• The title bar tells you where you are in AceProject. At the end of the title bar you will find links to the contextual help, to add a new task, to open or close an IN/OUT work item, to move/copy a task, and to a printer-friendly version of the page. 
• The Task tab displays the main task information of the actual task. The information is organized in seven groups: General, Assignment, Project, Progress, Configuration, Dates, and Review.
  • Fields in bold with an asterisk* are mandatory.
  • Fields with editable properties have a property icon next to them ( ). Click the icon to reach the "Edit Project Information" page and make changes to the project parameters. Only administrators and project managers can see this icon.
  • The "General" group contains basic information about the task.
    • Task numbers may be integers or decimal numbers. You can use decimals to simulate dependencies between tasks, or to simulate sub-tasks.
    • The "Estimated hours" field lets you enter the planned length of time required to complete the task.
    • The "Summary" field lets you enter a name for the actual task.
    • The "Details" text box lets you enter a comprehensive description of the task to perform. An unlimited number of characters can be typed in this field.
      • A rich text editor lets you format your text with bold, italic or hyperlinks, among other options.
  • The "Assignment" group displays the user(s) who will perform the task.
    • Several users can be assigned to the same task.
    • You can change the assigned user(s) at any time by clicking on the "Assignment" tab.
    • Depending on their access rights, the assigned user(s) can enter comments about the task and its progress.
      • An unlimited number of characters can be entered in this field.
      • These comments are automatically transferred to the Comment Thread group.
      • A rich text editor lets you format your text with bold, italic or hyperlinks, among other options.
  • The Review group concerns the user(s) who will evaluate the task to make sure it has been completed correctly.
    • Several reviewers can be assigned to the task.
    • You can change the reviewer(s) at any time by clicking on the "Assignment" tab.
    • Depending on their access rights, the reviewer(s) can enter comments about the task and its progress.
      • An unlimited number of characters can be typed in this field.
      • These comments are automatically transferred to the Comment Thread group.
      • A rich text editor lets you format your text with bold, italic or hyperlinks, among other options.
  • The Comment Thread group displays all "Assigned's Comments" and "Reviewer's Comments", in a discussion format.
    • By default, comments are in reverse chronological order, meaning the most recent change is at the top of the list.
    • Comments can be sorted by clicking the column headers.
    • Comments can be deleted by project managers and administrators. To do so, click the following icon: .
  • The Project group displays the project name and number the task belongs to.
  • The "Progress" group is used to provide users with the progress information related to the actual task.
    • The "Status" drop-down lets you associate a status with the actual task. For example, a task can be "To Do", "In Progress" or "Completed".
      • Task statuses are separated by status type in the drop-down, for easier search.
    • The "% Done" field lets you know the percentage of completion of the actual task.
    • The "Actual Hours" field lets you know the total number of hours that have been entered by users who are assigned to the actual task, through the time sheet module. Actual hours correspond to the number of hours filled in time sheets for that task. This only includes work items with an "In progress", "Submitted" and "Approved" status. Rejected time is not included in the computation.
      • Click the "+" icon to add hours to your time sheet, for this task.
        • If you created the current week already, and a work item for this task, AceProject will automatically open the work item in the current week and will let you edit it. Then, you will be able to enter the hours you spent on the task manually.
        • If you created the current week already, but have not created a work item for this task, AceProject will automatically create a new work item for this task. Then, you will be able to enter the hours you spent on the task manually.
        • If you have not created the current week, AceProject will automatically bring you to the "Add a New Week" page. Then, you will be able to create the current week manually.
    • The "Actual % Done" field lets you know the quotient of actual hours divided by estimated hours.
  • The "Configuration" group is used to identify the actual task within the project, with the following parameters:
    • The "Group" drop-down lets you choose a "Task Group" for the actual task. "Task Groups" are used to divide a project in several parts or sections for easier management. A group can be a sub-project, a sub-product, a module, a phase, etc.
    • The "Type" drop-down lets you choose a "Task Type" for the actual task. "Task Types" are used to create task categories, for easier management. A task type can be an improvement, correction, modification, addition, issue, bug, etc.
    • The "Priority" drop-down lets you choose a "Task Priority" for the actual task. "Task Priorities" are used to define the level of urgency of the task.
      
  • The "Dates" group contains the task's start date, due-date, last update date and the task's creation date.
    • Click on their respective button to change the Start and Due dates.
    • The Start and Due dates must be within the beginning and end dates of the project.
    • The Last Update field reflects the last change made to any field in the task, including file attachments (new and deleted files) and user assignments (new and removed assignments).
  • To save your changes:
    • If you are editing an existing task:
      • Check the "Do not send email notification" box to avoid sending an email if the update does not warrant it.
      • Click the "Update" button to save your changes or click the down arrow to expand a drop-down list that will let you perform the following actions:
        • "Update + Assign Users" lets you save your changes and reach the "Assignment" tab.
        • "Update + Attach Files" lets you save your changes and reach the "File Attachment(s)" tab.
        • "Update + Set Dependencies" lets you save your changes and reach the "Dependencies" tab.
        • "Update + View History" lets you save your changes and reach the "History Trail" tab.
        • "Update + Go to Previous Task" lets you save your changes and open the previous task in the list.
        • "Update + Go to Next Task" lets you save your changes and open the next task in the list.
      • Click the "Delete" button to remove the task from the project. This operation will also delete all its dependencies on other tasks as well as its file attachments.
      • Click the "Back" button to return to the task list without saving anything. 
    • If you are adding a new task:
      • Click the "Save" button to save the task without assigning anyone to it or click the down arrow to expand a drop-down list that will let you perform the following actions:
        • "Save + Assign Users" lets you save the task and reach the "Assignment" tab.
        • "Save + Attach Files" lets you save the task and reach the "File Attachment(s)" tab.
        • "Save + Set Dependencies" lets you save the task and reach the "Dependencies" tab.
        • "Save + View History" lets you save the task and reach the "History Trail" tab.
• Click the "Back" button to return to the task list without saving anything. 
• Note that a task cannot be added to a completed project.
• The Assignment tab shows the list of users who are assigned to or reviewers on the task.
• The File Attachments tab shows all files that are attached to this task. Attachments can be documents, screen captures or any other file format.
• The Dependencies tab displays all relationships between this task and other tasks in that project.
• The History Trail tab displays all changes that have been performed on the task since it's been created.
• • The Prev. Task link lets you open the previous task in the report.
  • The Next Task link lets you open the next task in the report.

Why can't I modify all the fields in my task?
There are two situations where you may see a read-only task page:

• Your access rights may prevent you from performing any or some changes in a task. Ask your project manager or administrator to increase your access rights. Click here for more information about access rights.
• The task you are trying to change is closed. This means you cannot make changes to it unless it is reopen. To reopen a closed task:
  • Go to the Completed Tasks page.
  • Check the task.
  • Choose its new status from the drop-down list in the task status bar at the bottom of the table.

How is the task number generated?
The task number is auto-generated, but you can enter a different number if you wish. Each project has a parameter that indicates the next task's number. This number appears in the "Next Task Number" field. This number is incremented automatically upon each new task. Only the administrator and the project manager can modify the "Next Task Number". 

How do I save a task?
To save a task, click the "Save" button to save the task without assigning anyone to it or click the down arrow to expand a drop-down list that will let you perform the following actions:

• "Save + Assign Users" lets you save the task and reach the "Assignment" tab.
• "Save + Attach Files" lets you save the task and reach the "File Attachment(s)" tab.
• "Save + Set Dependencies" lets you save the task and reach the "Dependencies" tab.
• "Save + View History" lets you save the task and reach the "History Trail" tab.

How do I delete a task?
To delete a task, click on the "Delete" button. This operation will also delete all its dependencies on other tasks as well as its file attachments. Note that all time sheets that are associated with the task must be deleted in order to be able to delete the task itself.

How do I cancel changes to a task?
To cancel changes to a task that were made prior to saving it, click on the "Back" button. You will be redirected to the Tasks page and your changes will not be saved. 

What is % Done?
The % Done indicates its percentage of completion. During the completion stage, the users modify this parameter to reflect how much work has been done. 

What is actual % done?
The % done is based upon the division of actual hours by estimated hours. The % done can be higher than 100% if the total of actual hours is higher than estimated hours.

What is estimated hours?
This field indicates the estimated number of hours the assigned users will need to complete the task. 

What is actual hours?
Actual hours correspond to the number of hours filled in the time sheets for that task. This only includes work items with an "In progress", "Submitted" and "Approved" status. Rejected time is not included in the computation.

AceProject won't let me set the task's dates.
AceProject checks the task's dates against the project's start and end dates. If you set a task's dates outside of that scope, AceProject will give you an error message and let you know the earliest or latest date available for the project.

How do I attach a file?
Click on the File Attachments tab.  You must have the proper access rights to be able to modify a task.  For more information about file attachments, click here.

How can I print a task?
To open a printer-friendly version of a task, click on the "Printer Version" link on top right of the main window.

Why can't I save my changes to a task? I'm getting a "This task has just been modified by another user" error message.
Sometimes, 2 users open the same task at the same time and attempt to make changes to it simultaneously. The system will only accept the first save and tell the second user that the task has been modified by another user. To make your changes, simply close the task and open it again, then make your changes and save them.