Task Management & Kanban Boards

Tasks

The Tasks feature in Olqan allows users to efficiently manage, organize, and track tasks within projects. It provides a comprehensive view of task details, statuses, priorities, and timelines, ensuring effective project management and team collaboration.

Viewing and Managing Tasks

1. Accessing Tasks
   • Navigate to Project Management from the main menu.
   • Select Tasks to view the list of tasks associated with projects.
2. Task Overview
   • The task list displays essential details such as:
     • Task Code
     • Task Title
     • Priority (e.g., High, Medium, Low)
     • Project Association
     • Start Date and Due Date
     • Estimated Time and Hours Logged
     • Assigned Team Member
     • Task Status (e.g., To Do, In Progress, Completed)
3. Filtering and Sorting
   • Use filters to view tasks by Duration, Status, or to Hide Completed Tasks.
   • The search bar allows users to find tasks by typing relevant keywords.
4. Task Status and Actions
   • The Status column indicates the current state of each task (e.g., To Do, In Progress, Completed).
   • The Action menu provides options to:
     • Edit Task Details
     • Change Task Status
     • Assign to a Different Team Member
     • Delete Task

Adding and Editing Tasks

1. Creating a New Task
   • Click on Add Task to open the task creation form.
   • Fill in the required details, including:
     • Title – Descriptive name for the task.
     • Task Category – Classify the task under relevant categories (e.g., Market Research).
     • Project Association – Link the task to a relevant project.
     • Project Client Details – Displays client information related to the project.
     • Start Date and Due Date – Set task timelines.
     • Without Due Date – Option to leave the task open-ended without a due date.
     • Assigned To – Assign the task to one or multiple team members.
     • Status – Set the current state of the task (e.g., Completed, To Do, In Progress).
     • Description – Provide additional information or instructions.
2. Editing an Existing Task
   • Click on the Action menu next to the task and select Edit.
   • Modify the necessary fields and click Save to update the task details.

Task Details and Customization

1. Task Info Section
   • Title: Specify the task name for easy identification.
   • Task Category: Classify tasks to better organize work items.
   • Project Association: Link tasks to the relevant projects.
   • Project Client Details: Displays client details associated with the project.
   • Start Date and Due Date: Define the timeline for the task.
   • Without Due Date: An optional checkbox to keep the task open-ended.
   • Assigned To: Allocate tasks to team members or multiple employees.
   • Status: Track the current state of the task.
   • Description: Add detailed instructions or requirements for the task.
   • Other Details: Additional options for file attachments or specific notes.
2. Other Details Section
   • Attachments: Upload files relevant to the task.
   • Notes: Include notes or specific details for team members.
3. Save Options
   • Save: Saves the task and returns to the task list.
   • Save & Add More: Saves the current task and reopens the form for adding additional tasks.

Tracking and Managing Progress

1. Task Status Updates
   • Update the status of tasks to reflect their current state:
     • To Do – Task yet to be started.
     • In Progress – Task is currently being worked on.
     • Completed – Task is finished.
2. Priority and Labels
   • Tasks can be labeled with colored tags to indicate priority or category (e.g., High Priority, Market Research).
   • Labels help in quickly identifying critical tasks.
3. Time Tracking and Logging
   • Estimated Time and Hours Logged columns help track the time required and time spent on tasks.
   • This aids in managing productivity and resource allocation.

Exporting and Organizing Tasks

1. Exporting Task Data
   • Click on Export to download the task list in Excel format.
   • This allows for offline viewing, reporting, or sharing with stakeholders.
2. My Tasks View
   • Clicking on My Tasks filters and displays only the tasks assigned to the logged-in user.
   • This provides a personalized view to help team members manage their workload.
3. Kanban Boards and Kanban View
   • Tasks can be viewed in different formats, including list view and Kanban board.
   • Kanban board helps in visualizing the workflow and moving tasks between different stages.

Kanban Board

The Kanban Board in Olqan provides a visual representation of tasks using a Kanban-style workflow. It allows users to efficiently manage and track the progress of tasks across different stages, enhancing team collaboration and project visibility.

Accessing the Kanban Board

1. Navigation
   • Go to Project Management from the main menu.
   • Select Tasks and switch to the Kanban Board view.
2. Overview of Kanban Board
   • The Kanban Board is organized into multiple columns representing different task stages:
     • Incomplete – Tasks that are not started.
     • To Do – Tasks that are planned but not yet started.
     • Doing – Tasks that are in progress.
     • Completed – Tasks that are finished.

Managing Tasks on the Board

1. Adding a New Task
   • Click on the Add Task button located at the top of the Kanban Board.
   • This will redirect to the task creation form where details such as title, category, project association, due dates, and assigned team members can be entered.
2. Adding Status Columns
   • Click on Add Status Column to create custom columns that align with your team’s workflow.
   • This helps in tailoring the board to specific project requirements and stages.
3. Moving Tasks Between Columns
   • Drag and drop tasks between columns to update their status.
   • Note: Tasks cannot be moved to or from the Waiting for Approval column directly from the board. To update the status for these tasks, navigate to the Tasks menu and modify the status there.
4. Task Details and Labels
   • Each task card displays:
     • Task Title and Code for easy identification.
     • Priority Labels such as High, Medium, or Low.
     • Category Labels (e.g., Design, Marketing, Copywriting) to classify tasks.
     • Project Association – Linked project details.
     • Assigned Team Member – Profile picture of the assigned person.
     • Due Date and Estimated Time for better time management.

Viewing and Filtering Tasks

1. Customizing Views
   • Toggle between List View and Kanban View using the icons at the top right corner.
   • This allows users to switch between a detailed list format and a more visual Kanban board.
2. Filtering Tasks
   • Use the Filters option to view tasks based on:
     • Duration – Filter tasks by start and end dates.
     • Status – Display tasks by status (e.g., Incomplete, To Do, Doing, Completed).
     • Date Range – View tasks within a specific date range.
   • Search Bar – Type keywords to search for tasks by title, code, or associated projects.
3. Personalized Task View
   • Click on My Tasks to display tasks assigned to the logged-in user.
   • This personalized view helps team members focus on their specific responsibilities.

Task Status and Workflow

1. Default Status Columns
   • The Kanban Board is pre-configured with the following default status columns:
     • Incomplete – Tasks yet to be started.
     • To Do – Planned tasks ready to be executed.
     • Doing – Tasks currently in progress.
     • Completed – Tasks that are finished.
2. Customizing Status Columns
   • Users can add, rename, or rearrange status columns to match their workflow needs.
   • To add a new status column, click on Add Status Column and specify the column name.
3. Workflow Management
   • Tasks can be moved between columns to update their status.
   • The visual flow helps in tracking task progress from inception to completion.
   • Tasks that require approval must be managed through the Tasks menu rather than the board.

Exporting and Reporting

1. Exporting Task Data
   • Click on Export to download the current kanban board data in Excel format.
   • This is useful for offline reporting, analysis, or sharing with stakeholders.
2. Analytics and Reporting
   • Integrate with the reporting module to get insights on:
     • Task Completion Rates
     • Time Tracking and Logging
     • Resource Allocation and Productivity

The Kanban Board is a powerful tool in Olqan that provides an intuitive, visual way to manage tasks, streamline workflows, and enhance team collaboration for efficient project management.