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Project Management

Add a task

Add a task to a project to define work details, assignments, budgets, dates, and related information.
Tasks break projects into individual processes and help streamline workflow by providing current task status and notifications when subsequent tasks are ready.
You can open the
Project
 window in any of the following ways:
  • In
    Setup
    , then
    Clients
    , select the client, select
    Edit
    , and then on the
    Projects
     tab select
    Add
     or
    Edit
    .
  • In
    Actions
    , then
    Manage Projects
    , right-click the project list and select
    Add Project
     or
    Edit Selected Projects
    .
  • Right-click any
    Project
     field, such as in Time & Expense Entry, and select
    Add Project
     or
    Edit Project
    .
  1. Open the
    Project
     window.
  2. Select the
    Tasks
     tab, and then select
    Add
    .
  3. Enter the identification information for the task.
    In the
    Order
     field, accept the default number or enter a different number.
    The first task defaults to order number 1, and each additional task is assigned the next available number.
    You can use duplicate order numbers for concurrent tasks. If notifications are set up at the firm level, completing the preceding task can trigger notifications for all concurrent tasks. All concurrent tasks must be completed before the next task notification is sent.
    In the
    Activity
     field, select the activity for the task.
    In the
    Description
     field, enter a description if you do not want to use the default description from the selected activity.
  4. Enter the task information.
    In the
    Tracking
     field, select the task status. The default for new tasks is
    Not Started
    .
    Select a tracking description from the dropdown list. If you have the required security permission, you can right-click in the list to add or edit a tracking description.
  5. Enter the budget information.
    Select
    Calculate amount automatically
     to calculate the budget amount from the rate of the assigned staff member.
    If you don’t select that option, enter values in the
    Hours Budgeted
     field, the
    Amount Budgeted
     field, or both.
    You can use the calculator from the down-arrow button to enter values.
    You can also manually adjust the value in the
    Est. Remaining
     field.
  6. Enter the target dates.
    For the
    Start
     target date, enter months, days, or both, and then select
    Before due date
     or
    After received date
    .
    For the
    Complete
     target date, enter months, days, or both, and then select
    Before due date
     or
    After received date
    .
  7. Assign the task.
    Select the ellipsis button to select a staff member for the task.
    If you are licensed for Staff Management, you can also assign staff based on qualifications, assign the task to a work queue, or use the
    Scheduling
     tab to review qualified staff schedules and assign the task.
  8. Specify solution information, if needed.
    In the
    Select solution
     field, select the solution used to complete the task. This field defaults to the solution assigned to the project.
    If the client exists in the selected solution, the client opens automatically when you open the solution from the project or task.
    If you enter a file path for Microsoft Word or Microsoft Excel, the document opens automatically.
    If
    Start Timer for Projects
     is selected in user preferences, a timer starts automatically when the solution is launched. When you close the client, document, or application, the timer stops. Then post the recorded time to Time & Expense Entry.
    If the solution is not available in the dropdown list, enter the path in the
    Solution path
     field and select the ellipsis button to go to the solution.
    In the
    Completion event
     field, select the status event that marks the task as complete.
    If you are licensed for UltraTax CS, you can use
    Completion event
     to update the task or project automatically when the corresponding status event is logged in UltraTax CS. Logging the event and closing the client stops the timer, if running, and updates the
    Tracking
     field to
    Completed
    .
  9. Optional: Enter a note in the
    Notes
     field.
  10. Optional: Select the
    Scheduling
     tab to review qualified staff schedules and assign the task to a staff member or work queue.
  11. Optional: Select the
    Links
     tab to add links associated with the task.
    You can add links to files, websites, external documents, or interaction items in the application.
    Links added to a task apply only to that task. Links added to a task template apply to new tasks created from that template.
  12. Optional: Select the
    Custom Fields
     tab to enter additional task information.
    Custom fields can include checkboxes, dates, lists, numeric fields, staff lists, and text fields.
    Date fields include a calendar, and numeric fields include a calculator.
  13. Select
    OK
     to save the task.
The task is added to the project.

This article applies to:

  • Product: Practice CS