Using the Calendars

The Task Portfolio Calendar and Task Team Calendar enable you to view, edit, and add playbook tasks within a calendar.

Note:

When using the Task Team Calendar component in PSA, The Team Member field is named Assigned Resources and you cannot create or delete tasks. All of the fields are read only, except the status and flagged fields, which can be updated subject to user permissions.

Tip:

When assigning team members to a task, you can search by name or role.

Changing the Calendar View

You can change the calendar view by selecting one of the following: Week, Month, Year, or Agenda.

Your view is retained each time you use the calendar components on the same computer, using the same browser. Your last selected view on the Customer Success Workspace Workspace is stored independently to your last selected view on the record page.

You can move between dates on your calendar by using the arrows to move between next and previous. To return to today's date, click Today.

You can also use the date picker on the left side of the calendar to select a date to view.

Filtering the Calendar

To filter the tasks displayed, start typing a value in the "Filter events" box displayed underneath the date picker you want to filter by. Matching records will display as you type.

When using the Task Team Calendar, to display a team member's tasks, select the relevant team member underneath the filter box.

When using the Task Portfolio Calendar, to display a specific playbook's tasks, select the relevant playbook underneath the filter box.

Adding, Editing, and Viewing Tasks

To refresh the data displayed, click .

To add a new task:

1. Do one of the following:
• Double-click within the cell of the day you want your task to start on.
• Click and drag from the date you want the task to start on, to the date you want it to end on.
2. Do one of the following:
• When using the Task Portfolio Calendar, select a playbook and enter a name for the task.
• When using the Task Team Calendar, Enter a name for the task.
3. [Optional] Populate the remaining fields with the task information. If you leave a field blank, its default value is applied when available.
4. Click Save. An email alert is sent to the selected team members, notifying them that they have been assigned to a task.
   Notes:

   Only the members of the team associated with the project are displayed.

   If you are using the Task Portfolio calendar, the Playbook field is also displayed.

   If you select a team member from the Select New Team Member section on the Task Team Calendar, they are automatically added to the playbook team when the task is saved.

To edit a task:

1. Double-click the task you want to edit. When you have completed your changes, click Save.

Flagging Tasks

You can flag a task to indicate to all users that a task requires attention. A flag icon is displayed on the event of any flagged tasks on the calendars. No visual indicator is displayed in the calendar's year view.

To flag a task, do one of the following:

• Double-click a task and select the Flagged checkbox. When you have completed your changes, click Save.
  
• Right-click the task and click Edit. Select the Flagged checkbox, then click Save.

To remove a flag from a task, do one of the following:

• Double-click a task and deselect the Flagged checkbox. When you have completed your changes, click Save.
  
• Right-click the task and click Edit. Deselect the Flagged checkbox, then click Save.

Note:

If you do not have edit access, the flagged checkbox is grayed out and you cannot change it.