Using the Playbook Task Manager

The Playbook Task Manager enables you to view, edit and add playbook tasks in a list, scheduler, or task board view. Your view is retained each time you use the Playbook Task Manager component on the same computer, using the same browser.

Your administrator can configure the fields that are displayed in the Playbook Task Manager component. For more information, see Playbook Task Field Sets.

Tips:

• In the list and scheduler views, you can right-click a column header to display grouping and sorting actions.
• In the list and task board views, you can hover over the resources cell to view a list of all assigned resources. PSA resources assigned to tasks are suffixed with (PSA) in the list.
• When assigning resources to a task, you can search by name or role.

Using the List View

The list view displays your team's playbook tasks in an editable table. To change to the list view, depending on the view you're currently in, click or , then List.

To refresh the data displayed, click .

Tip:

To select multiple tasks, hold down Command (Mac), Ctrl (PC) while selecting the tasks.

Adding a Task

To add a new task:

1. Do one of the following:
   • To insert a new task in a specific position in the grid, select the task you want the new task to display below, then click . A new task row appears. Enter a playbook task name.
   • Click to add a new task row to the top of the grid. A new task row appears. Enter a Playbook Task Name.
2. [Optional] Populate the remaining fields with the task information. If you leave a field blank, its default value is applied when available. Only a list of team members displays in the Resources picklist before searching. You must search for and select any non-team members you want to assign to a task, but you cannot assign a PSA resource to a task.

Notes:

• If the playbook has a start date, the task's start date must be on or after the playbook's start date. Similarly, the task's end date must be before or on the playbook's end date. When the task start date is the same as the playbook end date, the task end date defaults to the playbook end date.
• To search team members, enter one character to search the assigned list. To view and assign non-team members to a task, type two or more characters of their name or role into the Resources search box.
• The last specified sort order of the tasks is retained using local storage and displays when accessing the component using the same browser, on the same computer.

Editing a Task

To edit a task, double-click the relevant cell to edit it.

Note:

You cannot update the resource and resource role on tasks that have a PSA resource assigned to them.

Flagging a Task

You can flag a task to indicate to all users that a task requires attention. If a task is flagged, a is displayed on the row.

To flag a task:

1. Select the task that you want to flag.
2. Click .

To remove a flag from a task:

1. Select the task that you want to remove the flag from.
2. Click .

Notes:

• You can add or remove flags from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are flagged and some that aren't, clicking flags them all.
• The button is disabled if you do not have permission to flag a task. Contact your administrator.

Pinning a Task

You can pin a task as a personal reminder that it requires further attention. If a task is pinned, a is displayed on the row. Pinned tasks automatically sort to the top of the grid.

To pin a task:

1. Select the task that you want to pin.
2. Click .

To remove a pin from a task:

1. Select the task that you want to remove the pin from.
2. Click .

Notes:

• You can add or remove pins from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are pinned and some that aren't, clicking pins them all.
• Pinned tasks are retained using local storage and will display each time you access the components on the same computer, using the same browser.
• When you remove the pin from a task, the task moves back to the position determined by the applied sort order.

Deleting a Task

To delete a task:

1. Select the task you want to delete.
2. Click .
3. Click Delete.

Notes:

• The button is disabled if you do not have permissions to delete a playbook task. Contact your administrator.
• You cannot delete playbook tasks that have playbook task assignments with PSA resources assigned to them. For more information, see Playbook Task Assignment Fields.

Using the Scheduler View

The scheduler view displays your playbook's tasks in a timeline. To change to the scheduler view, depending on the view you're currently in, click or , then Scheduler.

You can change the scheduler view by selecting one of the following: Days, Weeks, Months, Quarters, or Years. To return to today's date, click Today.

To refresh the data displayed, click .

Tip:

To select multiple tasks, hold down Command (Mac), Ctrl (PC) while selecting the tasks.

Adding a Task

To add a new task:

1. Click . The Create Playbook Task window opens.
2. Enter a playbook task name and ensure that the information in the pre-populated fields is correct. You must search for and select any non-team members you want to assign to a task. Only a list of assigned team members displays in the Team Members picklist before searching.
3. Click Save.

Notes:

• When a task has no start and end date, it does not display in the scheduler.
• When a task has a start date but no end date, the end date defaults to one day after the start date and displays in the scheduler view. Similarly, if the task has an end date but no start date, the start date defaults to one day before the end date and displays in the scheduler view.
• To search team members, enter one character to search the assigned list. To view and assign non-team members to a task, type two or more characters of their name or role into the Resources search box.

Editing a Task

To edit a task, do one of the following:

• Double-click the task you want to edit. When you have completed your changes, click Save.
• Right-click the task you want to edit and click Edit. When you have completed your changes, click Save.

Note:

You cannot update the resource and resource role on tasks that have a PSA resource assigned to them.

Tips:

• To edit the start and end dates of a task, drag-and-drop the task on the new start or end date. You can also change the duration of a task by hovering over the start or end of the task and stretching the bar to the new start or end date.

• To reassign a task to another resource already assigned to a task on this playbook, drag-and-drop the task on the row of the new resource.

Flagging a Task

You can flag a task to indicate to all users that a task requires attention. If a task is flagged, a is displayed on the task.

To flag a task, do one of the following:

• Select the task that you want to flag, then click .
• 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:

• Select the task that you want to remove the flag from, then click .
• 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.

Notes:

• You can add or remove flags from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are flagged and some that aren't, clicking flags them all.
• The button is disabled if you do not have permission to flag a task. Contact your administrator.

Pinning a Task

You can pin a task as a personal reminder that it requires further attention. If a task is pinned, a is displayed on the task. To ensure tasks remain assigned to the correct resource, pinned tasks are not sorted to the top of the scheduler view.

To pin a task:

1. Select the task that you want to pin.
2. Click .

To remove a pin from a task:

1. Select the task that you want to remove the pin from.
2. Click .

Notes:

• You can add or remove pins from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are pinned and some that aren't, clicking pins them all.
• Pinned tasks are retained using local storage and will display each time you access the components on the same computer, using the same browser.

Deleting a Task

To delete a task, do one of the following:

• Select the task you want to delete and click . Then, click Delete.
• Right-click the task you want to delete and click Delete. Then, click Delete.

Notes:

• The button is disabled if you do not have permissions to delete a playbook task. Contact your administrator.
• You cannot delete playbook tasks that have playbook task assignments with PSA resources assigned to them. For more information, see Playbook Task Assignment Fields.

Using the Task Board View

The task board view displays your tasks in columns according to their status. The column headings are determined by the values in the Status field on the task. To change to the scheduler view from the list view, depending on the view you're currently in, click or, then Task Board.

To refresh the data displayed, click .

Note:

Your expanded and collapsed column selections are retained each time you use the Task Board view on the same computer, using the same browser.

The following color-coding is used for tasks displayed on the Project Task Board:

• Red: Overdue (the task end date has passed)
• Gray: All other tasks

Note:

You need the appropriate permissions on the Playbook Task object for the colors to work in this way. If colors are not displayed, contact your administrator.

You can hover over a task's date to view the following information:

• For tasks that have not reached their end date, how long before the task is due to end. For example, in 11 days.
• For tasks that have passed their end date, when the task ended. For example, two months ago.

Note:

Avatars show the profile image of the user referenced in the Salesforce User field of the resource’s contact record, provided you have the required permissions.

Tips:

To select multiple tasks in the task board view, do one of the following:

• Hold down Command (Mac), Ctrl (PC) while selecting the tasks.
• Click and drag your cursor over the tasks you want to select.

Adding a Task

To add a new task:

1. Click . The Create Playbook Task window opens.
2. Enter a playbook task name.
3. Populate the remaining fields. You must search for and select any non-team members you want to assign to a task. Only a list of assigned team members displays in the Resources picklist before searching.
4. Click Save.

Note:

To search team members, enter one character to search the assigned list. To view and assign non-team members to a task, type two or more characters of their name or role into the Resources search box.

Editing a Task

To edit a task, do one of the following:

• Double-click the task you want to edit. When you have completed your changes, click Save.
• Right-click the task you want to edit and click Edit. When you have completed your changes, click Save.

Note:

You cannot update the resource and resource role on tasks that have a PSA resource assigned to them.

Tip:

To change the status of a task, drag-and-drop it to the column of that status you want to change it to.

Flagging a Task

You can flag a task to indicate to all users that a task requires attention. If a task is flagged, a is displayed on the task card on the board.

To flag a task, do one of the following:

• Select the task that you want to flag, then click .
• 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:

• Select the task that you want to remove the flag from, then click .
• 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.

Notes:

• You can add or remove flags from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are flagged and some that aren't, clicking flags them all.
• The button is disabled if you do not have permission to flag a task. Contact your administrator.

Pinning a Task

You can pin a task as a personal reminder that it requires further attention. If a task is pinned, a is displayed on the task card. Pinned tasks automatically sort to the top of the column.

To pin a task:

1. Select the task that you want to pin.
2. Click .

To remove a pin from a task:

1. Select the task that you want to remove the pin from.
2. Click .

Notes:

• You can add or remove pins from multiple tasks at once by selecting all the tasks and clicking . If you select some tasks that are pinned and some that aren't, clicking pins them all.
• Pinned tasks are retained using local storage and will display each time you access the components on the same computer, using the same browser.

Deleting a Task

To delete a task:

1. Select the tasks you want to delete.
2. Click .
3. Click Delete.

Notes:

• The button is disabled if you do not have permissions to delete a playbook task. Contact your administrator.
• You cannot delete playbook tasks that have playbook task assignments with PSA resources assigned to them. For more information, see Playbook Task Assignment Fields.