Using the Project Task Board

The Project Task Board is available on a project record page. Your administrator can also add it to any app page, such as a workspace.

The Project Task Board shows the status of the following by default:

• From a project record page: All project tasks on the current project, taking into account the filter options that are selected from the filter panel.
• From an app page, such as workspace: All project tasks a user owns or is assigned to, and any other project tasks on projects the user manages, taking into account options selected from the filter panel.

For more information on filters, see Filtering Project Tasks.

You can use filters to focus on the tasks you want to view. For more information, see Filtering Project Tasks.

The status values displayed in the column headings (for example, Draft, Planned), reflect the picklist values that are set on the Status field on the Project Task object. Tasks that do not have a status are displayed in a No Status column, which is only displayed if there are tasks without a status. You can drag tasks into or out of this column to change the status as required. For more information, see Changing the Status of a Project Task.

Tip:

If the No Status column is not displayed and you want to remove the status from one of the tasks on the board, you can change the status by editing the task. For more information, see Using the Project Task Board.

To expand and collapse a column, click the arrow in the column heading.

Tasks are regularly updated so that you always see the latest information.

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

• Green: Complete (the task has a status that equates to being Complete, or the Completed checkbox is selected on the project task record).
• Red: Overdue (the task end date has passed).
• Gray: Neither overdue nor complete.

Note:

You need Read permission for the Completed and End Date & Time fields on the Project Task object for the colors to work in this way. If colors are not displayed, contact your administrator.

The following details are displayed on a project task:

• A badge showing the following:

  • For tasks that have not reached their end date, how long before the task is due to end, for example, in six days.
  • For tasks that have passed their end date, when the task ended, for example, two weeks ago.
  • A badge is not displayed if a task does not have an end date.
• Name of the associated project (only displayed if the Project Task Board is on an app page, such as a workspace).
• Name of parent task in the task hierarchy, if applicable.
• Project task name.
• Project task start and end dates.

• Assigned resources' avatars, if available, so you can see at a glance who is assigned to a task:

  • 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.
  • A is shown if there are more assigned resources than can be displayed.
  • If an avatar is not available for an assigned resource or if the resource is an external resource, the resource's initials are displayed.
  • If there is no resource assigned but there is a role assignment, the initials of the role are displayed. For example, if the role is project manager, PM is displayed.
  • If you hover over an avatar or any initials, the relevant resource names or roles are displayed.
  • If there are more associated assignments than can be displayed on the Project Task Board, a message is shown and avatars are not displayed.

Notes:

The Project Task Board respects the time zone set on your Salesforce user, not the time zone set on your operating system. This affects the tasks on the board, the task badges, and the Record Details panel.

Tasks marked as completed more than 10 days ago (based on the actual end date on the task), are not displayed on the board.

If you reorder tasks within a column, the order you specify is only retained temporarily. For example, when you refresh your browser or switch between projects, the tasks revert to the original order. For more information on how tasks are ordered, see Filtering Project Tasks.

Expanding or Contracting the Project Task Board

To expand or contract the Project Task Board:

• Click to expand the board to full view.
• Click to return it to its original size.

Changing the Status of a Project Task

To change the status of an individual task, drag it into the column that represents the new status. Status changes are saved automatically.

To change the status of multiple consecutive tasks at the same time:

1. Drag your mouse pointer over the tasks to highlight them.
2. Drag the tasks into the column that represents the new status on the Project Task Board.

To change the status of multiple non-consecutive tasks at the same time:

1. Click a task to highlight it.
2. Hold down Command (Mac) or Ctrl (PC) on your keyboard and click each task.
3. Drag the tasks into the column that represents the new status on the Project Task Board.

Viewing Record Details

To view more information about a project task without leaving the Project Task Board, do one of the following:

• Double-click the task on the board.
• Select the task and click .

The information is displayed on the Task tab in a Record Details panel. The fields on the Task tab are controlled by your administrator. Any details you don't have permission to view are omitted. For information on updating project task details, see Using the Project Task Board.

To view details of resources that are related to the currently selected task, you can switch from the Task tab to the Resources tab in the Record Details panel. Alternatively, you can double-click a resource's avatar or initials that are displayed on a task to open the Resources tab in the Record Details panel. You can't view details of external resources.

Tip:

If there are multiple resources assigned to a task, you can delete the currently selected resource from the Search Contacts field on the Resources tab, click the Search Contacts field, and select another resource from the list to view their details.

For more information about the Record Details panel, see Viewing Record Details.

Project Task Issues and Risks

Risks

The Risks section is accessible in the Record Details panel by double-clicking a project task. This enables you to view all of the information associated with a project task without navigating away.

You can also add new risks in the Record Details panel by clicking and then New. This opens the Risks window, enabling you to create new risks. You can also link issues to risks and link risks to issues in these windows.

Click and View All to view all of the risks associated with your project tasks.

Issues

The Issues section is accessible in the Record Details panel by double-clicking a project task. This enables you to view all of the information associated with a project task without navigating away.

You can also add new issues in the Record Details panel by clicking and then New. This opens the Issues window, enabling you to create new issues. You can also link issues to risks and link risks to issues in these windows.

Click and View All to view all of the issues associated with your project tasks.

Editing a Project Task

To edit a selected project task, do one of the following:

• Double-click the task to view the Task tab in the Record Details panel and click Edit.
• Click to view the Task tab in the Record Details panel and click Edit.
• Use the context menu by right-clicking a task and click Edit.
• Click on the the project task and click Edit.

Note:

If this function is not available, contact your administrator.

Selecting Edit from the Record Details panel opens the Edit Task window. From this window, you can view and edit the information associated with your project task.

You can also add notes to your project task from the Edit Task window. The notes field utilizes rich text, enabling you to add formatting to your notes.

Note:

It is possible to customize the fields displayed in the Edit Task window. Contact your administrator for more information. For more information on the default fields, see Project Task Board Lightning Component Fields.

The Record Details panel stays open until you close it, which means you can click through other tasks on the board to quickly edit information about them. To hide the Record Details panel, click on the panel or click again.

Managing Resources on Project Tasks

To add, update, or delete resources assigned to project tasks, do one of the following:

• Right-click anywhere in the relevant project task row and select Manage Resources.
• Select the project task and then click Manage Resources.

The Manage Resources on a Project Task window opens, which displays the resources that are already assigned to the project task. You can:

• Update the Allocation Hours field for the hours that the resource has been allocated to the project task. When you update this field, the total allocation hours for the resources are updated in the Updated Estimate Hours summary card. when you click outside the field or press Enter. When you click Apply, the Estimated Hours summary card is updated to equal the value in the Updated Estimated Hours card.
• Delete a resource's assignment to the project task by selecting the resource and clicking .
• Add an additional project task assignment row to a project task by clicking .
• Assign resources to a project task.
• Assign other resources that are active and have an assignment on the project.
• View additional resource record details by selecting the resource and clicking .
• View the assignment or resource request associated with a project task assignment in the Assignment or Resource Request field.

Adding a Blank Project Task Assignment Row

You can click in the Manage Resources on a Project Task window to add an additional project task assignment row to your project task.

When adding a new row when using the Equal Split allocation mode, the Allocation Hours and Allocation Percentage fields are automatically populated according to the allocation split. When adding new rows using the Hours and Percentage allocation modes, the Allocation Hours and Allocation Percentage fields remain blank.

Assigning Resources to a Project Task

To assign resources that are active and have an assignment on the project to a project task:

1. Click Manage Resources. The Manage Resources on a Project Task window opens.
2. Click Assign Resources. The Assign Resources to Project Task window opens.
3. [Optional] Use the Search field to search for resources in the list. Enter a minimum of three characters, and then press Enter.
4. Select resources, roles, or external resources, and then click Assign. The resources are displayed in the Assign Resources to Project Task window.
5. Click Assign. You return to the Manage Resources on a Project Task window.
6. Click Apply. You return to the project record.
7. Click Save.

Changing Resources

When assigned resources are changed in the Manage Resources on a Project Task window, the Start and End Date fields are updated accordingly. The new Start and End Date field values are calculated from one of the following fields:

• Assignment or Resource Request
• Preferred Schedule

You can also update the Resource Name and Resource Role fields in the Manage Resources on a Project Task window. To do this, select the field and select from the list of resource roles or resources as required.

Notes:

Saving changed resource requests stores the information differently, depending on where the Manage Resources window is opened from:

• When opened from Project Task Board, saving a changed resource request saves the resource request on the project task assignment.
• When opened from Gantt, applying a changed resource request saves in Gantt. Clicking Save in Gantt then saves the resource request to the project task assignment.

Managing Allocation Modes

You can view and manage allocation modes in Gantt by selecting a project task and clicking Manage Resources. In the Manage Resources window, you can select from the following allocation modes when assigning a resource to project tasks:

• Hours
• Percentage
• Equal Split

The Hours allocation mode enables your org to automatically calculate the percentage, from the allocated hours entered for a resource.

The Percentage allocation mode enables your org to automatically calculate the allocated hours, from the percentage entered for a resource.

The Equal Split allocation mode enables your org to automatically divide the estimated hours and corresponding percentage of a project task equally among resources.

You can also save your selected allocation modes, ensuring they are retained between sessions. To save, click Apply in the Manage Resources window after amending then Save in Gantt on a project record.

Notes:

The following validations occur on Gantt on a project record:

• Allocation Hours fields must have a value entered.
• Allocation Percentage fields must have a value entered, and equal 100%.

The estimated hours value is not recalculated upon closing or applying changes in the Manage Resources window.

Viewing Resource Record Details

To view more information about a resource record from the Manage Resources on a Project Task window:

1. Select one resource record from the list and click . The Resource Details panel opens.

2. [Optional] Click on in the respective section to view additional information about the selected record. The following sections are displayed:

   1. Details: Displays region, practice, and group information.
   2. Assignment History: Displays historical information related to assignments allocated with their respective accounts, start, and end dates.
   3. Availability: Displays an availability calendar with assigned and available hours.
   4. Resource Schedule: Displays the schedule of the selected resource, including total available hours, total assigned hours, and scheduled assignments.
3. To hide the Record Details panel, click Close on the panel or click again.

Searching for a Project Task

To search for a project task using the Search field in the toolbar, start typing characters from anywhere in the project task name. PSA searches the tasks loaded into the Project Task Board and narrows down the search results as you type. If you can't find a project task, check your filters as they might be filtering out the task you are looking for.

Notes:

A maximum of 1,000 tasks can be displayed on the Project Task Board so some tasks might not be found. If more than 1,000 tasks are displayed, use the filters to reduce the number of tasks before searching.

Tasks marked as completed more than 10 days ago (based on the actual end date on the task), are not displayed on the board.

Filtering Project Tasks

You can use the filter panel to focus on the project tasks you want to view:

1. Click to open the filter panel. If you have a default filter set, the Saved Filters option display that, and the filter field values are set accordingly. If you do not have a default filter set, the Saved Filters is empty, and no values are set in the filter fields.
2. [Optional] Enter a date range using the Start Date and End Date fields. Project tasks whose start or end date overlaps with the selected date range are displayed. To include tasks without a date range, leave these fields blank.
3. [Optional] Specify the filters you want to apply to the project tasks displayed on the Project Task Board. For information on the options available, see Filter Fields.
4. Click Apply.
5. [Optional] Click Reset to revert to the default filter values
6. [Optional] Click to close the filter panel.

The following rules apply:

• A maximum of 1,000 tasks are displayed and there can be up to 3,000 associated assignments. If there are more tasks or more associated assignments than can be displayed, change the filters to focus on the tasks you want to view.
• The project tasks in each column are sorted by start date. Tasks without a start date or an end date are placed last.
• If multiple records have the same start date and time, PSA sorts them using the Order field.
• Tasks with no start date and no end date are omitted if you are filtering by start date or end date.
• When using the Project Task Board from an app page, such as a workspace, if you have deleted the start date from the filter panel, all tasks with a start date before the specified end date are displayed. If you have deleted the end date, all tasks with an end date after the specified start date are displayed.
• To filter project tasks based on the Record Type field, ensure that the record type is created for the Project Task object. Additionally, you need to create a field set and add record type field to it. After this, the record type is visible on the filter panel.
• If a filter set is saved as the default for a specific project record, it is automatically applied whenever the Project Task Board is loaded.

Note:

The Project tasks are only filtered if any field in the filter set has the relevant permission assigned.

The following project task assignment fields are always displayed on the filter panel by default:

• External Resource
• Project Task Name
• Resource
• Resource Role

For more information on the filter panel, see Project Task Board Lightning Component Fields.

Note:

If the Start Date and End Date fields are not visible in the filter panel, contact your administrator as it means you do not have the appropriate permissions.

The Apply, Clear, and Reset buttons are displayed dynamically as you take actions in the filter panel. The following are the scenarios that determine how these filter buttons function:

• When the filter panel is empty, no header buttons are displayed.
• When you edit filter values, the Apply and Clear buttons display.
• After you apply changes to the filters, only the Clear button display.
• The Apply and Clear buttons display when a non-default filter set is selected under saved filters.
• When a default filter set is selected under saved filters, only the Clear button display.
• When you select a default filter set and edit more filter values, the Apply, Clear, and Reset buttons display.

Saving Filter Sets

To save your filter selections in a new filter set:

1. Select the required filters.
2. Click Save As in the filter panel menu.
3. Enter a name for your filter set.
4. Select the required sharing settings for your filter set.
5. Click Save.

You can also click Save in the filter panel menu to save filter selections to an existing filter set.

Your filter set is saved and displayed in the Saved Filters drop-down list in the filter panel. To set the default of your saved filter, click and select Set as Default.

On the Project Task Board Workspace, values are automatically populated for the Task Starting After, Task Ending Before, and Task Involvement fields. These filter field values take priority over the saved filter set. However, if the saved filter set is designated as default, then the default saved filter set takes priority over the fixed filter values.

Sharing settings can be set individually for each saved filter set. When saving or editing, select one of the following options:

• Only I can see this filter, making it a private filter set.
• All users can see this filter, making it a public filter set.

When you open the Saved Filters option, all filter sets are displayed under the Public or Private category, based on their sharing settings. When filter sets are set to Only I can see this filter, other users cannot edit, delete, share, or save your filter sets. These options are hidden from other users.

To remove the default state from your filter set, click and select Remove Default.

Editing Filter Sets

To edit your filter sets in the filter panel:

1. Select your required filter set from the Saved Filters drop-down list.
2. Click , and then click Edit.
3. [Optional] Rename your filter set and click Save.
4. Edit the selected filters in the filter panel, as required.
5. Click , and then click Save.

Your filter set is updated.

Deleting Filter Sets

To delete a saved filter in the filter panel:

1. Select your required filter selection from the Saved Filters drop-down list.
2. Click , and then click Delete.
3. Click Delete to confirm.

The subtitle text for the Project Task Board also updates according to the filters applied.

Setting Preferences

Using the Preferences panel, you can configure how tasks are displayed in the Project Task Board, enabling you to view them in the format that best suits you.

1. Click to open the Preferences panel.

2. [Optional] Select a field from the Group By drop-down. The tasks on the Project Task Board are displayed in swimlanes for the selected value:

   • Milestone: The tasks associated with a milestone are grouped under the section with the name of that milestone and tasks without milestones are grouped under the section with the section name Task Without Milestones.
   • Project: The tasks are grouped for all the projects in the swimlanes. The tasks associated with a project are grouped under the section with the name of that project. This option is only available when you are on a workspace app page.
   • Timeline: The tasks are ordered according to their end dates.
   • Priority: The tasks with priority are grouped in sections as P1, P2, P3, P4, and P5, and tasks without priority are grouped in Task Without Priority swimlanes.
3. [Optional] Select the fields that correspond to the columns you want to hide from the Hide Columns drop-down.
4. Click Apply.
5. [Optional] To reset the selected filters to their default values, click Reset.
6. Click to close the Preferences panel.

Note:

When you select your preferences and click the Apply button, your preferences are saved in the local storage until you click the Reset button to return to the default value or change the value and click the Apply button again. When you click the Reset button, the Group By and Hide Column drop-downs are set to ––None––, and local storage is cleared. The Apply and Reset button are hidden in this state and displayed only when new values are selected.