Using the Playbook Task Portfolio Grid

The Playbook Task Portfolio Grid enables you to view and edit playbook tasks, as well as create new playbook tasks.

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

Note:

Playbook templates and their associated tasks are not displayed in the Playbook Task Portfolio Grid.

Tips:

• When assigning resources to a task, you can search by name or role.
• You can hover over the resource cell to view a list of all assigned resources. PSA resources assigned to tasks are suffixed with (PSA) in the list.
• To select multiple tasks, hold down Command (Mac), Ctrl (PC) while selecting the tasks.
• You can search by name to refine the playbooks displayed in the Playbook picklist.
• You can right-click a column header to display grouping and sorting actions, and drag the headers to resize the columns. Your sorting selections and column sizes are retained when accessing the Playbook Task Portfolio on the same browser, from the same device.

Viewing, Editing, and Deleting Tasks

To refresh the data displayed in the Playbook Task Portfolio Grid, click .

To filter the tasks that are displayed, click .

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

You can update multiple cell values in the same column using the Update Selected Items window. This enables you to easily update multiple playbook task dates, statuses, and associated playbooks. This also provides you with the ability to mark multiple playbook tasks as Complete with a single action.

To edit multiple tasks at once:

1. Select all of the tasks you want to update the information for.
2. Double-click the relevant cell to edit it.
3. Select the Update Selected Items checkbox.
4. Click Apply.

Notes:

• You cannot update the resource and resource role on tasks that have a PSA resource assigned to them.
• When updating multiple playbook task dates, the date selector only displays valid dates for the playbook task you are selecting the dates on. If the dates are invalid for other playbook tasks, an error displays on the cell of the invalid date.
• When selecting a playbook to associate with a playbook task, the Account field automatically updates to the account associated with the playbook. This occurs when the account on the selected playbook differs from the one on the playbook task.
• Name, Date/Time, Multi-Select Picklist, and Long Text fields that are not already displayed in the components by default are not supported when updating multiple tasks.
• You can update up to 1000 rows at once when using the Update Selected Items window.

To delete a task from a playbook:

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

Notes:

• When you click , the last selected sort criteria is applied.
• Only tasks associated with active playbooks display.
• 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.

Filtering Tasks

Filters enable you to focus the tasks displayed in the Playbook Task Portfolio Grid so that only the tasks you want to view are displayed.

To filter the data:

1. Click 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 to hide the Filters panel.

Notes:

• If you click , the filters remain applied.
• 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.
• When no previous filters have been applied, the CS Cloud Resource field defaults to the current logged in user.
• 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. 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 and search for or select a playbook.
   • Click to add a new task row to the top of the grid. A new task row appears. Enter a playbook task name and search for or select a playbook.
2. [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, but you cannot assign a PSA resource to a task. Only a list of team members displays in the Resources picklist before searching.

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.

Flagging and Pinning Tasks

Flagging Tasks

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 .

Pinning Tasks

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:

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