Using the Calendars

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

Note: When using the Playbook Task Portfolio Calendar on an Account page, the calendar only displays the tasks and playbooks associated with the account you are currently viewing.
Tip:

When assigning resources 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.

To view tasks within the agenda view by day, week, month, or year, click .

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 Management 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.

Viewing, Editing, and Deleting Tasks

To refresh the data displayed, click Reload.

To filter the tasks that are displayed in the Playbook Task Portfolio Calendar, click Open filters panel.

If a task has been pinned as a personal reminder that it requires further attention, the pin icon displays on the task.

To refine the tasks displayed:

  • In the Playbook Task Team Calendar, select the relevant resource below the date picker to display only their tasks.
  • In the Playbook Task Portfolio Calendar, select the relevant playbook below the date picker to display only that playbook's tasks.

To edit a task:

  1. Double-click the task you want to edit.
  2. Update the information. Then, click Save.

To delete a task, do one of the following:

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

  • Only tasks associated with active playbooks display in the Playbook Task Portfolio Calendar.
  • The Delete tasks 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.
  • Pinned tasks are retained using local storage and display each time you access the components on the same computer, using the same browser.
  • 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 calendars. 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 calendars.

Filtering Tasks

Filters enable you to focus the tasks displayed in the calendar so that only the tasks you want to view are displayed. Filtering is only available in the Playbook Task Portfolio Calendar.

To filter the data:

  1. Click Open filters panel to show the Filters panel.
  2. [Optional] Select a start and end date for the date range you want to filter by. Tasks that are active during any time of the date range selected display. The default date range is auto-populated to one month before and after today's date.
  3. [Optional] To include tasks that have no start and end date, select Include Tasks With No Start and End Date.
  4. [Optional] Search for and select the playbook owners you want to filter by. This is automatically populated with the current logged in user when there are no filters to apply from local storage. When you click Reset, the field is also populated with the current logged in user.
  5. [Optional] Search for and select the accounts, CS Cloud resources, playbooks, and resource pools you want to filter by.
  6. [Optional] Select the task status you want to filter by.
  7. [Optional] Specify if you want to filter by tasks marked as flagged. You can select No Preference to filter by all tasks regardless of their flagged status.
  8. Click Apply.
  9. [Optional] To reset the selected filters to their default values, click Reset.
  10. Click Close filters panel to close the Filters panel.
Notes:

  • If you click Reload, the filters remain applied.
  • When using the Playbook Task Portfolio Calendar on the account page, filtering is not available.
  • You can filter by account and playbook to reduce the number of playbooks available for selection when creating tasks.
  • When no filter set is selected as the default, your last selected filter criteria displays when you access the component on the same computer, using the same browser.
  • Tasks that have a start date before or within the selected date range, but no end date display. Similarly, tasks that have an end date that is after or within the selected date range display.
  • If you don’t have the appropriate permissions to the fields in the filter panel, you will not see the corresponding field. Contact your administrator.

Adding Tasks

To add a new task:

  1. Click Add Task. The Create Playbook Task window opens.
  2. Do one of the following:
    • If using the Playbook Task Portfolio Calendar, select a playbook and enter a name for the task. The selected playbook determines the date range for the start and end dates of a task.
    • If using the Playbook Task Team Calendar, enter a name for the task. The available date range for the task start and end dates is determined by the playbook record page you are currently viewing.
  3. [Optional] Populate the remaining fields with the task information. If you leave a field blank, its default value is applied when available. You must search for and select any non-team members you want to assign to a task. Only a list of team members displays in the Resources picklist before searching.
  4. Click Save.
    Notes:
    • 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.
    • On the Playbook Task Team Calendar, resources assigned to a task display in Team Members and Non-Team Members sections in the Resources picklist.
    • If you are using the Playbook Task Portfolio Calendar, the Playbook field is also displayed.
    • When using the Playbook Task Portfolio Calendar on the account page, only the playbooks associated with that account will be available to select during task creation.

Flagging Tasks

You can flag a task to indicate to all users that a task requires attention. A flag displays on 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:

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

The Flag tasks button is disabled if you do not have permissions to flag a task. Contact your administrator.