication of whether there is an active reminder for the task
Risk The concept of Risk is often used to help determine Priority. For example, if a task has a higher risk of failure, a manager might increase or decrease the Priority. See Priority and Risk for more information on this concept.
Status Status The Status is the state of the current task. The value is selected from a dropdown and all values defined in Preferences are available to all tasklists. Examples include Assigned, In Progress, Need Info, Testing, Completed. See Droplists. This field is changed manually as the status of the task changes. Exactly how the field is used is subject to preference. Some people might set Status to “In Testing” when as a task enters the testing phase. When testing is completed, is there a “Testing Complete” status? Or does the task remain in Testing until it moves to Deployment? It's easy to forget to change the status as work is performed. Some people might prefer a system where tasks are simply Not Started or Complete. There are no specific rules for when to set Status or what values to use. See the Completed Checkbox field above about how the Status field can be modified by other changes.
Start Date Start The Start Date can be the future anticipated date of when a task will start. If in the past it might be the date on which processing of the task actually started. For some projects there is no start date, tasks simply need to be done. The Start Date and Due Date are used to show the span of a task in the Calendar View and the Gantt View. Both fields can also be set graphically in the Gantt Chart View. The default can be set in Preferences > Tasks > Defaults > Task Attributes > Default Attributes, where either the Date of Creation will be used or the field will be empty for a new task. See the Time Estimated field, as changing the Start Date can affect that field.
Start Time (Follows Date) Some tasks must be started at a specific time. If the Start Time is not set, the default is 12:00am, meaning the task can be started at any time, or that the time when the task was started is not important.
Tags Tags
task-attributes.1475309447.txt.gz · Last modified: 2016/10/01 08:10 by admin