Tasks in Bitrix Intranet 11.0: easy to assign, easy to complete

In the Version 11 of Bitrix Intranet, we have continued to develop the Task module released in version 10. Several tools and interface features have improved usability.

The most important of these is that time spent on tasks can be logged by any task participant. All projects can be measured in this way, thanks to integration between tasks and time management.

The Gantt diagrams in Version 11.0 are an excellent instrument for planning tasks and managing projects in the intranet.  The diagram gives a concise view of all tasks and subtasks involved in a project group (workgroup) with convenient viewing and editing of individual tasks.  Editing features include delegation of tasks, logging time spent as previously mentioned, copying tasks, and settings reminders.  Additional tools in tasks include task templates, filtering, quick-launch of tasks, history, and much more.

A video covering some of the features of tasks can be found below



And now let’s focus on the key additions to tasks in this version:

• ‘Floating’ task viewer with editing options
  
• Time spent on tasks
  
• Project management
  
• Gantt diagrams
  
• Delegation
  
• Integration with other intranet tools such as CRM and BPM
  
• More
  

‘Floating’ task viewer

You can create, view and edit tasks in the floating task viewer.  This window is very much like the photo viewer and you can browse from task to task using the side arrows.



Time tracking in tasks

All participants in tasks can log time spent on the task.  When a new time entry is created, the user is automatically listed, the amount of time spent is specified, and a comment or brief description can be made. The time spent is summarized and shown in the task.



If a task is added to the daily plan of a user, then the time spent will be logged automatically, and a corresponding record will appear in the list of time spent (marked as Working Time Management).



Adding a task to the daily planner can be done directly from the pop-out window,



from the task creation form,



or from the task viewing form.



Project Management

Tasks in workgroups, or project groups, are displayed together in various ways and together represent the planning of a full project.  Additional tasks and subtasks can be added at any time.



Gantt Diagram

Version 11.0 introduces the long-awaited Gantt chart. This view allows all the tasks of a given user or workgroup to be viewed in chronological relation to each other, as well as showing other important information about each task. This popular diagram provides an information-rich visual representation that is especially useful in project groups, as it shows the start, finish, and status of tasks and subtasks.



The Gantt chart allows you to follow reports in the intranet.  Looking at the diagram, you see immediately how many tasks are in a given project, how many are completed, overdue, and the status of the ongoing tasks.  For example, you can filter the Gantt chart view to a single task and its subtasks. This is especially useful if the parent task is large and if there are many subtasks with many persons involved.

Hovering over a task’s ‘bar’, a tool tip appears with task details including the name of the task, the responsible person, deadline, status, and priority. In addition to the visual representation of the task, important information is indicated by the appearance of the bars.



Not only is all the most important information and task of task readily visible, but management is possible from this view.  Each task in the list has its own command menu which offers options to view, edit, or delete tasks, change a deadline or create a subtask. Other options include accepting or declining assigned tasks, marking them as started or finished, adding them to your daily planner, or other available options. Double-clicking on a task opening the floating viewer, where full information and more management and processing options are available.



Now, from the Gantt diagram, you can perform all task operations, and some of this is done visually – moving the starting or ending point of a task with the mouse directly on the calendar, as well as the deadline marker, all the while seeing the task in relation to the whole project.

Delegation

Employees who are the responsible person for a task can delegate the task to other employees and become observers on the task.  This option is available when an employee is not the author of a task and is the head of a department (that is, the task can be delegated to a subordinate).  Whether the creator of the task is higher or lower in the company structure is not important.





Task reminders

The task viewer and editor has an interface for setting reminders.  Reminders can be set for a specific time and date or relative to the deadline of the task, and delivered via system message or email.



High-level integration with other intranet tools

Tasks may be created directly from elements (contacts, leads, deals) of the CRM.  For example, a number of companies or contacts can be selected from the list and a task can be created to call each of these and invite them to a seminar, inform them of a special offer, etc.



Task management is available from the manager for Meetings and Briefings.  Each point on the agenda can serve as the base of a task created from the Meetings interface.  These tasks and their progress are listed under the respective points in the meeting’s report.  The benefit granted by this system is that tasks associated with the meeting can be readily monitored in the context of reviewing and performing follow-up after the meeting.

The new Task action in Business Processes allows tasks to be set from within a Business Process; the business process itself will pass to the next step only after the task is completed.

Also new in tasks :

• Quick search in tasks is accessible directly from the task list – it is easy to find tasks by name or ID.
  
• Filtering by role, task status, or combination of both.
  
• Task viewer directly accessible from Activity Stream.
  
• Support for the “Like” feature on comments in tasks.
  
• Tasks can be assigned to extranet users.