Using the Calendars

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

Notes:

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.

When using the 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 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.

Viewing, Editing, and Deleting Tasks

To refresh the data displayed, click .

To filter the tasks that are displayed in the Task Portfolio Calendar, click .

To refine the tasks displayed:

• In the Task Team Calendar, select the relevant team member below the date picker to display only their tasks.
• In the 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:

1. Right-click the task you want to delete and click Delete.
2. Click Delete.

Notes:

You cannot delete tasks when using the Task Portfolio Calendar with a record type of Master.

Only tasks associated with active playbooks display in the Task Portfolio Calendar.

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 Task Portfolio Calendar.

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. If no date range is specified, the default date range of one month before and after today's date is applied.
3. [Optional] Search for and select the accounts, playbooks, and team members you want to filter by.
4. Click Apply. Applied filters automatically filter results displayed in the Task Portfolio.
5. [Optional] To reset the selected filters to their default values, click Reset.
6. Click to hide the Filters panel.

Notes:

If you click , the filters remain applied.

When using the 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.

Your last selected filter criteria displays when you access the component on the same computer, using the same browser.

The last applied filters automatically display on the Task Portfolio Calendar and Task Portfolio.

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 only select a start or end date, the remaining date field defaults to the most appropriate date range.

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:
• 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:
• If using the 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 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 assigned resources displays in the Team Members picklist before searching.
4. Click Save. An email alert is sent to the selected team members, notifying them that they have been assigned to a task.
   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 Team Members search box.

   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.

   When using the Task Portfolio Calendar on the Account page, only the playbooks associated to that account will be available to select during task creation.

   You cannot add tasks when using the Task Portfolio Calendar with a record type of Master.

Flagging Tasks

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