Tasks (in PowerHub) help you to remember, track, record and report on obligations and events (planned or otherwise) where the timely completion of these activities are important to your and your organization.
There is no limit to the number of Tasks you can set up in PowerHub. You can schedule a whole series of Tasks that recur regularly over the life of the Project or contract, or you can use Tasks to record important one-off events. Tasks can be associated with not just Projects or Portfolios directly, but also created directly from other components of PowerHub such as Documents, Stakeholders, Plans and any Add-on that uses Tasks.
Regardless of the number of Tasks you set up, the PowerHub platform will happily prompt you (and your team) when the next occurrence is due. The way we do this is the person(s) responsible for a Task will receive an email notification from PowerHub to remind them about the upcoming Task. And the best way for them to stop getting reminders, is to complete the task.
To mark a Task as done, simply change its status (as described in the second section of this article). As such, Tasks are important in organizing critical, time-sensitive events around Portfolios and Projects. You can also add widgets to your Dashboard(s) to see upcoming, high priority or overdue Tasks.
This article will also discuss:
Creating, Editing and Deleting Tasks
Tasks can be created in Projects and Portfolios as a component in their own right, or linked to Documents, Stakeholders and Plans.
To create a new single instance, or non-recurring task, simply follow these steps or watch the video below:
Creating Non-recurring Tasks
Head to the Tasks section of the project or portfolio you'd like to create a new task for.
Click on the Add New button—and select 'Non-recurring' (one-time).
Required fields (marked with *) include the task Name, Start Date and End Date. The start and end date range defines how long the task is expected to take to complete.
Calendar Days or Business Days affects the date-related features of the task, such as Notification Days and Recurrence. This selection is usually dictated by the terms of relevant contract(s).
Description is an optional parameter, though we strongly recommend using it. Tip: you can use keywords from this description to filter your tasks.
Use the Tags field to add Security Tags to the task.
The Responsible Role dropdown list lets you assign a Role that's been established within your organization to a task. This assignment places responsibility for that task on all members of that organizational role, and serves as a criteria for task filtering. Note that organization members assigned to roles responsible for tasks are not notified of upcoming deadlines.
The Assign To dropdown menu allows you to select who the task will be assigned to (including yourself). The task can only be assigned to one individual at a time. Assigning task to specific people means they'll receive a notification email letting them know the task is their responsibility. They'll then be able to see the Task when they select Tasks from their MyBar, and will also receive further email notifications when the task meets certain date-driven criteria.
The Status field lets you track progress of your tasks. By default they're set to 'New' and colored blue, turning red when overdue. You can manually toggle between four statuses: new, open, complete and closed. Of these only the 'Complete' status requires a date, beyond which point no further notifications are issued for that Task. Completed tasks remain visible, but now displayed in grey. Closing a task visibly removes it from associated task lists, but you'll always be able to access closed tasks by filtering for them.
Use the Notification Days field to define how many days prior to the task's end date assignees will be notified of that impending deadline. Once a notification is sent, the task is considered an "Upcoming Task"—and can be monitored directly with a dashboard widget.
Priority is automatically set to 'low', but there are a total of three levels of priority for a Task (low, medium and high). Setting a priority of 'high' to a task allows it to be tracked with a dashboard widget.
Choose a Completion Date to mark a record of the exact date the task was completed.
The Add New Task Steps button lets you add a checklist of steps important enough to make note and keep track of, but perhaps not considered standalone tasks.
Once you have the Task completed as needed, simply click on the Save & Close button and you're all set.
Creating Recurring Tasks
To create a recurring task, repeat the same steps above, but choose the 'Recurring' option from the Add New dropdown list instead.
This time around, mandatory fields (*) include Name, Recurrence Start Date and Recurrence End Date. The latter two define the date range over which the series of recurring tasks will carry out. You can determine the frequency of these instances via the Recurrence dropdown list. Use the Duration field to determine how many days individual tasks will take to complete (this value prepopulates the Start Date and End Date fields).
Beyond these new parameters, all other options function exactly the same way as described for non-recurring tasks.
Once you've the Task filled out and scheduled as needed, simply click on the Save & Close button and you're all set.
Each task on any given task list has a series of actions associated with it, found to the left of the task name.
Recurring tasks display a Recurrence symbol highlighted in blue. Use this button to make adjustments to certain schedule parameters.
Use Attachments to link (attach) any relevant document to a task. If the document already resides in PowerHub, simply create the link by clicking on the BROWSE icon, or if the document is not in PowerHub, you can click on the UPLOAD icon and it will automatically be linked to the task you're working with.
To help keep track of activities or discussions, you can make Notes that will stay exactly where they need to be, with the task!
The Communications tool is a quick and easy way to send an email regarding the task in question, directly from PowerHub. You can also attach a document to the email, similar to linking a document to your task.
To edit a Task, simply click on the Edit icon of the task in question, and make the necessary changes.
Deleting a single task is easy! Click on the Delete icon for the task you want to delete. You can delete any non-recurring task or any recurring task scheduled in the past.
Watch tasks to keep an eye on them (pun intended), without actually being assigned responsibility. All watched tasks show up on your MyBar Task list, and if they are upcoming or overdue, they will be counted on the respective widget.
There's a few additional export and navigation options to take advantage of for your tasks.
The Print button allows you to generate a printer-friendly task summary.
The Export button allows you to export a summary of your tasks list to a number of different formats. Simply click on your preferred format and the conversion will start automatically.
Tasks in Plans
Tasks used in PowerHub's Plans feature are structured in the same manner and use the same parameters as the regular tasks covered by this article. However, as each Plans task is an integral part of that plan, they behave a bit differently as opposed to regular tasks. These differences are explored in the Plans article, which you can read here.
If you need further assistance, please contact your organization's Administrator. As an Admin, if you need further assistance, please submit a Ticket or contact your Customer Success Specialist directly.