Using the Task Portfolio

The Task Portfolio 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 Task Manager component. For more information, see Playbook Task Field Sets.

Note:

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

Tips:

When assigning team members to a task, you can search by name or role. You can hover over the team member cell to view a list of all assigned team members.

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

Viewing, Editing, and Deleting Tasks

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

To filter the tasks that are displayed, click .

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

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 tasks when using the Task Portfolio with a record type of Master.

Filtering Tasks

Filters enable you to focus the tasks displayed in the Task Portfolio 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. If no date range is specified, the default date range of one month before and after today's date is applied.
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 accounts, playbooks, and team members you want to filter by.
5. Click Apply. Applied filters automatically filter results displayed in the Task Portfolio Calendar.
6. [Optional] To reset the selected filters to their default values, click Reset.
7. 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.

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 the Enter a task name... cell at the bottom of the table in the Playbook Task Name column, then search for or select a playbook from the drop-down list.
   • 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. Only a list of assigned resources displays in the Team Members picklist before searching.

Notes:

If the project has a start date, the task's start date must be on or after the project's start date. Similarly, the task's end date must be before or on the project's end date. When the task start date is the same as the project end date, the task end date defaults to the project 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 Team Members search box.

An email is sent to the selected team members, notifying them that they have been assigned to a task.

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.

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

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.

Pinning is not available when using CS Cloud components in PSA.

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 sorting filter.

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