Bitrix24 Self-hosted For Beginners

Bitrix24 Self-hosted For Beginners

Course
descriptionRegistration and
AuthorizationMain pageThe
Page "My
Portal"SearchEmployeesFind
ing UsersTelephone
DirectoryCompany
StructureStaff
ChangesAbsence
ChartHonored
EmployeesBirthdaysPersonal
PageGeneralFriendsPhoto
GalleryForumBlogCalendarFi
lesUsing Messaging
ServicesTasksTask
ListViewing a TaskCreating
TasksTask Use
CasesExporting
TasksCompanyDocumentsM
anaging the Documents
Library in a Web
BrowserUsing the Document
Library in
WindowsServicesBooking a
Meeting RoomeOrdersTechnical
SupportPollsLink
DirectorySubscriptionWorkg
roupsFinding GroupsThe
"My Groups" PageThe
Workgroup PageCreating a

Table of Contents

Registration and Authorization

Main page

The Page "My Portal"

Search

Employees

Finding Users

Telephone Directory

Company Structure

Staff Changes

Absence Chart

Honored Employees

Birthdays

Personal Page

WorkgroupCommunicationBl
ogsForumsPhoto
galleryClassifiedsInstant
Messenger
ConfigurationWorking Time
ManagementFeaturesContro
lsWorking Day
ToolWorktime
SummarySetting the
Working Day
parametersExtranetExtranet
BasicsInviting Users To
ExtranetCRMLeads
ContactsCompaniesDealsAct
ivitiesInvoicesCreating
invoicesWorking with
invoicesConfiguring invoice
fieldsEventsCatalogReportsS
ales FunnelFeaturesThe
element listSelection
listsCustom fieldsAccess
systemEmail
integrationIntegration with
business
processesIntegration with a
Bitrix e-Store

General

Friends

Photo Gallery

Forum

Blog

Calendar

Files

Using Messaging Services

Tasks

Task List

Viewing a Task

Creating Tasks

Task Use Cases

Exporting Tasks

Company

Documents

Managing the Documents Library in a Web Browser

Using the Document Library in Windows

Services

Booking a Meeting Room

e-Orders

Technical Support

Polls

Link Directory

Subscription

Workgroups

Finding Groups

The "My Groups" Page

The Workgroup Page

Creating a Workgroup

Communication

Blogs

Forums

Photo gallery

Classifieds

Instant Messenger Configuration

Working Time Management

Features

Controls

Working Day Tool

Worktime Summary

Setting the Working Day parameters

Extranet

Extranet Basics

Inviting Users To Extranet

CRM

Leads

Contacts

Companies

Deals

Activities

Invoices

Creating invoices

Working with invoices

Configuring invoice fields

Events

Catalog

Reports

Sales Funnel

Features

The element list

Selection lists

Custom fields

Access system

Email integration

Integration with business processes

Integration with a Bitrix e-Store

Registration and Authorization

All company employees obtain access to the portal resources according to access
permissions set by the administrator. Furthermore, the portal administrator can customize
the way the users register and authorize at the portal.
Before working with the portal:
1. unregistered employees must register;
2. registered employees must authorize.

Registration
If the portal settings allow for the self-registration of users, the portal web pages show a link
Register:

at the top right corner of the screen. This link, when clicked, opens the following
registration form:

in the authorization form. In this case, the registration form looks like shown on the
screenshot below:

Enter the required information in the registration form: First name, Last name, Login,
Password, Confirm password, e-mail address.
Click Register. The page will refresh. Now, you can start working with the portal.

Note: if the self-registration is disallowed, all the new users are added by the portal
administrator or another person having sufficient permission.

Authorization
If the portal configuration allows the unauthorized visitors to view the portal web pages,
such viewers see the authorization form in the top right corner of the screen:

Otherwise, if the unauthorized visitors are disallowed to access the portal in any way, they
will see the following authorization form whenever they open the portal in a web browser:

In the form, enter your Login and Password and click Login. As soon as the page updates,
you can start working with the portal.
Upon authorization, a welcome block containing links to the frequently used pages in shown
in the top right corner:

Main page
The main page is a kind of desktop containing areas showing:

recent company events;

various information about the company employees: honored employees, birthdays,
new and absent employees;
recent blog and forum posts, etc.

Using links in these areas, you can switch to a corresponding site section containing the
detailed information.

The Page "My Portal"

This page represents a personal web desktop which can be customized using small building
blocks also known as gadgets.

Note: a user must be authorized to access this page.

The main purpose of the gadgets is to show different information in a specific way. For
example:

employees essential tasks and events;

recent updates for which an employee is subscribed;

workgroups an employee is a member of;
recent blog and forum posts; personal information about other employees etc.

The gadgets can be freely repositioned on the desktop. A gadget usually has one or more
configurable parameters.

To add a gadget to the desktop, click

showing all the currently available gadgets.

to open a menu

After you have selected a required gadget, it will appear at the top left of the desktop.
You can reposition a gadget in the same manner as you move windows in your operating
system: just click the gadget title and move it while holding the mouse button down.

The button

opens the gadget configuration form whose layout is gadget specific

Note: this button is available if only the gadget has options to configure.
To minimize the gadget, click

.To close the gadget and remove it from the desktop, click

.
The system preserves the desktop preferences and gadget configurations between the
authorized sessions.
Whenever a user wants to restore the desktop to the original state, he or she can use the
button

Notice that if the desktop customization was prohibited by the portal administrator, all the

portal users see the same desktop lacking additional buttons or menus. In this case, the
desktop layout is defined by the portal administrator.

Search
The portal users can search any information in almost anything: static pages, documents,
user profiles, news, forum and blogs.
The search form suitably resides in the right corner of the portal screen:

The search system adds all possible titles to the search index and shows them as search tips
when a user is typing the search text in the search input field. However, you may find that
such tips are contextually different to what Google or other web search engines offer: the
portal search form shows tips that are most appropriate for the employee rather than most
frequently accessed or wanted web pages, like the web search systems do.

A dedicated search page is also available and can be accessed by clicking the link Search at
the page bottom.
To find a user, just enter his or her name in the search field. However, a special user search
page exists providing extensive filters allowing for various search criteria to be applied.

Employees
The Employees section contains general information about the company staff and structure.

If you need to find an employee and/or obtain a brief information about them, open
the Find Employee page and find a user.
The Company Structure page displays a vivid and illustrative view of the hierarchy of
company's departments, subdivisions, branches or affiliates. Click a subdivision to
view its inner departments, or a department to view its members.
Each employee has a Personal Profile page that shows their personal and official

information. A user can add friends; create groups; publish photos; create forum
topics and blog posts; manage their personal calendar and file storage.
The Staff Changes page registers changes that have taken place among the
employees. You can look through the changes of the whole company or in a certain
department.
If an employee is absent for any reason, this event is registered in the monthly
Absence Chart. The absence graph can be constructed for a certain department and
the list may contain all employees, not only the absent ones. To view the graph for
other months, use the navigation buttons.
Featured and honored employees are shown on the Honored Employees page. In the
user profile title, the award or accomplishment is specified.
The Birthdays page reminds you to send birthday greetings or find upcoming
birthdays. You can select the department for which birthday information is required.
Introductory information that a new employee may require can be found on the For
New Employees page.

Finding Users
The following form is used to search the portal users:

To search for an employee, fill in any of the following fields in the filter form: Name, Phone,
Departmant, E-mail.
Alternatively, you can find employees using the ABC panel. Click a letter to view the list of
employees whose last name begins with the selected letter.
To switch the result view modes, use the List and Details buttons on the context toolbar:

For example, the List mode shows the employee profiles in the following manner:

The Details mode:

The search results can be exported in Microsoft Excel or Microsoft Outlook.

Telephone Directory
With Telephone Directory, you can easily find the telephone number of any employee. The
only input data necessary is the required persons name, e-mail or any digits of the
telephone number you could still remember. You can narrow your search still further by
selecting the persons department or, for example, the current on-line status. The telephone
directory and the search results can be both exported to Microsoft Excel or synchronized with
Microsoft Outlook.

Company Structure
The Company Structure page visually demonstrates the hierarchy of the companys offices
and departments:

This indented outline provides for easy finding and selection of any department. Click the
department name to view the departments divisions. Click the division link to view all the
employees in that division:

To add the division employees to Microsoft Outlook, click Export Employees to Outlook.

Staff Changes
The Staff Changes page reflects all the staff changes occurring in the company. Whenever
an employee undergoes a shift in his or her career, this page displays the employees profile
showing the date and kind of the change.

You can view the staff changes of the entire company or a certain department. Select the
required department in the list and click Search.

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Absence Chart
The absence chart registers the companys employees being out of office for whatever
reason:

Each type of absence is indicated with a unique color. The absence chart can display data in
three time scales: intraday, weekly or monthly.
The monthly grid does not display intraday leaves so as not to overwhelm the chart with less
relevant data.
To quickly view the leave details, hover the mouse pointer over the leave:

Initially, the absence chart contains data for all the unavailable employees. If required, you
can view the report on a certain department: select it in the drop-down list on the context
toolbar.
To filter the data by the kind of leave, use the button Set Absence Types on the context
toolbar:

Use the calendar navigation controls to view other days and months.
The system updates information in the absence chart automatically using data provided by
the personal calendars. Alternatively, the absence chart can be corrected or replenished by a
user having enough permissions.

Honored Employees
For his or her services or accomplishments, an employee can be credited by displaying on
the Honored Employees. This page shows the honored employees profile the title of which

reads the nomination awarded.

Note: sufficient permission is required to place or remove an employee to/from the Honored
Employees.

Birthdays

The employees whose date of birth is available in the system are seen on the Birthdays
page.

The birthdays components can be set to conditionally show or hide the year of birth. For
example, the screenshot above shows the year only for males.

Personal Page

For each employee, a personal page exists that shows their personal and official
information.
To switch to your personal section, open Employees > Personal Profile.
Alternatively, you can use the link My Page to access the personal page:

To view information about another employee, click a link with his or her name.

General
The tab General shows the users personal and corporate information:

The page is comprised of multiple sections showing:

the recently added friends (requires the friends feature);

the groups a user is a member of;
calendar events and tasks;
recent forum and blog posts;
personal files.

This information may be shown or hidden depending on the social network parameters and
the user preferences.
If a user is away or on the Board Of Honor, this page reflects such status by showing an
appropriate message.
Use the following links to manage the personal information.

Edit Profile is used to edit user information: contacts, personal and official
information and authorization parameters.

Edit Privacy Settings changes the permissions of other users to view your personal
page, friends and groups; it also defines users allowed to invite you to groups and
send personal messages to you.

Edit Settings enables or disables the portal features (Forum, Photo Gallery etc.),
and assigns permissions with respect to these services.

Use the My Subscriptions link to subscribe to or unsubscribe from the group and/or
user updates:

If a user is viewing the other users profile page, the available links are:

Send Messag - sends a private message (aka PM) to the user;

Show Message Log - shows the messaging history;
Add to Friends (or Unfriend) - adds the user as a friend (or removes a user from
friends);
Invite to Group - sends an invitation to the user;
Subscription - manages subscription for the user updates.

Friends
Note! This feature is disabled by default. However, you can send a message to any
employee to invite them to a group. The portal administrator can enable this feature.
The Friends tab presents all the user friends. To add a friend, follow the steps below:

Click Add Friends to open the Find Employee page.

Find the required employee using this form (see the Finding Users lesson).
In the profile found, click the user name link. The employee personal page will open.

Click Add to Friends.

Fill in the invitation form and click Send Message.

You will see a confirmation saying the message has been successfully sent. When the
employee receives and accepts the invitation, they will appear in your friend list.
If an employee sends you a friend invitation, a corresponding message will immediately
show on the left of a portal page.
To send a message to a user, do the following:

Select the required employee.

Click Send Message. The messaging window will appear:

Type the message text and click Send. The new message will be shown in the dialog
window.

If a user sends you a message but the messaging window is not active, a notification will
immediately show in the left of any portal page.

Photo Gallery

The Photo tab represents the employee personal photo gallery. You can configure other
user's access to your photos in your profile.
The Add album link creates a new photo album. In the album creation form, specify the
required parameters and click Save.

Upon saving, the new album is immediately added to the album list. To upload a photo, click
Upload Photos.
Two photo upload methods are available: single upload and bulk upload. The bulk mode
allows adding of a whole folder by selecting it in the folder tree and clicking the Add folder
button. To add individual photos from any directory, click Add files.

Using this form, you can preprocess the photos before uploading: specify their titles and
descriptions; publish photos; add the copyright sign etc. Note that only published photos are
visible. To upload photos, click Upload.

Forum
Surprisingly or not, but the tab Forum contains the users personal forum. The user can
assign different access permissions to other users thus, for example, rejecting unwanted
posts from offensive writers (the link Edit Settings):

Forum Topic Management

To create a new topic, click Add new topic. This will open the new topic creation form:

The only mandatory field is the topic title. If needed, you can attach an image to the new

topic (use the link Load image) and add the new topic text. Click Post New Topic when
you are done. The new topic will become visible in the users forum:
To manage the forum topics, select the required ones by checking the corresponding boxes
and then select the action in the drop-down list:

Forum Post Management

To add a new forum post, open the forum topic of your interest and click Reply. The forum
reply form will show up:

You can hide or show back your forum posts (or the posts of other users if you have
sufficient permissions). To hide the forum post, select it by marking the checkbox of the
target post and select Hide in the drop-down list. The hidden posts are rendered in different
color:

To show the hidden posts, mark them and select Show Messages in the drop-down list.
To edit a particular forum post, click the link Modify. You will edit the post in the same
forum post editor you use to add a forum post.
To delete the posts:

click the link Delete;

select the posts you want to delete and select Delete Messages in the drop-down
list:

When replying to a particular post, quote that post: it will help the readers to keep the
context of discussion. Select the text you want to quote and click the link Quote. The
selected text will be added to the reply form:

The link Name does just as it reads: it adds the name of the post author to the reply form.

Blog
The tab Blog encapsulates the users personal blog for posting opinions and other messages.

Whether other users can see your blog posts or not is the matter of your preferences. If you
open access to all users, your blog posts will be seen on the Blogs page (Communication >
Blogs).

Creating Blog Posts

To add a new blog post, click Post To Blog. The new blog post form will open:

After you are done typing the post text, you can make the new post visible by clicking
Publish. Note that you can change the date and time of the post: just click the date/time
link and select the desired date in the calendar:

If you are not in the mood to tell the others whats on your mind right now (or perhaps you
are still afraid to tell the truth!), you can just save the post (click Post Later) and publish it
later on: open the drafts folder by clicking Draft Messages and select the post you want to
share with the people.

To take a look at your new post without actually publishing it, click Preview:

Edit and delete you posts using the two corresponding commands:

Commenting And Managing Comments

You can add a comment to a blog post on the blog post page.
If the blog allows comments, the link Add comment is available below the blog post text:

Clicking this link opens the comment form:

To comment on an existing comment, click Reply below it:

To scroll to a particular comment, click Link (which also sets the address bar contents to the
comment URL).
The multilevel comments show the link Parent which navigates to the message this
comment is a child of:

Calendar

Creating A Calendar
Creating Events
Managing The Events

The Event Scheduler

Exporting The Calendars
o Direct MS Oulook Export
o Exporting To iCal

The tab Calendar represents the users personal organizer. The calendar has the following
functional areas.

1 - the users calendars;

2 - the favorite calendars;

3 - provides MS Outlook synchronization features;

4 - the calendar management and event controls;
5 - the main calendar grid.

- adds a new event;

- adds a new event using the scheduler;

-opens the calendar settings form:

Use the calendar settings form to:

o
o

select the invitation calendar: whenever you are invited to an event, the
selected calendar will keep and track your invitation;
optionally choose to use a more positive visual cue to show the unconfirmed
events.

Creating A Calendar
To create a new calendar, click Add Calendar:

In the calendar creation form, enter the calendar name and description. Select the calendar
color; in fact, this is a background color which will be used in the calendars list:

Select the desired public mode:

Private Calendar - specifies that this calendars events are visible to the owner
only;
Show availability - more verbose mode; other users will see the owners
availability (Occupied, Undecided, Free, Away);
Show availability and title - same as the previous mode but also shows the event
title;
Show all information - specifies to show any data available in the calendar.

The option Add all invitations from other users to this calendar, if checked, marks this
calendar as the collector of all the invitation events. No other calendars will contain the

invitations.
To enable MS Outlook connectivity, check the option Enable calendar export.
To show this calendar in the favorite calendars list (see the picture below), check the option
Add to Favorites.

In the Favorites list, the link Configure opens the calendar selection dialog box:

A user is free to add the other users calendars to his or her Favorites. To do so, find a user
by typing their name in the field Find User and clicking Add. Once a user has been found,
select the required calendars:

To remove the calendars, click Delete.

Creating Events

The events (meetings, seminars etc.) in the calendars can take one or more days. The two
methods to add an event are available.
Method 1

In the calendar grid, select the required day of the oncoming event and click it. The
new event dialog box will appear:

Enter the event name and description; select the appropriate calendar for the new
event. If the event will span multiple days, click More to switch to extended mode
(see Method 2).
Click Add.

Method 2

Click the button

form:

on the top left of the calendar grid to invoke the extended event

Set the start date of the event. The end date is optional. If required, set the start
and/or end times by clicking

.
Enter the event name; select the appropriate calendar for the new event. Optionally,
select one of the previously created event locations (usually a meeting room).

Provide the event description. The homonymic tab has the visual editor with rich
format capabilities:

To invite persons to the event, click the tab Guests. Start typing the initial letters of
the name of a person you want to add, select the name in the suggestion list and
click Add:

Alternatively, you can add participants using the Company Structure:

Once you click Save, the system starts sending the invitation e-mails to the persons
you have added to the event. To provide your own invitation message text, click
Add invitation text. Note that the system sends the invitations whenever you
change and save the invitation text.

The e-mail messages include links for the recipients to accept or decline the
invitation. After the user has made a decision, the guest list will show the status:

o
o
o

- the user accepts the invitation;

- the user declines the invitation;
- the user is still deciding.

Click to delete a single user from the guest list, or click Remove All to wipe the
list out completely.
Note: deleting the event creator will also delete all the guests.

The tab More contains additional event controls:

Recurring Event group: these controls can be used to specify the

reiteration strategy of the event;
o Reminder group: if the checkbox is marked, the system will remind of the
event in the specified amount of time;
o Special Notes group: the first selector sets the event importance (used as a
hint for the participants). The last option (Private Event) makes the event
visible to the event owner only (i.e. the one who created the event). No
guests are allowed to private events.
Click Save.

Managing The Events

The event management controls become available when you hover the mouse pointer over
the event you want to change:

- opens the event view form;

- opens the event for editing, the event edit form being the same as the one you
have used to create the event;
- deletes the event.

The event view form also has controls to edit or delete the event.

The Event Scheduler

The event scheduler provides functions to devise and control collective events that involve
multiple participants.

You can open the scheduler:

by clicking the button

organizational unit;

on the calendar page of an employee, company or other

when creating a new event by clicking the link Event Scheduler on the tab Guests
of the event creation form.

The creating of a new collective event requires that you specify:

The event Start and End date and time.

The event duration. The button /
locks or unlocks the duration controls. If the
duration is locked, the value is inferred from the start and end times.
The event location.
The event participants (guests).

To add a person to the event, start typing the persons name in the Add Guest field and
then select the required user from the suggestion list and click Add. Alternatively, you can
use the link From Company Structure which is useful if you need to add multiple guests at
once. To remove a guest from the event, hover the mouse pointer over the guest name and
click . The link Clear removes all the event guests.
The Scale selector exists to change the time frame of the event grid. Lesser scale shows a
more detailed picture of the employees activity.
Periods of time when an event guest is away or busy are marked yellow. Furthermore, if the
event time interval intersects with at least one of the guests being away or busy, the whole
event time is shown in red:

The event scheduler provides convenient user interface to visually change the event time.
Lock the event duration and use the mouse to drag the event to a vacant position in time. If
the event time is good, it becomes green:

Exporting The Calendars

The intranet portal calendars can be exported to MS Oulook by using one of the two
available methods.

Direct MS Oulook Export

This export method allows for duplex synchronization of the portal and MS Outlook
calendars.
Open a calendar page, select Connect To Outlook in the action menu and start
synchronization:

Pay no attention to MS Outlook message boxes: most of them are just notifications; confirm
the operations whenever your confirmation is required. For example, if you encounter a
"Connect this SharePoint calendar to outlook?" message - click Yes without hesitation.
The two-way MS Outlook integration fully conforms to Microsoft specifications and standards
which guarantees an absolutely smooth operation.

If you want to control the process in detail, you can click Advanced... to provide a
description to your calendar:

Now look at the result. Your Outlook has a new calendar showing all your events! What could
be more convenient than viewing the company's events in Outlook after a long leave. Keep
up with your company, connect and synchronize calendars, and be in the thick of things!

Now connect all the required portal calendars in the same way. Show them in a single grid
and voila - now your calendar looks just like the portal calendar!

Whenever you add a new event to the MS Outlook calendar, the former will be mirrored in
the portal calendar. For example:

select the event date in the calendar grid;

double-click it to open a create new event window;
fill in the Topic, Start, End and Description fields;
click Save And Close.

Now see the new event being added to the MS Outlook calendar.

You don't need to bother about synchronizing your MS Outlook calendars with the portal
calendars. This task is performed automatically along with the Outlook e-mail check. The
bottom right corner of the Outlook window will show the synchronization progress.

The following picture shows the same event in the portal calendar:

You can edit and delete events in the MS Outlook and portal calendars in the same way.
Any changes made on one side will be reflected on the other side.
To edit or manage events, you can use MS Outlook or the portal calendar.
To edit an event in MS Outlook, double-click the required event. Modify the event as
desired and click Save.
To delete an event in MS Outlook, select it and click Delete in the action menu.
Once the event is changed or deleted, it will be silently synchronized meaning the event will
be updated or deleted in MS Outlook as well as on the portal.
Exporting To iCal

If the calendar parameters are set to enable calendar export, the item Export (iCal) will be
available in the calendar action menu:

Additional option exists in the Favorite Calendars group: you can export all the favorite
calendars by clicking

below the calendar list.

To export a calendar:

Select the menu item Export (iCal) in the calendar action menu or
Copy the link to the Windows Clipboard:

Run MS Outlook and select Tools> Account Settings.

In the settings dialog, select the tab Internet Calendars and click New....
Paste the calendar link you have just copied:

Click Add to open the Subscription Options dialog. Enter the calendar Folder
Name and Description.
Save changes. The calendar is now connected to MS Outlook.

Files
File operations on the employee personal page are similar to those discussed in the
Documents section.

You can configure other user's access to your files in your profile.

Using Messaging Services

Using The Portal Messenger
To chat with other portal users, a special messaging form exists. It includes the following
functional areas:

(1) - shows your correspondents name and online status. The shortcut controls:
- opens the users personal page;

- opens the messaging log window;

- fills the messaging area (2) with the todays conversation (for example, if
you close and then open the messaging window again);
- enables or disables sound notifications.
(2) - the current messaging session;
(3) - the message input box;
(4) - use this list to send the message to multiple users.
To start messaging session with a user, find him or her on the portal and click the link Send
message which is available wherever the user info box is shown. The messaging window
will show up:

Type the text and click Send Message or hit Ctrl+Enter. The message will be sent and
added to the messaging area:

If your chat pal is a prompt person and does not hesitate too long to reply, you will get their
message right in the messaging area:

However, if you have become tired of waiting and closed the messaging form, the portal will
inform you of the new message by showing a notification box on any portal page you open
or refresh.
To send a message to multiple users, open the company structure list by clicking the arrow
gripper on the right of the messaging window. Select the contacts by marking the
checkboxes:

Type the message text and click Send Message.

Using XMPP Messaging

Rather than using the web browser based messenger, the portal users can communicate
employing any conventional messenger software that has a XMPP (Jabber) support.
Miranda, QIP Infium, Pidgin, Psi are few of the most known applications providing such
functions. Before you can chat with your co-workers, however, you have to configure your
messenger. The following information is generally required:

the login and password you use to log in the portal;

the portal domain as the server address;
the XMPP server port and the SSL option. Ask your system administrator for the
correct value.

For example, the preferences in your Miranda IM options dialog may look similar to what is
shown below:

Once you click OK and log in the portal server, Miranda IM will load the employees (or
contacts, which is better with messenger terminology):

Tasks
Watch video
The Tasks page helps view and manage the tasks an employee is assigned to perform.
Tasks serve to streamline personal and team work. They have a range of properties to
control work time and productivity, priority, roles and some others.

An employee does not require special permissions to use tasks.

The following roles are used with tasks:

Responsible Person is an employee to whom the task is assigned.

Author is a person who has assigned the task for the employee (e.g. a head of
department).
Participant is a person to whom the same task has been assigned. Tasks may be
assigned to multiple employees, e.g. to a whole department.
Observer is a person who is to be notified of the task progress but not directly
related to it, e.g. a head of another department who, due to an established
workflow, needs to be informed of what is going on in other department(s).

Task List
The task list is a grid showing the task properties and status. The following elements exist on
the task list form:

Controls
Task Grid
Gantt Chart
Filter Pane
Simple Filter Mode
Extended Filter Mode

Controls
The following controls are used with the task list.

- creates a new task using a special task editor form;

- the quick task button. Adds a new row to the task list allowing to set the new
tasks properties in-place:

- creates a task using one of the existing templates;

Use the links titled by the task name to create a new task with fields pre-filled
according to the template values.
Use the View all tasks templates link to view and edit the task templates.
The following buttons switch the task view mode:

Include subtasks - shows the list as a tasks and subtasks view. In this mode, the
child subtasks are hidden by default:

The number shows the total subtask count. To view the tasks subtasks, click

Flat view activates the flat view mode which, if active, shows subtasks as if they
are not attached to any parent task:

Use the Gantt chart button to view tasks as a project schedule on a bar grid.
Use the Reports button to design and view task reports.

Note: if, when creating a new task, the option Propagate the task to multiple
responsible persons is checked, the main task is shown as multiple subtasks belonging to
a master task which is denoted by
.
Subtasks are discussed in more detail in the lesson Creating Tasks.

The Task Grid

Attention! The task grid displays only the tasks to which you relate in any way (that is, you
are the task creator, the performer or the observer).
To view the tasks:

use the employee personal page (the Tasks tab);

use the extended filter mode on your personal page;
use the workgroup page (the Tasks tab).
A user can view other persons workgroup tasks if such action is allowed by the
Permission to view all tasks on the workgroup settings page.

The tasks are grouped by projects (usually represented by workgroups), the workgroup
name highlighted. Use the links to add more tasks to the selected project.
The tasks that are not bound to a project (workgroup) are displayed as free ungrouped
entities (as shown in the green frame on the figure below).

The grid includes the following columns:

Tasks
This column is as simple as it is: it just shows the task names. The names are links
opening the task view form. The task names may have different colors depending on

the status:

o
o
o
o
o
o

green are the tasks that has been created but not accepted;
blue are the tasks accepted by an employee;
black are the accepted tasks or the tasks currently being fulfilled;
red are the overdue tasks;
grey are the completed or suspended tasks;
orange are the declined or unconfirmed tasks.

The task title may show extra information icons:

o
o
o

- this is how many times the task has been updated since it was last
viewed;
- the number of comments to this task;
- the files attached to the task.

Action menus:
Each task has the action menu you can activate by clicking on the icon

o
o
o
o
o

View: opens the task information page;

Edit*: opens the task for editing;
Create Subtask: adds a child task to a given task and opens the task edit
form in which you can set the subtasks parameters;
Create Quick Subtask: adds a grid row to set the new subtasks
parameters in-place;
Accept: use this command to accept the task (think twice!);
This menu item is unavailable to an employee if a task was created by a
supervisor. In other words, any supervisors tasks are auto accepted.

o
o
o
o

o
o
o
o
o

Decline: think twice again;

Start Execution: starts the task which effectively starts the task timer;
Close: use this command once you have completed the task;
Accept as Completed*: this command is for supervisors. It is only
available for the tasks created with the option Require approval to close
task checked. Selecting it means that a supervisor is satisfied with the
employees results;
Return for Completion*: as opposed to Accept as Completed, this
command expresses the supervisors dissatisfaction. An employee is thus
kindly asked to review the task and finish it;
Pause: temporary suspends the task;
Copy: duplicates the task; that is, creates a new task whose fields have the
same values as the original one. The duplicate is always created as a
subtask;
Add to Daily Plan:adds the task to the working day report;
Delete*: wipes the task out.

* - these commands are available to the task author only.

The task status column:
This column shows icons indicating the current status of the task.

o
o
o
o
o
o

- the task is awaiting acceptance by the assigned employee*;

- the completed task is awaiting to be approved by the supervisor;
- the task result requires supervisors attention*;
- the task needs to be accepted;
- the task is currently being fulfilled;
- surprise! this is a button, not an icon. Click it to start the task. This
button becomes available once you have accepted the task.

* - this status is available to the task author only.

The task priority column:
This column shows the task priority.

low priority;
medium priority;
high priority;
The Deadline column:

o
o
o

This column shows the date and time after which the task is overdue.

The Responsible column:

This column shows the name of an employee who is responsible for the task
progress and result. The name is a link leading to the employee personal page.

The Creator column:

The Creator (author) column shows the name of a supervisor (or employee) who has
created and appointed the task to the responsible person. The name is a link leading
to the user personal page.

The last column (untitled):

This column shows the task rating menu:

o
o
o

- unrated;
- positive rating;
- negative rating.

There is another option in this column:

- the dimmed flag (acts as a command button). Click it to close the task;

- the full gamma icon indicates that a task is completed.

To sort the grid by any of the columns, click the column header title.

Click to make the grid unsorted back.

The Gantt Chart

A Gantt chart is a type of bar chart developed especially for the purpose of illustrating a
project schedule:

The Gantt charts provide a mechanism for the visual editing of the task schedule. You can
use the mouse to change the duration or start and end time or date of a particular task by
simply dragging it in the chart.

Tha chart displays an infotip when you hover the mouse pointer over a task. The infotip
shows the task name, author, responsible person, due date, status and priority. The colour
of the task bar in the chart mirrors the task status (in progress, overdue or completed). The
completed tasks are marked with flags. To view the task details, simply click Details in the
infotip.

Right-click on a task on the chart to open the popup menu containing the task management
commands:

The Filter Pane

The list shows tasks according to the filter criteria. The filter has two modes: Simple and
Extended.
The filter pane includes the following links:

Templates: opens a page containing your personal task templates;

Reports: shows your reports.
The "export to" links sends the tasks to a respective application.

Simple Filter Mode

This mode, allowing for fast switching between task types, is useful for quick navigation.

The simple filter has the two areas:

1. Filter by user affiliation
o My Tasks selects all the tasks for which you are a responsible person or a
participant.

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