Creating & Managing Tasks

Creating, Assigning & Editing Tasks

How to create new tasks

To create a new task in Procorem, first head to the correct WorkCenter or project. From there, select the “Tasks” link in the left hand navigation menu.


Procorem Note: The Task Screen provides a high level overview of task details for each task.  If you look closely you will see the Assignees, Approvers, Due Date, Completion Date and Creation Date.  You can also finish and approve tasks right from this screen.  See the Finishing and Approving Tasks Help Center article for more information.

 

Once selected, you will be placed in the Task Screen which is your best location to manage and view all the tasks associated with that WorkCenter. To create a new task, click on the “Create New Task” button in the upper right hand side of the screen.

Procorem-Create-Task

Adding project details

From there you will be placed in a screen asking for information about the new task.

Procorem-New-Task-Screen

The only information you are required to enter is the Task Title, but below that is where the power begins. The first major field you will see is the “Task Group” field. Task Groups allow you to create custom groupings to better organize your tasks. To add a new task group, select the drop down and then the settings wheel in the lower right hand corner of the drop down.

Procorem-Task-Group

From here you will be prompted to enter a new task group. Enter the task group name then select the plus button. This screen will also allow you to manage your task group ordering, or delete an existing task group by selecting the arrows or “X” button.

New-Task-Group-Screen

Once you are happy with your Task Groups, close the window and select the correct Task Group for this task in the drop down.

Procorem Note: You only have to create Task Groups once as they will always remain in the system tied to that particular WorkCenter. If you would like to see a common Task Group across all WorkCenters, first create it in a WorkCenter then use the Procorem Template functionality to copy it to any and all appropriate WorkCenters.

 

Now that your Task Group has been selected, you are asked to provide information about the description, location, start date and due date for the task. All of this information is optional for you to provide.

Procorem Note: By selecting a due date, your task will appear on the Calendar. If your start date and end date are far apart, they will show on the Calendar in one long task spanning across multiple hours or days. If you just want to see the Due Date on the Calendar, only fill in the Due Date when creating the task.

Adding Assignees

Now that you have provided core information about the task, it is time to choose your Assignees. With Assignees, you can select from any Collaborators on the WorkCenter or choose a role on the WorkCenter to assign the task. If you select a role, the role will be added to the task and all users with that role will be added to the task as an assignee as well.

Procorem-Assignees

 

Procorem Note: Assigning roles to Tasks in Procorem is especially powerful as any future project members with that role will be automatically added to the task when they are added to the WorkCenter. This works great to make sure new project members are brought up to speed right away and is also the best way to prepare a Procorem Project Template.

Adding Approvers

Now that you have chosen your Assignees, you are asked if you would like to add any Approvers for this task. Tasks with Approvers selected must be fully approved before the task can be marked as Completed. You can choose Approvers by Collaborator name or by project role. Easily drag and drop your approvers and select the “Approvals are performed in order” box to ensure a proper approval flow.

Procorem-Approvers

Adding Followers

Often times there are members of your team that are not involved in finishing or approving the task, but are team members who you would like to remain aware of the task’s progression. Followers serve this role in Procorem. By adding Followers to a task, they will remain aware of a task’s progression through email notifications.

Procorem-Followers

Sort Ordering

The Sort Order field will allow you to specify the order in which tasks are performed. This controls how they are displayed to your team members in the main Task Screen. Enter in numbers starting with “1” in this field and your tasks will respect that ordering.

Procorem Note: Due Dates in Procorem supersede Sort Order. If you are managing your tasks with tangible Due Dates it is recommended to leave the Sort Order field blank.

Task Flow

The Task Flow field in Procorem serves to provide an automated and controlled order of completion for your tasks. As you begin to create multiple tasks, they will show up in the Task Flow drop down.

Sort-Order-and-Task-Flow

Simply select the task from the drop down that you would like to precede the task you are creating. By selecting a task in the drop down, Procorem will ensure that the previous task is completed before you can complete the current task you are on. Further, when the prior task is completed email notifications will be sent to all the Assignees on the current task that it is time for them to get to work.

Should you choose, you can also set an “Auto Due Date” in the Task Flow. Entering a number in this field will determine the number of days after the completion of the previous task that the current task is now due.

Procorem Note: If you already have set a due date for this task, then it is not necessary to put anything in the “Auto Due Date” field. If you have information in both fields, the task due date will be reassigned when the prior task is completed based on the number you enter in the “Auto Due Date” field.

 

Once you are done entering all this information, don’t forget to select the save button.

Procorem Note: For many projects, a good portion of tasks are the same from project to project. For situations like that, creating new tasks for every project can be a burden. In this case, we recommend you use Procorem Templates to quickly start projects with tasks, folders, files and collaborators already in place.

Editing existing tasks

To edit an existing task, head to the main Task Screen:

Procorem-Task-Edit

From there simply click on a task from the list to enter the Task Details screen. You can quickly change any task information and select save to save your changes.

Deleting existing tasks

If you would like to delete a task, again head to the main Task Screen and click on the task you would like to delete. At the bottom of the Task Details screen, click on the red delete button to delete.

Procorem Note: Deleting tasks is permanent. Please be sure this is what you want to do before you do it.  You cannot delete a task that has been selected as a parent to any other task.