Task Boards

Project task boards provide a more fluid or ‘agile’ way of planning the work that needs to be done in order to meet the project’s objectives. These will typically suit organisations that plan work as ‘sprints’ and who use frequent team meetings to review the task board, assign/re-assign tasks and move tasks into stages without necessarily having defined start and end dates.

Organisations can choose whether a task board is used in favour of or in addition to a task plan (sometimes referred to as the ‘Work Breakdown Structure’ or WBS). Task plans typically involve planning the work in a hierarchical structure and include task constraints, predecessors, assignments, and milestones. Refer to the separate end-user guide for Task Plans for further details.

Unlike the task plan, time sheets cannot be booked to tasks in a task board.

• The starting point for accessing a project’s task board is the project overview page. Projects can be viewed by navigating to the Projects page This page is also available from the flydown menu under the ‘Portfolio’ category. Click on a project to open the projectoverview page.

• Task board(s) are shown in the ‘Task Progress’ content area.

• Navigate to the project overview page as described in How to access above.

• Click on a board in the ‘Task Progress’ content area to open it.

• By default, boards open in ‘List’ view, allowing you to view task by lists and moving between lists.

• The board can also be shown in ‘Assignment’ view allowing you to view tasks by assignee and allowing quick assignment/re-assignment.

• If a task has more than one assignee then there will be a column specifically for the multiple assignees.

• Open the board as described in Viewing a task board.

• Click on the person to the top right to switch to the assignment view.

• Click on the grid icon to switch to the list view.

• Navigate to the project overview page as described in How to access above.

• Click on ‘Create Board’ in the task progress content area.

• Provide a name for the board and select a template for the board. The template will define the lists for the board as a starting point. Once the board is created lists can be changed as required.

• Click on the ‘Create’ button to create the board.

• Multiple task boards can be created for a project, for example if a project is running multiple sprints, there might be a task board for each sprint.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Ensure the view is in ‘List’ view. See Board Views: Assignment vs List above.

• Click on ‘Add New List’

• Provide a name for the list and click on the tick icon.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click and hold the cursor on the coloured list title.

• Drag the list left or right to the desired position.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the 3 vertical dots to the right of the list title bar.

• Select a different colour for the list title bar if required.

• Select ‘Change List Name’ to change the name.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the 3 vertical dots to the right of the list title bar.

• Select ‘Archive List’ to archive it. A warning will be displayed.

• Once confirmed the archived list will no longer appear on the board.

• A list cannot be deleted, only archived. Refer to the section Archiving a list for details.

• Defining the team for the board will provide a quick way to assign/re-assign tasks between the team members.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the ‘+’ icon to the top right of the board title.

• Select one or more person(s) to add them as team members.

• When in the ‘Assignment View’, the new person(s) will appear after adding them to the team. If a person is removed from the team but still has tasks assigned to them, they will still appear in the ‘Assignment View’. Refer to the section Board Views: Assignment vs List above.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the ‘+’ icon in the relevant list to add a task to the list.

• Provide a name for the task and click on the ‘Tick’ icon to create it.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click and hold the cursor on the task.

• Drag the task left or right to the desired list.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click and hold the cursor on the task.

• Drag the task up or down to resequence the task within the list.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• There are two methods for assigning tasks:

• Click on the task to bring up the details window and then click on the person icon next to the ‘Assigned To’ field. Click on ‘Save Task’ when done.

• Switch the view to ‘Assignment View’ as described in Board Views: Assignment vs List above. Drag the task to the correct assignee. If the assignee is not show in the Assignment view, they should be added to the team as described in the section Defining the team for the board.

• Tasks can be assigned to more than one person.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the task to bring up the details window.

• From the task details window it is possible to provide a description, assign/reassign the task, select a status and set a due date.

• Click on ‘Save Task’ when done.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Hover the cursor over the task and left-click on the pencil icon

• Click on ‘Archive Task’.

• Click on ‘OK’ to confirm the archive or close the window to cancel.

• Once archived the tasks will no longer appear in the list.

• A task cannot be deleted, only archived. Refer to the section Archiving a task for details.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the task to bring up the details window.

• From the task details window click on the ‘Comments’ tab.

• Previous comments will be displayed.

• Enter any new comments for the task and click on ‘Save Task’.

• The task will appear in the list with a speech bubble and the number of comments against it.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the task to bring up the details window.

• From the task details window click on the ‘Comments’ tab.

• Previous comments will be displayed.

• Enter any new comments for the task and click on ‘Save Task’.

• The task will appear in the list with a speech bubble and the number of comments against it.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the task to bring up the details window.

• From the task details window click on the ‘Comments’ tab.

• Previous comments will be displayed.

• Enter any new comments for the task and click on ‘Save Task’.

• The task will appear in the list with a speech bubble and the number of comments against it.

• Task boards can be archived if they are no longer required.

• Navigate to the project overview page as described in How to access above and click on a board in the ‘Task Progress’ content area to open it.

• Click on the drop-down icon to the right side of the screen in the title bar and select ‘Archive Board’

• Once archived the board will no longer appear in the task progress content area of the project overview page.