Define Project Tasks
Written by Ashok P
Updated over a week ago

Once you have created the Tasks or applied a Task Template to a Project, the next step is adding all the required information to help users complete their Tasks effectively and on time.

Check out the following articles if you have not added Tasks yet.

Benefits of Well-Defined Tasks

You can add Project Tasks with just the Task title. Although we do not require you to add Task details, it is good to be highly descriptive when you define the Tasks.

Well-defined Tasks can help you in the following ways:

  • Tasks with adequate details are more helpful for Field users. For example, attaching the Product Specs, Manuals, and Connection diagram helps Installers set up and tune Products sooner and make minor adjustments when needed.

  • Projects managed by multiple Project Managers require less collaboration because Tasks contain all the necessary information.

  • Active Projects can be transitioned to new Project Managers with minimal transition effort because Tasks contain all the necessary information.

  • Well-Defined Tasks can serve as a Scope of Work (SoW) reference should your customer request it.

  • If you are not using Task Templates, defining your Tasks descriptively can help you later save the Task List as a Task Template for other Projects.

Add Project Tasks

If you are adding Tasks directly in the Project, go to the Task view of the Project and click New task.

If you are using a Task Template, the Tasks are already added, and you can proceed to add the Task details. If you want to add more Tasks, click the “Plus icon” in the relevant Task Group.

Task Details

To open the Task details modal, click Tasks under Plan in the Project view, click the Ellipsis menu (three-dot menu) of the Task, and click Edit.

Here is a screenshot of the Task details modal. Reference the numbers in the screenshot to the descriptions below.

1 - Target Date

Here, you can specify the expected timeline to complete the Task. This is especially helpful when someone else schedules the Tasks for Field users.

2 - Resources

These are the Field users (Installers, Service Technicians, and other workers) who will complete the Task on the site.

3 - Checklist

A Checklist is the complete list of sub-tasks required to complete a Task. For example, Running wires and Labeling wires are two sub-tasks in a Prewire Task.

Checklists help you list your expectations from the Task clearly. As the Installer completes the sub-tasks, they mark them as Complete. When all sub-tasks are Complete, the Task is deemed to be complete.

4 - Products/Items

Adding the relevant Items (Products) to a Task allows Installers to mark the Installation Status of the items, and Project Managers get to see the updated status. You do not need to manage the status in the Cloud manually.

If you have many products in the Project, you can group and filter them by Locations, Systems, and Phases to narrow down the list and then add the relevant Products.

5 - Attachments

These are files or media attachments relevant to the Project. You can link attachments that already exist in the Project or new ones from your computer.

6 - Drawings

These are White Boards or Plan Views that already exist in the Project. They avoid ambiguity for Installers and help them complete the Task without having to clock in extra time.

Check out these articles for more details about these features.

7 - Comments

Installers and you can use this space to update the progress of the Task via text and images. For example, a photograph of the installed product as the Proof of Completion of the Task.

You can also use this for clarifications or communication about issues seen on-site.

Another way to communicate with Installers is by using Real-Time Chat inside D-Tools Cloud. Check out this article about how to use Chat.

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