Get Started with Tasks
This section details the basic configuration of settings you will need before using the Tasks app. Depending on how you plan to use Tasks, some of the settings below may be optional, and most settings can be configured in any order.
Complete the following steps to get started with Tasks:
Create a Workspace
Workspaces function as the hierarchical structure of your organization's projects, portfolios, programs, and ideas. Settings configured at the workspace level are inherited by the objects created within the workspace.
Before you can use the Tasks app, you should create a workspace to contain your organization's projects.
Create Permission Sets
Permission sets are collections of permissions that can be assigned to individual users or user groups, granting them access to objects and functionality across Primavera Cloud. Created at the workspace level, permission sets determine the level of access within the workspace, including the workspace itself. Configure permission sets to grant users the ability to add, edit, delete, view, or enable objects and functionality. See Security Permissions for Tasks for more information on the permissions specific to the Tasks app.
Configure Workspace-Level Dictionaries
Dictionaries are repositories of items that can be used across the application, without having to create the same items for each object. Stored at the workspace level, dictionary items can be used by the objects within the workspace.
The following dictionaries are relevant to objects used in the Tasks app:
- Calendars: Define available workdays, work hours, nonwork days, holidays, and exception time. Separate calendars can be applied to projects, resources, and roles. Workdays on which a task can be scheduled is determined by the assigned project calendar. Calendar settings can impact print display. For example, the task color changes to gray on nonwork days when you print the Planning Board on the Work Plan page. See Calendars Overview for more information.
- Codes: Develop hierarchical structures for grouping your tasks and task constraints. Use the Codes dictionary to enable a code and its values for objects. See Codes Overview for more information.
- Reasons: When recommitting to work on a task, you must provide at least one reason for missing the initial commitment. Reasons can be created in a dictionary or on the fly when recommitting to a task. See Reasons Overview for more information.
Configure Workspace-Level Defaults & Options
The default configuration of settings for an object is set at the workspace level. Each new instance of a particular object in the workspace will inherit the attributes set in Defaults & Options. The following options are relevant to the objects used in the Tasks app:
- Defaults: Set auto numbering defaults for tasks and task constraints.
- Field Labels: View definitions for the fields relevant to each object, updating the names of the fields to suit your organization's standards.
- Configured Fields: Create configured fields to capture user-defined data.
- Codes: Add codes to an object for additional classification. Assign codes from a parent workspace or codes that belong to other objects.
Defaults & Options Settings
Object | Configuration Options | Link |
|---|---|---|
Task | Defaults, Field Labels, Configured Fields, Codes | See Task for more information. |
Task Constraint | Defaults, Field Labels, Configured Fields, Codes | See Task Constraint for more information. |
Some help topics, such as Field Labels and Configured Fields, can be performed on a wide range of objects and are separate from an object's section. Topics specific to a particular object are found within the object's section.
Create a Project
A project is a formalized plan undertaken to create a service, product, or result. You must create a project before you can use the Tasks app.
Configure Project-Level Settings
Project-level settings include details, default configuration settings inherited from the workspace, and project-specific dictionary items. New projects inherit the default settings configured at the workspace level, but these can be updated at the project level. Settings updated at the project level only apply to that project.
Before using the Tasks app, you should perform the following actions:
Details
- Assign a manager to designate the person responsible for managing the project.
- Assign a calendar that defines the workdays, nonwork days, holidays, and exception time for your project. Valid workdays for tasks are determined by the assigned project calendar.
- Configure the start and finish dates of your project.
Settings
- Set the time zone that will be used when tasks and task constraints are marked overdue or due this week.
- Configure the settings for the Task Summary tool.
- Set auto numbering defaults for the tasks and task constraints in your project if the numbering system you use should differ from the settings inherited from the workspace.
Project Dictionaries
- Add project-level calendars if they only need to be available to a specific project. Project-level calendars support assignment to the project or to activities, resources, and roles within the project, but you can also assign workspace-level calendars to the same objects.
- Add project-level activity and task codes if certain codes should only be available to your project. You can use them in the Tasks app to group, sort, and filter by the activities and codes assigned to your tasks. Codes that should be made available to other objects and projects in your workspace should still be added at the workspace level.
Configure Additional Settings
- Assign companies to your project to designate responsibility for tasks and task constraints.
After configuring the settings discussed in this topic, you can begin using the Tasks app. If you need to add or change settings, consult the topics contained in this section.