Overview
Tasks represent actions taken to complete your processes. They are like the pearls in your string of pearls which complete the necklace! In GUIDEcx you can define tasks by adding details like who can work on them, who can see them, how much time they will take for completion etc, and which Milestones they help accomplish in your project delivery. Learn to utilize tasks for a seamless project management and customer onboarding experience!
User Access
Admins & Managers can create tasks within projects and templates.
Guides and *Task Owners can only create tasks within projects they're invited to.
Task owners can only edit/create regular-type tasks in existing milestones.
How to Create a Task
To add a task, click the gray "Add a Task" button at the bottom of its respective milestone within a template or project.
You will then be prompted to complete the following:
Assign task type
Name the task
Create Task Instructions
Optional: Set a dependency
Select task start and end dates/duration
Assign a responsibility (internal, customer, or third party).
Optional: Give the task an estimation of how long the task will take to complete
Optional: Add sign-offs to the task
The task name and instructions will be used in customer-facing email reminders. It’s best to have a call-to-action in your task instructions so the recipient will know exactly what is being asked of them.
Task Creation Fields
Task Instructions
The task instructions are used to describe what must be completed for a task to be marked "Done" by the assigned user. The task instructions are sent to the assigned user in an email when the task becomes active by the assigner. You want tasks to be as clear and understandable as possible, as well as provide answers to any questions in advance.
Pro tip: Use this feature to guide users to calendar links, documents, and files within task instructions. Here is an example of how task instructions will display in an email. It’s also best to include a phrase like, “When complete, please mark this task as ‘Done’.” This helps make sure no tasks are forgotten about.
Hyperlinking Text
You can easily hyperlink words and phrases within your task instructions and notes sections.
Highlight the desired text.
Click on the chain link icon in the top-right of your formatting bar.
Insert your desired link.
Merge Tags
Personalize your task instruction messages that show up on task assignments.
Click here to learn more about merge tags and how to utilize them in your task instructions.
Task Responsibility
As you can see in the above image, there are three types of task assignments:
Internal tasks are steps that will be assigned to and completed by the project manager or other members of your team.
Customer tasks are steps that will be assigned to and completed by a member of the customer's organization.
Third-party tasks are steps that will be assigned to and completed by an outside individual (someone who is not your customer or employee and needs to be held accountable).
Assigning Tasks to Users in a Template
Click here for more information on assigning tasks to users.
Task Duration: Auto-Populate Due Dates
Setting a task duration will auto-populate task due dates by setting the due dates as the number of business days after a dependent milestone or task has been completed. This will help your project stay on track with additional 'Task Due Reminders' being sent to the customer.
Pro tip: Leverage our tagging feature or Resource Management to track a department’s task responsibility, skill sets, or on-site versus off-site work––the sky's the limit! When tags are used, they afford you better reporting and segmentation.
Best Practices
Set up dependencies, durations, and estimated hours for tasks at the template level! This practice will show accurate due dates when the template is uploaded to the project helping you always stay on track!
Group tasks that can be categorized together or are correlated to each other for users to identify them easily.
Provide clear and concise task Instructions to avoid too many to and fros!
FAQs
Is there a way for Tasks to be performed by a certain group of users?
Is there a way for Tasks to be performed by a certain group of users?
Yes, you may reach out to your CSM at csm@guidecx.com to enable our Resource Management feature which allows you to set Roles for users and assign these Roles to tasks. This way only those belonging to a certain Function (Role) will be able to pick up tasks that require that Role! Also, it will make assigning such tasks to users belonging to these groups a two-click process!
What happens if you do not set up Dependencies and Durations in tasks at Template Level?
What happens if you do not set up Dependencies and Durations in tasks at Template Level?
Such tasks will show with Start and Due Dates as today (the day they were added to the project) and will start showing as Overdue if not completed today!
Can Tasks be edited on the fly after being added to a project in a template?
Can Tasks be edited on the fly after being added to a project in a template?
Yes, Tasks can be created or edited by Admins, Managers in all projects. Guides and Task Owners can edit tasks in the projects they are invited to. Task Owners can only edit Regular tasks.