Edition: Professional, Business, Enterprise
User-level: Director, Assistant Administrator, System Administrator
Standard Project Tasks are used to add timesheet entries when a stage has no tasks attached to it, or if there are no tasks matching the purpose of the timesheet entry.
How to get to the Standard Project Tasks List
From the Side Navigation menu, click your organisation > Organisation Settings > Projects > Standard Project Tasks.
Create a Standard Project Task
Click the 'Add' button in the top-right corner.
Type a 'name' for the task. e.g. design, meetings, QA, inspections.
Check the utilised box if the task is for billable project work, and should count towards the staff member's productivity calculation. For non-billable tasks, leave this box unchecked.
Save and close.
Delete a Standard Project Task
You can delete a timesheet task if it has not been used on any project stages, project budgets, or staff timesheets. To delete a timesheet task by:
Click the ellipses to the right of the task you want to delete
Select delete from the dropdown
Tip: Unable to delete a timesheet task? Mark the item as inactive to remove it from dropdown lists.
Mark a Standard Project Task task as inactive
Make a timesheet task inactive to stop the item from being added to future created project stages, and also remove from dropdown lists. Change a timesheet task to inactive by:
Select the edit pencil to the right of the task you want to set inactive
Uncheck the active checkbox
Tips:
Use the list filter 'all' to find both active and inactive timesheet tasks.
A strike-out style is applied to rows that are inactive.
Search and filter the Standard Project Task list
When you have a large number of items on the list, you can use the search or filter options to limit the number of rows shown in the list. Making it easier to find the items you're looking for.
Search
Search by clicking in the search bar and hitting enter:
This will limit the list to items that match your search query. To remove the search, backspace the text until it's no longer in the search bar, and press Enter.
Filter
This list only has one option to filter by; Active status. You can filter the list to show only Active or Inactive project tasks, or show All.
Click the filter icon in the top left-hand corner
Expand the filter option and select the option you want to apply
Select Apply filter
Tip: Click 'Clear all' to remove all filters. This sets the filter option as 'All'.
Status filter options
Active - the default list filter that shows the items that can be used (seen in dropdown lists).
Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.
All - see both active and inactive items in the list.
Sample timesheet tasks
Sample timesheet tasks are created for each new organisation. Use these as a guide to set up the default billable tasks your staff need. Remove or deactivate any tasks that aren’t relevant.
Name | Utilised |
CAD / plan preparation | Y |
Calculations | Y |
Client liaison | Y |
Design | Y |
Drafting | Y |
Inspection | Y |
Meeting | Y |
Phone call | Y |
Project management | Y |
QA | Y |
Redesign | Y |
Report | Y |
Research | Y |
Review / checking | Y |
Site visit | Y |
Specifications | Y |
Submissions | Y |
Travel | Y |
Columns available
Name: Enter a unique task name for the project task list. The same name may also exist in the internal timesheet task list (e.g. "Client Liaison").
Utilised: Tick to include the task in utilisation reporting. Billable tasks should be marked as utilised, while non-billable tasks (e.g. proposals) should not.
Active: Tick to make the task available in default lists and dropdowns. Deselected tasks become inactive and cannot be used in timesheets.
How to use standard project tasks
Standard project tasks appear in the Timesheets page for all stages and have their own category.
Simply select a standard task from the list to use it.
If the selected stage has tasks attached to it, those tasks will show at the top of the task list under the Stage Tasks heading, and will be in bold.
Utilisation of Standard Project Tasks
Unlike regular stage tasks, you can change the utilised status of Standard Project Tasks.
The default option when you create a new standard task is Utilised. You can change that when creating the task.
To change the utilised status of an existing standard task:
Select the edit pencil to the right of the task
Deselect the checkbox under the 'Utilised' column
Click the green tick to save.
Note: When updating the utilised status for a standard project task, this will also update the utilised state for this task on any existing projects. This will not impact existing transactions for those tasks, but any future transactions will use the new utilised status.