Project Tasks
Project Tasks are the individual activities that make up a Project's Work Plan: each one has a name, a start and end date, estimated hours, an assigned resource and a status. They're always created and reviewed from inside the project they belong to, and can be viewed as a list or as a Gantt chart so you can plan and visually reschedule the work.
What is it and what is it for?
Each Task belongs to a single Project and describes one step of its execution: what needs to be done, when it should start and end, how many hours it will take, who's responsible for it, and its current status (Pending, In Progress, Paused or Closed). A project's set of tasks forms its Work Plan, available from the project's Details screen in two views:
- A list (Work Plan) where you can quickly add tasks, drag them to reorder, and open any one to edit or delete it.
- A Gantt chart where each task is a bar you can drag or stretch with the mouse to reschedule its dates instantly.
This lets you plan a project's work without relying on a separate spreadsheet, and track its progress alongside the rest of the project's information (budget, materials and linked transactions).
How to use it step by step
- Open a Project's Details screen and go into its Work Plan ("Tasks" link).
- Click Add Task and fill in the quick form: name, start date, end date, hours and the responsible employee (with autocomplete). Click Save and the task shows up right away at the end of the list.
- To see more detail, change the status or the assigned resource, or delete it, click the task's name to open its Details screen; from there click Edit to modify it.
- To reorder tasks within the list, drag them directly with the mouse; the new order saves automatically.
- To reschedule dates visually, open the same project's Gantt link: drag a bar to move it in time, or stretch its edge to shorten or extend the task. The change saves as soon as you release the mouse.
- Close a task by changing its Status to "Closed" once the work is done, to reflect the project's real progress.
Main capabilities
- List view and Gantt view of the same work plan, so you can pick whichever way is most convenient to review or change it.
- Drag-to-reschedule from the Gantt (move or stretch/shrink a task) without opening its form.
- Manual reordering of tasks in the list, simply by dragging them to the desired position.
- Color-coded status (Pending in blue, In Progress in yellow, Paused in red, Closed in green) visible in both the list and the Gantt.
- Live updates: if another user reschedules a task from the Gantt, your screen refreshes on its own without reloading the page.
- One assigned resource (employee) per task, shown in the list with their photo and, on Details, with a direct link to their record.
- Direct link back to the Project from each task's Details screen.
Key fields
| Field | What it's for |
|---|---|
| Name | Describes the task. It's the only field required to save. |
| Start date / End date | The range the task is planned to run in. The end date can't be earlier than the start date. Both show up on the Gantt chart. |
| Hours | Estimated hours to complete the task. |
| Status | Pending, In Progress, Paused or Closed. Determines the task's color in the list and on the Gantt. |
| Assigned to | The employee responsible for the task, chosen via autocomplete. |
| Notes | Optional free text with extra details about the task. |
| Order | The task's position within the work plan list; it updates when you drag tasks around in the list. |
Validations when saving
- The task's name (description) is required.
- The end date can't be earlier than the start date.
- A task can't be deleted if a transaction already references it (for example, a service order or a project costing document); AdmCloud shows you the document type and number so you can unlink it first.
Availability and permissions
- Project Tasks (Work Plan and Gantt) require the Enterprise plan with the "Advanced Projects" module active for your company. Without this module, the screen shows an "unavailable in this edition" message.
- Access is controlled by the "Project Tasks" permission on the user group, with separate levels for browse, add, edit and delete.
- To work with a Project's tasks you also need to be able to see that Project (base "Projects" permission).
Tips and common mistakes
Use the Gantt to reschedule quickly: dragging a bar is faster than opening the task, changing its dates and saving, especially when you're reorganizing several tasks at once.
If you can't delete a task, check the message: it tells you which document (service order, costing, etc.) still references it. Unlink or delete that document first before trying again.
Only tasks with both a start date and an end date show up on the Gantt. If you created a task without dates, fill them in from its Details screen so you can see and reschedule it there.