Reports and Planning

Chyngys Barynov
27 February 2017
Hello, friends! We are ready to tell you about our next update. The main theme is Reports, but there’s also a number of simple and little improvements, so let’s start with them.

Planning improvements

Gantt diagram

Now you can see and edit your estimates1
If you don’t have any estimates yet, you can create them quickly by clicking on Plan2



Task Cost Planning

Whenever you are planning a task budget, you can visualize its correlation to the project’s budget. It helps to understand what resources have been used and what you still have remaining.

The status bar will turn red if the amount is outside the limits.
You can get more information by clicking the mouse at the upper corner of the form.

Reports

This is how the Report tab looks now:


1 «Daily» tab was dropped. This view now is simply displayed on the panel.

2 «Invoices» tab is located on the right.

3 You can sort users by a company and a department with the displayed amount.

4 Hovering the cursor over the number will show the exact value, but when you click on it, the Detailed Report will pop up.

5 All the companies and departments’ tabs are initially minimized. With the help of the familiar checkmark icon, the selection can be expanded. The state is remembered, and you don’t have to reconfigure it every time.

6 We added charts so you can visualize the comparison of Plan and Actual over the certain time (will appear only in View> Plan and Actual).

NEW Plan and Actual

In the «View» new option was added: Plan and Actual / Only Actual. That’s what it looks like:



Only Actual — something you are already used to. The report consists of closed tasks and tasks with reported costs. Keep in mind that if for some reasons a task was not closed, it is considered unfinished. The report will not show it.

Plan and Actual new — in this case, a report will show closed and unfinished projects within the selected timeframe. The report would also contain estimates (in additional columns), which will sum up on the bottom panel.

Attention! Everything you see on the screen goes to XLS when exported. That is why when you have View Plan and Actual opened — an exporting report will include actual and new columns with estimates.

Executive upd

In the search area, you can find not only a specific person but also a department or a company as well.

Let’s look at some examples:

Report/ Search by name
That is how the fist page looks like when you enter the Reports tab:



You are now able to analyze not just actual1 but estimates at the same time. Click View
> Plan and Actual and the estimates’ values will show up in separate columns2.

We deleted the columns marked as hot tasks. Instead, we added indicators that let you analyze the current situation and the productivity of your team in greater details:

— hot tasks that are planned but not completed
— tasks completed on time
— some of the tasks were completed but with delay




If you want to find out the meaning of the specific number — click on it to get transferred to the Detailed Report, where every single number will be broken down in more details.

Report/ By Days

From now on, it is not a separate tab but a switch that is located on the right by the View button.



By people > By days > Time — added indicators that allow you to navigate faster «on the spot»:

— a person works over 8 hours a day (overloaded or made a mistake)
— a person works 6,5-8 hours a day (optimal workload)

Attention! Whenever the Time Report gets too long and does not fit the screen, move the cursor on the calendar the same way you drag it over on the Gantt chart.

Report/ Detailed

It used to be called By tasks...However, not just the name has changed.



1 Planned costs are listed next to the name and are quickly edited.

2 Details of the cost can be minimized and expanded separately.

3 You will be able to see all the people with their costs. Click on the profile to see more details.

4 The separate column Date By is an addition to our existing Actual Date. That makes the report easier to understand.

So, let’s find out what is in our report from 20th till 26th of this month and why:



Task 1 — Is open (you can see it’s tagged as a priority) and is in the report due to the 21 Feb’s new costs (the related icon next to the date can be seen in the right column)1.

Task 2 — Is still open (tagged as a priority) and is shown in the report because it is supposed to be closed on Feb 21 at 22:00 (the date is shown in the separate column with the red indicator2).
Attention! When you are in Only Actual view, you will not see this particular type of tasks as well as the previous type. They are not included in the report.

Task 3 —is in the report because it was closed on Feb 23 (in Actual Closing date column3). However, the task was late (you can see the red indicator) and the Date By was Feb 22d (see the date in a separate column).

Task 4 — In the report, because it was closed on Feb 24th and was completed on time (green checkmark4).

Task 5 —Unscheduled task. It is in the report because it was closed on Feb 265. This task does not have a specified time limit (the Date column was empty), that is why checkmark is gray.

Attention! During the extended tasks, the comparison value of Estimates and Costs over the short period of time might be approximate. The best way to get more precise results is to extend the time frame. It happens because Estimates are not spread out along the full length of a task (3 months, for example). So they are always registered in a report on a final day. You won’t have any problems and always get the precise results when working with everyday tasks.

Let’s finish with project’s reports and jump to the account in general.

Here you can find a new type of reports. It turned out to be so useful that we decided to make it "launched."The other tabs got updates as well. They have nicer and easier to understand look, just like the newly introduced Reports inside the project ;-)

Report / General new

The general report helps to indicate how much each member contributes to the team in each project. The report represents a table in which each line of projects come across with the column of members. In each cell, you can see Planned (small and in the corner) and Actual Costs (large and centered).


1 — You can switch among Time/ Money/ Tasks on the top and the bottom of the page.

2 — Red indicator lets you know that the value is exceeded.

3 — Place the cursor on any number and you will find out the exact values. Click on the same number, and you jump to Detailed Report, where you would see how certain numbers are broken down.

Miscellaneous

Inserting # projects’ tasks into the text

Now you can insert the link nicely in any comment of a specific task or inside the description of the another task. Use # symbol for this purpose the same way you use @ whenever you need to mention a team member.

Inserts such as #task and @mention can work now in instant messaging.

Flexible Daily Digest

In the settings of Daily morning digest, you can find a button slider:

Now you can get task reports according to Executive, Author or executive, or Subscriber.


Dear friends, that is it for today. As always,
we cannot wait to hear your comments and new offers.

Have a productive worktime!
Worksection Team

Publish

Tasks and Gantt chart

Valeriy Galyant
10 November 2016
Hello, WS friends! We are continuing to talk about the new features...

Tasks and communication

Earlier on the following pages — Tasks / By people — you could see a complete list of tasks (open + closed) or only the list of the open tasks (without the closed ones). And if you needed the information on what was closed on a certain day, week, or month, then you could only check it in the Reports section or with the help of the advanced filter ...

Now not only can you switch to viewing all Open, but also to all the Closed1 ones, as well as indicate the period of time that interests you2.


For example, in the tasks By People, you can choose only Closed > by week, and see who did what right away as well as check whether a certain employee managed to stay within the estimates limit and whether he or she exceeded the budget and to which degree...


Tasks

At first glance, nothing changed, but this is far from the truth...



1 — Updated filters panel with enabled Hint F1

2 — In the «tasks and subtasks» section, now there is an option of expanding/ collapsing a task. The tick remembers its state, which is common with the Gantt chart

3 — Added icon-status «Seen by Executive»

4 — Now in any view, «Tasks Only» or «Tasks and Subtasks», there is an option where you can simultaneously choose both tasks and subtasks for the following bulk operations

Lower statistics block

NEW Now the costs statistics is automatically recalculated when searching or applying filters.


1 — Progress bar now has a number for the burning tasks with the transition to the filtered list.

2 — Overall pie chart of project costs is added

This is the progress from the project’s card that can be seen on the View page. Now the data of the estimates versus actual costs by a project is always available here.

Tasks by People



1 — Contextual search is now looking for tasks by default, and if you need to find an executive, then use @ and first letters of the name or last name

2 — On the filters panel, there is a filter Me added that should have been familiar to you by now.

3 — Now you can edit labels and time frames on the fly without leaving the page. Now you can see all the labels and statuses in their full size. However, if you have too many labels which interferes with the view — you can hide them and leave only statuses View > Only statuses

4 — Indicator of costs availability is added — square time clock next to the task’s name. When exceeded, it becomes red. Also, there is now an option of filtering lists of tasks by costs.

5 — Now there’s Hint added, which can be closed and opened again by clicking F1

And now is the most exciting part!

Transferring tasks in between projects participants



You can grab a «line» and drag it to the card of another project participant — thus reassigning the task1.

There are two «technical cards» on the page — Any employee and Without an Executive2.
This allows to take up on tasks that have not been assigned to anyone yet and assign executives to them. Or, on the contrary, unassign executives from a project and transfer those projects to these cards.

When there are many tasks and participants, the whole page can take up several screens, which is, in our humble opinion, not quite convenient. That is why now when you grab a task, there pops up a «dock» with the employees’ avatars to whom a certain task can be assigned3.

For example, if you grabbed an open task, then avatars only of those people who can see it can be assigned as a new executive.

If you do not really like to drag anything, then you can always mark several tasks at the bottom and, as earlier, use bulk operations that are not limited just to reassigning.

  • All the changes in the executives dragging/ reassigning need to be SAVED!
  • On pages with 1000 and more tasks, dragging is automatically deactivated.

Please, take a look at the updated VIEW menu


  • new Open / Closed / All 1
  • new Show / Hide participants’ cards who do not have tasks 2
  • new Show / Hide labels 3

Important! Only open tasks can be dragged! Backdating change of an executive and the date of completion of the finished tasks can only be done in the Reports section.

Copying and Task transferring

new Now any user can copy a task provided that this user can set tasks. And transferring the tasks can be done not only by an administrator but also by an author.

Transferring is combined with the change of hierarchy

There is no longer the need to do one thing (change hierarchy), and then another one (copying). Now, right when copying and transferring you can turn subtasks into tasks and vice versa. The task being copied will become a Task or Subtask depending on the level of the hierarchy you put it in.


  • 1 — can make a Task when transferring
  • 2 — can be included in a subtask and turned into a sub-subtask
  • 3 — or you can choose another project and do the very same thing in there
  • 4 — when there are many tasks, it is helpful to use search

Please, note: with a shortage of nesting levels, subtasks are carried to a higher level with the prefix of its former parent.

And now meet the long-awaited option

Option to copy connections and restore the length of tasks!

For this, during the second step, turn on Copying with all the «Time frames and connections»1 set a new date of start2. The starting point is the start of the earliest task in the group to be copied.


All this allows you to accurately restore the structure and duration of communications tasks, but with the new date specified by you.


Even with accounting for or omitting the weekends and holidays option
(when they are tuned off and a five-day week is used).

Detailed view of a task

Change the name of a task on the spot

Now there is a long-awaited option to quickly change the name of the task. This can be done directly in the detailed view. Just click on the title.


(provided that you have enough permissions for editing the task)


1 Reassigning, change of time frames and labels on the fly. All the existing symbols are clickable.

Tip If you want to hide Labels in this column and leave only Statuses, do it on the Tasks by People page View > Only statuses, and it will be inherited in here.

2 Drag-n-drop of open tasks is possible anywhere in the task’s block — there is no longer a need to look for a special area that can be grabbed and dragged. Please, note! Dragging function is unlimited only with manual sorting. In other sorting options, drag-n-drop works only for the change of hierarchy.

3 Costs indicator is added. Hint will show the numbers, and click will open a window with details.

New Changing or setting the estimates is now possible right from the window for costs entering.


Gantt chart

Now there are no margins on the right, left, and at the bottom. Thanks to that, the chart has more space now. It is always bad when there are two scroll bars. We got rid of the horizontal one having changed it to «press and drag» one. Simply hold down the left mouse button on the chart grid and slide it in any direction. Legend is now combined with a Hint and is accessed by pressing F1 or through the menu.



1 — An option is added to collapse a task that remembers its state now! Its state (expanded/ collapsed) is common with the task’s page.

2 — Avatars without the names leave more space for the task’s name.

3 — View Now you can Show tasks outside of the screen new, which means that when shifting the grid to the left and to the right, there will be no jumps, and all the tasks will remain at their spots.

Gantt by People *

On the Gantt Chart by All Projects, now there is also an option By People. It allows for planning the resources of bigger teams and build inter-project connections. By clicking on an avatar, you can reassign tasks in between the employees, and then change their timeframe taking into account the workload of the executive.

*available only in the PRO level plans.


Calendar




1 — No need to look for that special area that can be grabbed

2 — Now there is a gradient highlighting of the Start events

3 — Transferred events stay dark till they are saved

4 — Syncing of the calendar and Hint with the Legend are now available from the menu

Other

An option to Set a task right from the user’s card1. When you know for whom to set a task, it is enough to find and click that person’s picture in the comments feed, in the participants block or subscribers. Here is also an option to Subscribe / Unsubscribe2.


And the last but not the least ;-) An option to URGENTLY limit the block and the feeds events to events from your correspondence. It is accessible both for the Main Page and for the View.



Dear friends, that is all. As always, we are looking forward

to your feedback and new suggestions.

Have a productive worktime!

Worksection team

Publish

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