1. Creating Task Groups
Task Groups help in organizing project tasks into distinct phases or categories such as Planning, Design, Testing, or Development. By using Task Groups, you can categorize and segment tasks for better clarity and management.
Steps to Create Task Groups:
Open the Project
- Navigate to the project where you want to create a task group.
Go to the Task Page
- Inside the project detail page, Click on the “Tasks” button.
Click on the Task Group Icon
- Locate the Task Group Icon (usually represented by a folder or group icon) on the task page.
Create a New Task Group
- Click the “+” (Add New Group) button to initiate the creation process.
- Enter a Task Group Name (e.g., Design, Testing, etc.).
- Select assignee, if required.
Confirm and Save
- Click “Create” to save the task group, making it available for adding tasks and subtasks.
2. Creating Tasks and Subtasks
Once task groups are created, tasks and sub-tasks can be added within those groups.
Steps to Create Tasks:
Go to the Task page
- Navigate to the Task page of the desired project where the task should be created.
Initiate Task Creation
- Click on the “+” (Create Task) button.
Enter Task Details
- Fill in the following details:
- Task Name: Provide a concise and clear task title.
- Priority: Set the task’s priority (High, Medium, Low).
- Task Group: Select the task group to which the task belongs.
- Progress percentage: Define task progress percentage.
- Start Date & Due Date: Specify the task’s timeline.
- Hour Estimation: Add estimated hours required to complete the task.
- Milestone: Link the task to a milestone, if applicable.
- Assignee: Allocate the task to appropriate team members.
- Description: Add detailed instructions or information regarding the task.
Create Subtasks (Optional)
- To create a subtask:
- Select a Parent Task to link the subtask, which you are creating.
Save the Task
- Click “Create” to add the task to the task group.
3. Importing Tasks from CSV
KaryaKeeper allows bulk task creation by importing tasks from a CSV file.
Steps to Import Tasks:
Navigate to Task Section
- Open the project and go to the Task section.
Click on Import Option
- Click on “Import” icon and download the sample CSV.
- Choose the CSV file containing task information and upload it.
- Ensure that task fields (e.g., Task Name, Priority, Due Date, etc.) are correctly mapped to the CSV columns.
- Click “Import” to populate tasks into the system.
Upload the CSV File
Map Columns Properly
Confirm and Import
✅ Pro Tip: Use a properly formatted CSV file to prevent import errors.
4. Quick Actions for Task Management
KaryaKeeper makes task management seamless with Quick Actions, allowing users to perform key operations directly from the task interface.
Available Quick Actions for tasks:
- View Time Logs: Review logged hours associated with tasks.
- Edit Tasks: Modify task details or update progress.
- Mark as Complete: Mark tasks as completed after finishing.
- Delete Tasks: Remove tasks that are no longer relevant.
5. Bulk Actions for Task Groups and Tasks
Bulk actions enable users to perform multiple modifications in one go, enhancing task management efficiency.
Bulk Actions You Can Perform:
- Reassign Team Members: Assign tasks to different team members.
- Update Priorities: Modify task priorities to reflect changing deadlines.
- Change Dates: Adjust task start or due dates.
- Move to Another Project: Move tasks or task groups to a different project.
- Copy, Complete, or Delete Tasks: Perform bulk copy, completion or deletion of selected tasks.
Steps to Perform Bulk Actions:
- Navigate to Task Section
- Open the project and go to the Task section.
- Click on Task Bulk edit icon
- Click on “Task Bulk edit” icon.
- Select Multiple Tasks/Task Groups
- Use checkboxes to select the tasks or task groups to modify.
- Click on Next button
- Click on “Next” icon.
- Choose Bulk Action
- Select the desired action (Modify, Move, Copy, etc.).
- Confirm and Save Changes
- Click button based on the selection above, to apply changes across the selected tasks.
✅ Pro Tip: Use bulk actions to quickly modify project tasks, reducing time spent on repetitive updates.
6. Editing Task Details
Modify and refine task information to adapt to changing project needs.
Steps to Edit Task Details:
- Go to the Task to Edit
- Open the desired task from the project task list.
- Click on the “Edit” Icon
- Click on the “Edit” option to modify task details.
- Modify Required Details
- Update task title, priority, progress, dates, or assignees.
- Save the Updated Task
- Click “Update” to apply the modifications.
7. Deleting Tasks
Tasks that are no longer relevant can be deleted or archived for future reference.
Steps to Delete or Archive a Task:
- Navigate to the Task
- Open the task that you wish to delete.
- Select Delete Option
- Choose “Delete” to remove the task which in not for future reference.
- Confirm the Action
- Click “Confirm” to proceed with the selected action.
- Save the Updated Task
- Click “Update” to apply the modifications.
8. Adding Timelines and Estimates
Accurately plan and track project progress by setting timelines and estimating task durations. Adding timelines and estimates ensures better visibility into task completion and improves overall project management efficiency.
Steps to Add Timelines and Estimates:
- Navigate to the Task or Sub-task
- Open the project where the task or sub-task is located.
- Go to the Task Page and select the task or sub-task where you want to add timelines and estimates.
- Click on the “Edit” Icon
- In the task details section, click on the “Edit” icon to initiate the editing process.
- Set the Start and Due Date
- Select the “Start Date” and “Due Date” to establish a clear timeline for task execution.
- Specify Estimation Hours
- Define the estimated time required to complete the task by entering the “Estimation Hours” field.
- Click Update and Save Changes
- Once the details are entered, click on the “Update” button to save the changes. The updated timelines and estimates will now be reflected in the task details.
✅ Pro Tip: Regularly update task timelines and estimates to reflect progress and reallocate resources efficiently as needed.
9. Task Completion
Marking tasks as complete ensures that project progress is accurately tracked, helping team members stay updated on task statuses. Task completion signifies that all requirements have been fulfilled and the task is ready for review or closure.
Steps to Mark a Task as Complete:
- Navigate to the Task Page
- Open the project where the task is located.
- Go to the Task Page and select the task you want to mark as complete.
- ✅ Mark as Complete Click on the “Complete” checkbox or button associated with the task.
- Once marked, the task status will automatically change to “Completed.”
- Bulk Task Completion
- To mark multiple tasks as complete, use the Bulk Action feature.
- Select multiple tasks inside the bulk edit pop up and choose the “ Complete” option to update them simultaneously.
✅ Completing an Entire Task Group with Tasks
KaryaKeeper makes it easy to mark an entire task group and all its associated tasks as complete in one go.
Steps to Complete a Task Group:
- Navigate to the Task Page
- Open the project where the task group is located.
- Go to the Task Page to access the task groups.
- Click on the Three Dots Menu
- Locate the task group you want to mark as complete.
- Click on the three dots at the end of the task group name to access the context menu.
- Select “Complete”
- Click on the “Complete” option from the dropdown.
- This will mark the entire task group and all associated tasks as “Completed” in one go.
✅ Pro Tip: Use this feature when a task group has been reviewed and all related tasks have been successfully completed.
10. Task Search Functionality
KaryaKeeper provides a powerful search functionality to locate tasks quickly and efficiently. This feature allows users to search tasks based on task name, assignee, and other relevant criteria.
Steps to Search for a Task:
- Navigate to the Task Page
- Open the project where the task is located.
- Go to the Task Page to access the list of tasks.
- Use the Search Bar
- Locate the Search Bar at the top of the task list.
- Enter the task name or assignee, in the search field. To refine search results, use the available filters such as:
- Task Name – Search tasks by entering the exact or partial task name.
- Assignee – Find tasks assigned to specific team members.
- The list of tasks matching the search will be listed.
- Apply Filters
- To refine search results based on the task status, use the available filters such as Active and completed.
- View Search Results
- The filtered task list will display results matching your search criteria, allowing you to navigate to the desired task quickly.
✅ Pro Tip: Use advanced filters to narrow down search results by project, priority, status, or due dates for enhanced task management.
11. Best Practices for Task Management
- Define Clear Task Groups: Organize tasks under relevant categories for better project management.
- Use CSV Import for Bulk Task Creation: Import large volumes of tasks to save time.
- Leverage Quick and Bulk Actions: Modify multiple tasks efficiently using Quick and Bulk Actions.
- Prioritize Effectively: Set high priority for critical tasks to meet deadlines.
- Monitor Task Progress Frequently: Regularly review and update task statuses.
By using KaryaKeeper’s comprehensive task management features, you can streamline your project workflow, enhance collaboration, and drive timely project completion. 🚀
