Tag: OWork

  • Reporting FAQ

    How do I start creating a report?

    To create a new report, navigate to the Reports Area and click “Add New Report.” You’ll be guided through defining your report’s scope, selecting fields, and optionally adding visualizations.

    What types of reports can I create?

    You can create:

    • General Reports: Flexible reports across various task types.
    • Task Type Reports: Focused reports on specific task types.
    • System Time Log Reports: Reports based on user-logged working hours on tasks.

    Can I select which fields appear in a report?

    Yes. During report creation, you can customize which fields (e.g., Task Title, Owner, Status) appear in your report output.

    What visualization types are available for reports?

    You can use Table, List, Card, Bar Chart, Line Chart, Area Chart, and Pie Chart. Each visualization fits different types of data analysis.

    How do I add a visualization to my report?

    After generating your report data, click “Add Visualization,” select a type, map the required fields, customize it, and save.

    What fields are needed for different visualizations?

    • Bar/Pie Charts: Category Field + Value Field
    • Line/Area Charts: Date Field + Value Field
    • List: Title Field (+ optional description)
    • Card: Title Field (+ optional metric)

    Can I edit or update a report after creating it?

    Yes, you can edit fields, filters, and visualizations of existing reports at any time.

    How does the System Time Log Report work?

    It tracks users’ manually or automatically logged working times on tasks, capturing start and end times, and total hours worked.

    Can I filter the time logs by user, date, or project?

    Yes. Filters are available for user, date range, tasks, and projects in the System Time Log Report.

    Is the System Time Log automatically tracked?

    Tracking can be manual (user logs time) or automatic depending on system settings. Accurate logging ensures better reporting.

    How do I export reports or time logs?

    Reports and time logs can be exported in CSV or Excel formats for further analysis or external reporting.

    Can reports and visualizations be shared with others?

    Yes. Reports can be shared internally if permissions allow or exported for external sharing.

    What should I do if a report doesn’t show the expected results?

    Review your selected fields, filters, and report scope. Adjust and regenerate the report if needed.

    Can I save a report as a reusable template?

    Currently, reports are built manually, but cloning features may allow duplicating existing structures for quick setup.

    How often is report data updated?

    Reports reflect real-time or near-real-time data. Refresh your reports to capture the latest updates.

  • Task Filter FAQ

    General Information

    What is Task Filtering?

    Task filtering allows you to narrow down and find specific tasks based on various criteria such as assignee, organizational unit, priority, and due date. This helps you focus on the tasks that matter most to you and your team.

    Why should I use filters?

    Filters help you:

    • Find relevant tasks quickly
    • Focus on high-priority items
    • Monitor tasks within specific departments
    • Track assignments for team members
    • Manage your workload based on timeframes

    Basic Filtering

    How do I filter tasks?

    1. Look for the filter controls above the Task Board
    2. Click on any of the filter icons (Unit, Person, Date Range, Priority)
    3. Select your desired filter criteria from the dropdown menu
    4. The Task Board will automatically update to show only tasks matching your filters

    What search options are available?

    You can use the search bar to quickly find tasks by:

    • Task title
    • Task description
    • Task keywords
    • Other relevant task content

    Just type your search term in the search box with the magnifying glass icon.

    How do I filter by organizational unit?

    1. Click the Unit filter button (building icon)
    2. Select a unit from the dropdown list
    3. The task board will update to show only tasks associated with that unit

    How do I filter by person/assignee?

    1. Click the Person filter button (user icon)
    2. Select a team member from the dropdown list
    3. The task board will update to show only tasks assigned to that person

    How do I filter by date range?

    1. Click the Date Range filter button (calendar icon)
    2. Choose from preset options:
      • Today
      • This Week
      • This Month
      • Custom Range
    3. If you select Custom Range, you can specify exact start and end dates
    4. The task board will update to show tasks within that date range

    How do I filter by priority?

    1. Click the Priority filter button (funnel icon)
    2. Select from available priority levels:
      • Low
      • Medium
      • High
      • Critical
    3. The task board will update to show only tasks with the selected priority

    Can I combine multiple filters?

    Yes, you can apply multiple filters simultaneously to narrow down tasks even further. For example, you could show all high-priority tasks assigned to a specific person that are due this week.

    How do I know how many filters are active?

    The filter bar displays a counter showing the number of active filters. For example, “3 active” means you have three different filter criteria currently applied.

    How do I clear filters?

    To remove individual filters:

    1. Click on the filter button again
    2. Select the “All Units”, “All Persons”, or blank option to clear that specific filter

    Advanced Features

    Can I filter by organizational hierarchy?

    Yes, when you filter by organizational unit, you’re filtering based on your organization’s structure. This allows you to focus on tasks specifically assigned to different departments or teams.

    How does person filtering work with unit filtering?

    When you select an organizational unit first, the person filter will automatically update to show only people within that unit. This makes it easier to filter for specific individuals within a department.

    Can I see who’s assigned the most tasks?

    Yes, by using the person filter, you can select different team members to see how many tasks are assigned to each person, helping with workload management.

    Does the filter affect all users?

    No, filters are applied only to your view of the task board. Other users can apply their own filters without affecting your view.

    Troubleshooting

    No tasks are showing up after applying filters

    1. Check if your filters might be too restrictive
    2. Try clearing individual filters one by one to determine which one is limiting your results
    3. Verify you have permission to view the tasks you’re filtering for
    4. Ensure tasks exist that match your combined filter criteria

    The person dropdown is empty

    1. First select an organizational unit
    2. The person dropdown will populate with members of that unit
    3. If it remains empty, the selected unit may not have any active members

    The filters don’t seem to be working correctly

    1. Refresh your browser page
    2. Clear all filters and try applying them again
    3. Check your network connection
    4. Ensure you’re logged in with the proper permissions

    I can’t see certain organizational units

    1. Units displayed are based on your permissions and role
    2. You may only see units you’re a member of or have access to
    3. Contact your system administrator if you need access to additional units

    Best Practices

    How should I use filters efficiently?

    1. Start with broader filters before narrowing down
    2. Use the search function for specific task details
    3. Apply organizational unit filters before person filters
    4. Use date filters to focus on immediate priorities
    5. Monitor high-priority items across different team members

    When should I use date filters?

    Date filters are particularly useful for:

    1. Planning your daily or weekly workload
    2. Preparing for upcoming deadlines
    3. Reviewing tasks completed within a specific timeframe
    4. Identifying patterns in task scheduling and completion

  • Task Calendar FAQ

    General Information

    What is the Task Calendar?

    The Task Calendar is a timeline view that displays your tasks across dates, showing when tasks start and when they’re due. It provides a visual way to see task durations, deadlines, and scheduling at a glance, helping you understand your workload over time.

    When should I use the Calendar view?

    Use the Calendar view when you need to:

    • Visualize task timelines and deadlines
    • Plan work across days, weeks, or months
    • Identify scheduling conflicts or busy periods
    • Track task progress over time
    • Get a time-based perspective on your workload

    Basic Usage

    How do I navigate the calendar?

    1. Use the left and right arrow buttons in the top left to scroll through time periods
    2. The calendar will automatically navigate to the next time period based on your current view (day, week, month, or task range)
    3. The visible date range is displayed as a date pill between the navigation arrows
    4. Click on the time view buttons (Today, Week, Month, Tasks) to quickly jump to different time perspectives

    What are the different calendar views?

    The calendar offers four different time perspectives:

    1. Today – A focused view of just the current day’s tasks
    2. Week – Shows a 7-day week view with tasks spread across the days
    3. Month – Displays the full month with tasks positioned on their respective days
    4. Tasks – Automatically centers the view on the date range of your tasks

    How do I read the task timeline?

    1. Each task appears as a horizontal bar on the calendar
    2. The left edge of the bar represents the start date
    3. The right edge represents the due date
    4. The width of the bar shows the duration of the task
    5. Color-coding indicates task status (see below)
    6. Hover over a task to see additional details like days remaining or days overdue

    How do I view task details?

    1. Click on any task bar to open a detailed task panel on the right side
    2. The task panel shows comprehensive information about the task:
      • Name and description
      • Start and due dates
      • Status and priority
      • Completion percentage
      • Assigned personnel
      • Tags
    3. From the task panel, you can:
      • View all task details
      • Click “View Details” to navigate to the full task page
      • Click “Close” to return to the calendar

    What do the different task colors mean?

    • Red section: Overdue portions of tasks
    • Dark background with progress indicator: In-progress tasks
    • Gray background: Completed tasks

    How can I identify today’s date?

    1. Today’s date is highlighted with a blue background in the date header
    2. A vertical “Today” line appears on the calendar at today’s date
    3. A “Today” pill appears below today’s date in the header

    How do I know when calendar data is loading?

    When task data is being loaded or filtered:

    1. A loading spinner will appear in the center of the calendar view
    2. The spinner indicates that tasks are being retrieved or updated
    3. The calendar will become interactive again once loading is complete

    Advanced Features

    How do I group tasks in the calendar?

    1. Click the “Group By” dropdown in the top right of the calendar header
    2. Select one of the grouping options:
      • No Grouping (all tasks in a flat list)
      • Units (group by organizational unit)
      • Status (group by task status)
      • Priority (group by task priority)
      • Assigned To (group by assigned person)
      • Type (group by task type)
    3. Tasks will be organized into labeled sections
    4. By default, all groups are expanded

    How can I see task progress on the calendar?

    1. Each task bar shows a visual representation of its progress
    2. The darker portion of the bar indicates completed work
    3. The percentage complete is also listed in the task detail panel

    How can I see overdue tasks?

    Overdue tasks (past their due date but not completed) are highlighted with:

    1. A red section showing the overdue portion of the task
    2. An “overdue” indicator showing how many days past the deadline it is
    3. Red styling on hover to indicate the overdue status

    How do I see who’s assigned to tasks?

    1. Click on a task to view its detailed panel
    2. The assigned personnel are listed in the “Assigned to” section
    3. Profile pictures and names of assigned team members are displayed

    Why are some view buttons disabled?

    The Today, Week, and Month view buttons will be disabled if there are no tasks that fall within the current day, week, or month. This helps guide you to views where your tasks are actually located.

    Troubleshooting

    The calendar seems cluttered with too many tasks

    1. Use the filter options above the calendar to reduce the number of visible tasks
    2. Try grouping tasks by different criteria to organize them better
    3. Focus on a shorter time period by using the Today or Week views instead of Month

    I can’t see tasks when navigating in the “Tasks” view

    1. Continue navigating in the desired direction to find your tasks
    2. The “Tasks” view will show a continuous range of dates even when no tasks exist for those dates
    3. A message will indicate when there are no tasks in the current view
    4. Try switching to Today, Week, or Month view to jump directly to standard time periods

    The task bars are too small to read

    1. Click on the task to see its full details in the task panel
    2. Try using the Week or Today view for a more focused, zoomed-in perspective
    3. Task bars expand slightly on hover to make them easier to read
    4. The detailed view provides complete information

    I can’t find a specific task on the calendar

    1. Use the search function above the calendar
    2. Try different grouping options to reorganize the view
    3. Ensure the task has date information (start or due date)
    4. Check if the task’s dates fall within the visible date range
    5. Try the “Tasks” view which automatically centers on all tasks with dates

    Why is my view frozen during loading?

    If the calendar appears frozen while the loading spinner is visible, this is normal behavior. Complex filtering operations or large data sets may take a moment to process. The interface will become responsive again once loading is complete.

    Best Practices

    How should I use the Calendar view effectively?

    1. Use the different time views (Today, Week, Month, Tasks) based on your planning needs
    2. Use grouping to organize related tasks
    3. Focus on specific date ranges when planning your week or month
    4. Click on tasks to get detailed information when needed
    5. Use the calendar alongside other views (Board, Table) for complete task management
    6. Regularly check for overdue tasks highlighted in red

    How can I plan my workload using the Calendar?

    1. Look for periods with many overlapping tasks to identify busy times
    2. Notice gaps in the timeline where new tasks could be scheduled
    3. Pay attention to approaching deadlines (look ahead a week or two)
    4. Check task durations to understand time commitments
    5. Use grouping by assigned person to balance workload across team members

  • Task Board FAQ

    General Information

    What is the Task Board?

    The Task Board is a visual management tool that helps you organize and track tasks through different stages of completion. Tasks are represented as cards and organized into columns based on their status.

    What are the available task statuses?

    The Task Board organizes tasks into the following status columns:

    • Not Started: Tasks that have been created but work hasn’t begun
    • In Progress: Tasks currently being worked on
    • Completed: Tasks that have been finished
    • On Hold: Tasks temporarily paused
    • Cancelled: Tasks that have been terminated
    • Overdue: Tasks past their due date

    Basic Usage

    How do I view tasks?

    Tasks are displayed as cards within their respective status columns. Each column shows the number of tasks it contains at the top. You can scroll horizontally to see all status columns and vertically within each column if there are many tasks.

    How do I add a new task?

    1. Look for the “Add New Task” card with a plus icon in the “Not Started” column
    2. Click on this card to open the task creation modal
    3. Fill in the required task details in the form
    4. Click “Save” or “Create Task” to add the new task to the board

    How do I move a task to a different status?

    Simply drag and drop the task card from its current status column to the desired status column. The task’s status will be automatically updated in the system.

    How do I update task details?

    Click on a task card to open its details view or edit form. From there, you can modify various task properties such as title, description, due date, priority, etc.

    Can I assign tasks to specific team members?

    Yes, when creating or editing a task, you can assign it to specific personnel. The assigned team members will be visible on the task card.

    Advanced Features

    Does the Task Board update automatically?

    Yes, the Task Board updates automatically. When other users make changes to tasks (status changes, assignments, updates), these changes will appear on your board without requiring a page refresh.

    Can I see who’s working on what?

    Yes, task cards display the currently assigned personnel, helping you see at a glance who is responsible for each task.

    Troubleshooting

    The board isn’t updating when my colleagues make changes

    1. Check your internet connection
    2. Try refreshing the page
    3. Ensure you’re still logged in to the system
    4. If the problem persists, contact your system administrator

    I can’t drag and drop tasks

    1. Make sure you’re clicking and holding on the task card
    2. Ensure you have proper permissions to update tasks
    3. Try using a different browser if the issue persists

    I can’t see the “Add New Task” button

    The “Add New Task” button only appears in the “Not Started” column. If you don’t see it, check if:

    1. You have scrolled to view the “Not Started” column
    2. You have permissions to create new tasks
    3. Your browser window is large enough to display all elements

    The task count doesn’t match the actual number of tasks

    The task count should update automatically. If it seems incorrect:

    1. Try refreshing the page
    2. Filters might be applied that are hiding some tasks
    3. Contact support if the issue persists

    Best Practices

    How should I organize my tasks efficiently?

    1. Create clear, descriptive task titles
    2. Keep tasks small and manageable
    3. Use the “Not Started” column for planning
    4. Move tasks promptly as their status changes
    5. Complete or cancel outdated tasks to keep the board clean

    How can our team use the Task Board effectively?

    1. Update task statuses regularly
    2. Review the board in team meetings
    3. Balance workload across team members
    4. Keep the board up to date
    5. Create a routine for board maintenance

  • Task Table FAQ

    General Information

    What is the Task Table?

    The Task Table provides a structured, spreadsheet-like view of your tasks with customizable columns and powerful sorting capabilities. It allows you to see detailed task information in a familiar tabular format that can be arranged and filtered to suit your needs.

    When should I use Task Table view?

    Use the Task Table view when you need to:

    • See and compare multiple task properties at once
    • Sort tasks by different criteria (due date, priority, etc.)
    • Get a comprehensive overview of all tasks
    • Analyze task data in a structured format
    • Manage large numbers of tasks efficiently

    Basic Usage

    How do I sort tasks in the table?

    1. Click on any column header to sort by that column
    2. The first click sorts in ascending order (A-Z, oldest-newest)
    3. Click again to sort in descending order (Z-A, newest-oldest)
    4. The current sort column is indicated with an up or down arrow

    How do I view task details?

    Simply click on any task row to navigate to the detailed view of that task. This will open the full task page where you can see all information and make changes.

    How do I change which columns are displayed?

    1. Click the “Columns” button in the top-left corner of the table
    2. In the dropdown menu, you’ll see a list of available columns
    3. Columns with an eye icon are currently visible
    4. Click on any column to toggle its visibility
    5. Required columns (marked with an eye icon that can’t be toggled) must remain visible

    How do I navigate between pages of tasks?

    1. Use the pagination controls at the bottom of the table
    2. Click on page numbers to jump to a specific page
    3. Use the left and right arrows to move to the previous or next page
    4. The current page is highlighted

    How do I change the number of tasks shown per page?

    Use the dropdown selector next to the pagination information that says “10 per page” (or another number). You can choose between 10, 25, 50, or 100 tasks per page.

    How do I know when data is loading?

    When data is being loaded or filtered:

    1. A loading spinner will appear in the center of the table
    2. The spinner indicates that tasks are being retrieved or updated
    3. The table will become interactive again once loading is complete

    Advanced Features

    How do I group tasks in the table?

    1. Click the “Group By” button in the table controls
    2. Select one of the grouping options:
      • No Grouping (flat list)
      • Status
      • Priority
      • Assigned To
      • Units
      • Type
    3. Tasks will be organized into collapsible groups
    4. Click the arrow next to a group name to expand or collapse that group
    5. The number of tasks in each group is displayed next to the group name

    What do the different colors for priority and status mean?

    Priority colors:

    • Low: Light gray
    • Medium: Medium gray
    • High: Dark gray with light text
    • Critical: Black with white text

    Status colors:

    • Completed: Black with white text
    • In Progress: Dark gray with light text
    • On Hold: Medium gray
    • Cancelled: Light gray
    • Overdue: Dark gray with white text

    How can I see who tasks are assigned to?

    The “Assigned” column shows profile pictures of users assigned to each task. If more than three people are assigned, it will show the first three and a “+X” indicator for additional assignees.

    How do I see which organizational units are involved?

    The “Units” column shows the organizational units associated with each task. If a task is assigned to multiple units, it will display up to two unit names.

    How do I see task progress?

    The “Progress” column shows a progress bar representing the completion percentage of each task, alongside the numeric percentage value.

    Troubleshooting

    The table seems slow with large numbers of tasks

    1. Try reducing the number of visible columns by using the Columns menu
    2. Use a smaller number of rows per page (10 or 25)
    3. Apply filters to reduce the number of tasks being displayed
    4. Use grouping to organize tasks into manageable sections

    I can’t find a specific task in the table

    1. Use the search function in the filters area above the table
    2. Try sorting by different columns
    3. Check if you have filters applied that might be hiding the task
    4. Try using different grouping options to reorganize the view

    Some columns I need aren’t available

    1. Check the Columns menu to ensure the column isn’t hidden
    2. Some information may be available only in the detailed task view
    3. Contact your administrator if you believe you should have access to additional columns

    The grouping feature isn’t working as expected

    1. Ensure you’ve selected an appropriate grouping criterion
    2. Some tasks may not have values for certain grouping fields, resulting in “No Status,” “No Priority,” etc. groups
    3. Expanded/collapsed state of groups is reset when changing grouping criteria

    Why is my table scroll position reset when I change filters?

    The table content is completely refreshed when filters are applied or changed, which resets the scroll position to the top. This is normal behavior as the data set may have completely changed.

    Best Practices

    How should I use the Task Table efficiently?

    1. Customize your columns to show only what you need
    2. Use sorting to prioritize tasks by deadline or importance
    3. Group related tasks together using the Group By feature
    4. Use larger page sizes when reviewing a complete set of tasks
    5. Switch to smaller page sizes when working with filtered results
    6. Use the table’s full-height scrolling to view more tasks without changing pages

    What’s the best way to monitor task progress?

    1. Sort by the Progress column to see tasks by completion percentage
    2. Group by Status to see tasks in different stages
    3. Sort by Due Date within each status group to prioritize by deadline
    4. Use the “Updated” column to see which tasks have recent activity

  • Managing Tasks

    Task Card Basics

    Viewing Task Information

    Each task card in the board view displays:

    • Task name
    • Progress bar showing completion percentage
    • Start date information
    • Assigned team members (with profile pictures)

    Interacting with Task Cards

    1. Drag and Drop: Move tasks between status columns by dragging the card
    2. Click: Open the detailed task panel to view all information
    3. Hover: Shows additional task details and makes the card more prominent

    Understanding Task Card Elements

    • Subtask indicator: An inward-pointing arrows icon indicates this is a subtask
    • Progress bar: Visual representation of the task’s completion percentage
    • Assignment avatars: Shows up to 3 assigned team members (with “+X” for additional people)

    Task Details Panel

    Opening the Task Details Panel

    1. Click on any task card to open its details panel
    2. The panel slides in from the right side of the screen

    Navigating the Panel Tabs

    The task details panel has several tabs:

    1. Basic Details: General task information and settings
    2. Structure Details: Custom fields defined by the task type
    3. Workflow: Sequential steps required for task completion
    4. Team Roles: Role-based assignments for team members
    5. Activity: History of all actions and comments on the task

    Managing Task Information

    Editing Basic Task Information

    1. Task Name:
      • Click the pencil icon next to the task name
      • Edit the text and click outside the field to save
    2. Description:
      • Click the pencil icon next to the description
      • Enter or modify the description text
      • Click outside the field to save
    3. Status:
      • Click on the status badge (e.g., “Not Started”, “In Progress”)
      • Select the appropriate status from the dropdown menu
    4. Priority:
      • Click on the priority badge (e.g., “Low”, “Medium”, “High”)
      • Select the appropriate priority from the dropdown menu
    5. Tags:
      • Click in the tags field
      • Type tag text and press Enter to add
      • Click the X on a tag to remove it

    Managing Dates and Progress

    In the Basic Details tab:

    1. Start Date:
      • Click the date field to open a date picker
      • Select the start date for the task
    2. Due Date:
      • Click the date field to open a date picker
      • Select the due date for the task
    3. Completion Percentage:
      • Use the slider or enter a numeric value
      • The progress bar updates automatically
    4. Time Tracking:
      • Update the estimated effort in hours
      • Record actual time spent on the task

    Working with Task Structure

    Custom Fields

    In the Structure Details tab:

    1. Navigate to the Structure Details tab
    2. Fill in custom fields specific to the task type:
      • Text fields: Click and type
      • Number fields: Enter numeric values
      • Date fields: Click to open date picker
      • Select fields: Choose from dropdown options
      • Checkboxes: Click to toggle
      • Multi-select fields: Choose multiple options

    Managing Multi-User Fields

    1. Click on the “Manage” button next to a person field
    2. In the selection modal:
      • Select users to add them
      • Deselect users to remove them
      • Click “Save” to confirm changes

    Managing Organization Units

    1. Click on the “Manage” button next to an organization field
    2. In the selection modal:
      • Select organization units to add them
      • Deselect organization units to remove them
      • Click “Save” to confirm changes

    Working with Workflow Steps

    Completing Workflow Steps

    In the Workflow tab:

    1. Review the sequence of required steps
    2. Click “Complete” on the current active step
    3. The system automatically advances to the next step
    4. The task completion percentage updates based on workflow progress

    Reverting Workflow Steps

    If a step was marked as complete by mistake:

    1. Navigate to the Workflow tab
    2. Click “Revert Last Step”
    3. The most recently completed step will be marked as incomplete
    4. The task completion percentage adjusts accordingly

    Managing Team Roles

    Assigning Team Members to Roles

    In the Team Roles tab:

    1. View the defined roles for the task
    2. Click “Add Member” next to a role
    3. Select team members to assign them to the role
    4. Click “Save” to confirm assignments

    Removing Team Members from Roles

    1. Navigate to the Team Roles tab
    2. Find the team member you want to remove
    3. Click the remove (X) button next to their name
    4. Confirm the removal if prompted

    Tracking Activity and History

    Viewing Activity History

    In the Activity tab:

    1. Scroll through the chronological list of actions and comments
    2. Each activity entry shows:
      • The action performed
      • Who performed it
      • When it occurred
      • Additional details relevant to the action

    Types of Activities Tracked

    The activity history tracks:

    • Field updates (name, description, status, etc.)
    • Workflow step completion
    • Role assignments
    • Team member additions/removals
    • Priority and status changes
    • Comment additions
    • Subtask creation
    • Tag changes

    Working with Subtasks

    Creating Subtasks

    1. In the Basic Details tab, click “Add Subtask”
    2. Fill in the subtask details:
      • Name
      • Description
      • Due date (optional)
      • Priority (optional)
      • Assignees (optional)
    3. Click “Create” to add the subtask

    Managing Subtasks

    1. Subtasks appear in the Basic Details tab under the parent task
    2. Click on a subtask to open its details panel
    3. Manage subtasks using the same workflow as parent tasks
    4. Completing all subtasks can automatically update the parent task’s progress

    Collaboration Features

    Messaging and Chat Area

    Each task includes a real-time collaboration area where team members can:

    1. Post comments and updates
    2. Share files and media
    3. Track activities
    4. Log time spent
    5. Receive real-time notifications of changes

    Viewing Messages

    1. The chat area displays messages in chronological order, grouped by date
    2. Each message shows:
      • Sender’s name and profile picture
      • Timestamp
      • Message content
      • Activity status (online/offline)
      • Any reactions or replies

    Sending Messages

    1. Type your message in the text area at the bottom of the chat
    2. Press Enter to send or click the paper airplane icon
    3. To format your message, you can:
      • Use Shift+Enter for line breaks
      • Include emojis and mentions

    Response Types

    The system supports various response types to enhance collaboration:

    Text Comments

    1. Simple text messages for general communication
    2. Supports mentions using “@” followed by a username
    3. Visible to all task participants

    Status Updates

    1. Click the status update icon in the quick actions menu
    2. Select the new status from the dropdown
    3. Optionally add a comment explaining the status change
    4. The change will be recorded in the activity timeline with before/after status

    Priority Updates

    1. Click the priority update icon in the quick actions menu
    2. Select the new priority level from the dropdown
    3. Optionally add a comment explaining the priority change
    4. The change will be recorded with visual indicators showing the change

    Time Entries

    1. Click the clock icon in the quick actions menu
    2. Enter the hours and minutes spent on the task
    3. Add a description of the work completed
    4. Submit to log the time against the task
    5. The system automatically updates the total time spent on the task

    Image Uploads

    1. Click the photo icon
    2. Select one or more images to upload
    3. Add an optional caption
    4. Images appear as thumbnails that can be clicked to open a gallery view

    Document Links

    1. Click the document icon
    2. Upload a document or paste a link to an existing document
    3. Add an optional comment about the document
    4. Documents display as clickable links with preview information

    Audio Recordings

    1. Click the microphone icon
    2. Record your audio message (speaking notes, verbal explanations, etc.)
    3. Click stop when finished
    4. Review before sending or discard and re-record
    5. Audio messages appear with playback controls

    Replying to Messages

    1. Hover over a message and click the reply icon
    2. Type your reply in the text area
    3. The reply will be linked to the original message with a visual indicator
    4. Users can click to see the original message for context

    Reactions and Emojis

    1. Hover over a message and click the reaction icon
    2. Select an emoji reaction from the popup menu
    3. Your reaction will be added to the message
    4. Multiple users can add the same reaction (with a count shown)
    5. Click your reaction again to remove it

    Real-Time Collaboration

    Active Participants

    1. See who is currently viewing the task with online indicators
    2. Green dot indicators show active users
    3. Active participants list is updated in real-time

    Typing Indicators

    1. When someone is typing a message, a “typing indicator” appears at the bottom of the chat
    2. Shows “[Name] is typing…” or “[Multiple people are typing…]”
    3. Disappears when typing stops

    Message Status

    1. Message delivery status is tracked:
      • Checkmark: Message delivered to server
      • Double checkmark: Message seen by at least one recipient
    2. Hover over the status indicator to see who has seen the message
    3. See exact delivery and read timestamps

    Live Updates

    1. All changes to the task appear in real-time without refreshing
    2. New comments, status changes, assignments and file uploads appear instantly
    3. All connected users see the same up-to-date information

    Notifications

    • The system shows notifications when:
      • You’re assigned to a task
      • A task’s status changes
      • A due date is approaching
      • Someone comments on a task you’re involved with

    Time Tracking and Reporting

    Logging Time

    1. Click the clock icon in the quick actions menu
    2. Enter the number of hours and minutes spent
    3. Add a description of the work completed
    4. Submit the time entry

    Viewing Time Logs

    1. All time entries appear in the chat timeline
    2. Each entry shows:
      • Who logged the time
      • How much time was logged
      • Description of work completed
      • Date and time of the entry

    Time Summaries

    1. The total time spent is displayed in the task details section
    2. Time is automatically summed from all time entries
    3. Time can be viewed by:
      • Total for the task
      • By user
      • By date range

    Tips for Effective Collaboration

    Best Practices for Task Communication

    1. Use status updates to keep everyone informed of progress
    2. Upload relevant images or documents directly to the task
    3. Use audio recordings for complex explanations that are difficult to type
    4. Tag specific team members using @ mentions when you need their attention
    5. Use reactions to acknowledge messages without cluttering the chat

    Efficient Time Logging

    1. Log time immediately after completing work
    2. Include specific details in the description
    3. Break down time entries by subtask or activity type
    4. Use consistent descriptions for similar activities

    Organizing Task Discussions

    1. Keep messages concise and focused on the task
    2. Use replies to maintain conversation threads
    3. Upload relevant files directly to keep everything in one place
    4. Use reactions instead of short acknowledgment messages

    Efficiency Tips

    1. Use drag and drop to quickly move tasks between status columns
    2. Update status directly from the task card for quick changes
    3. Use workflow steps for complex tasks that follow a defined process
    4. Check the activity tab to see recent changes before making updates
    5. Use tags to categorize and later filter tasks
    6. Create subtasks to break down complex work into manageable pieces
    7. Monitor the progress bar for a quick visual indicator of task completion
    8. Use reactions instead of sending short acknowledgment messages

  • Work Board

    Overview

    The Work Dashboard provides:

    • Multiple view options: Board, Table, and Calendar views to visualize your tasks
    • Comprehensive filtering: Filter tasks by organization, person, date range, and more
    • Real-time updates: See changes made by team members instantly
    • Task management: Update task status, track progress, and manage assignments

    Navigation

    The Work Dashboard is accessible from the main navigation menu by clicking “Work”. The breadcrumb at the top of the page helps you understand your current context:

    • Work: The main section
    • My Work/Team/Unit: Shows whose work you’re viewing
    • Date Range: Shows the current time period (Today, This Week, This Month, or custom date range)
    • Search: Shows your current search term if applicable

    Views

    The Work Dashboard offers three different ways to visualize your tasks, each suited for different purposes:

    Board View

    The Board view displays tasks in columns based on their status (Not Started, In Progress, Completed, etc.). This Kanban-style layout gives you a quick visual overview of where tasks stand in your workflow.

    Best for: Workflow management, visualizing task progress, and quickly updating task status.

    Key Features:

    • Drag and drop tasks between status columns
    • Visual indicators for task priority and progress
    • Quick access to task details

    Table View

    The Table view presents tasks in a structured, spreadsheet-like format with customizable columns. This view allows you to see more detailed information at once and sort tasks by different criteria.

    Best for: Detailed analysis, sorting and comparing tasks, and getting a comprehensive overview.

    Key Features:

    • Sortable columns
    • Customizable column visibility
    • Row grouping by various criteria
    • Pagination for handling large numbers of tasks

    Calendar View

    The Calendar view displays tasks across a timeline, showing when tasks start and when they’re due. This helps you understand workload distribution over time and identify potential scheduling conflicts.

    Best for: Time-based planning, visualizing deadlines, and managing resources over time.

    Key Features:

    • Visual timeline of tasks
    • Task duration indicators
    • Grouping options
    • Quick access to task details

    Filtering

    The filtering system helps you focus on exactly the tasks you need to see. Click the adjustments icon to show or hide the filter panel.

    Available Filters

    • Organization Unit: Filter tasks by department or team
    • Person: Filter tasks assigned to a specific individual
    • Date Range:
      • Today
      • This Week
      • This Month
      • Custom Date Range
    • Status: Filter by task status (Not Started, In Progress, etc.)
    • Priority: Filter by priority level
    • Search: Full-text search across task names and descriptions

    Using Filters

    1. Set your desired filter criteria
    2. Click “Apply” to update the view
    3. Click “Clear” to reset all filters

    Real-Time Updates

    The Work Dashboard features real-time updates via WebSocket technology. This means:

    • New tasks appear automatically
    • Status changes update instantly
    • Assignment changes reflect immediately
    • No need to refresh the page to see the latest information

    This real-time capability ensures that all team members are working with the most current information at all times.

    Task Management

    From the Work Dashboard, you can manage tasks in several ways:

    Updating Task Status

    • Board View: Drag and drop tasks between status columns
    • Table/Calendar Views: Click on a task to open it and update its status

    Viewing Task Details

    Click on any task to open its detailed view, where you can:

    • See all task information
    • Add comments and updates
    • Log time spent
    • Update task fields
    • View the activity history
    • See and manage assignments

    Best Practices

    For Individual Contributors

    1. Start with “My Work”: Filter to see only your assigned tasks
    2. Use the Board view for day-to-day task management
    3. Switch to Calendar view when planning your week
    4. Use Table view when you need to sort or analyze tasks

    For Team Leaders

    1. Filter by your team or unit to see all team tasks
    2. Use the Calendar view to ensure workload is balanced over time
    3. Group tasks by assignee in Table view to compare workloads
    4. Save bookmark links to frequently used filter combinations

    For Executives

    1. Review tasks by unit to get a high-level overview
    2. Use Table view with grouping to analyze task distribution
    3. Switch between date ranges to compare progress over time
    4. Monitor completion percentages to track overall progress

    Troubleshooting

    No tasks appear after applying filters

    1. Check if your filters are too restrictive
    2. Try clearing all filters and applying them one by one
    3. Verify you have permission to view the tasks you’re filtering for

    Real-time updates aren’t working

    1. Check your internet connection
    2. Refresh the page to reestablish the WebSocket connection
    3. Ensure you’re logged in properly

    Can’t see certain organization units or people

    Access to organization units and people is based on your permissions. If you can’t see certain units or individuals, you may not have the required access rights.