Task bundles are sets of tasks you can create as templates for projects where you use a similar procedure (same set of tasks) or if you take similar steps for each of your sales leads (contacts).
Task bundles can be added to contacts (companies and people) and projects. You can also add them from a document detailed view (e.g., a quote) - then it will be linked to the relevant contact.
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Creating a task bundle
To add a new task bundle:
- Go to Tasks > Task bundles
- Click the + New button
- Give it a distinctive name so you can choose the right bundle when adding it to a contact or a project
- Click Add.
Once added, the task bundle will appear in the list as active, shared with other users, and empty. Here, you can modify your bundle's name (by clicking the pencil icon on the task bundle row), duplicate, deactivate, stop sharing it with others, or delete it.
Click on the task bundle name to hide or show the tasks in it.
Adding tasks to a task bundle
Click the New task button to add a task to your bundle.
A simplified task modify view opens up, where you can fill in the task data.
Use the timeframe to define the task start and due date:
- If the project has already started, the moment when you link the bundle to the project is taken as the basis for calculating the start and due dates.
- If it's a future project, the start date of the project is used as the basis for the task start and due dates.
For example, the task start date is set to 3 days and the due date to 7 days from the project start date. If it's a future project starting on June 1, the start date of the task is June 4, and the due date June 8.
Note! If you've ticked the Include weekend in workweek checkbox under Settings > Work and projects > Projects, the task start and due dates can fall on the weekend.
If you've enabled the Appoint responsible user setting under Settings > Work and projects > Calendar and tasks, you can select the responsible user for the task in the bundle. This person will be notified when the task is completed or deleted.
To select the responsible user for a task, click the Responsible dropdown and select either of the following:
- A specific user
- Task creator (dynamic value) - when selected, the user who uses that task bundle to create tasks will be set as the responsible person.
- Project manager (dynamic value)
- When selected and the task bundle is added to a project, the project manager is set as the responsible user for the tasks with this dynamic value.
- However, when added to a contact (company or a person), the person who used the bundle will be assigned as the responsible user instead.
We recommend using dynamic values when creating shared bundles. This ensures responsible users remain relevant, even if the person who created the task bundle leaves the company.
When your task is ready, click Save to return to the list of task bundles or click Save and add another to save the task and add another one.
The tasks are added to the bundle in alphabetical order. You can drag them into suitable order, which will also be used when adding the bundle to a project or contact.
Using task dependencies
If you're also using task dependencies, you can add them in the Predecessor column when viewing the task bundle. There are two ways you can add them:
Option 1 - drag the predecessor start and end handles between the tasks. The start and due dates of each task will automatically be updated.
We recommend defining the task duration by setting the start and due dates first and then adding the dependencies to calculate the expected start and due dates accordingly.
Option 2 - enter the predecessor task number on the predecessor field. You can define the dependency type by entering one of four abbreviations or add a buffer via a plus sign after the order number.
There are four types of dependencies that can be used, each with its own abbreviation:
- Finish to start -> FS
- Start to finish -> SF
- Finish to finish -> FF
- Start to start -> SS
If you wish to discard the changes when manually entering the predecessor, press the Escape key to close the modal.
Adding task bundles to projects and contacts
A task bundle can be added:
- When creating a new project
Select the bundle from the Phases and milestones section. You can also create a phase first and then add the bundle underneath it. - To an already existing project
Open the project's detailed view and go to the Task list. Click the three-dot icon and select Use a task bundle. - From the company/person or project list
Select the necessary contact or project and click the Add task bundle button on the additional buttons toolbar.
The added tasks appear in the Planned activities section on the contact card or in the project detailed view. If the tasks in the bundle were assigned to someone by default, the tasks also appear in the task lists of the assignees.
When a task bundle has been added to a contact or project, the tasks can be modified in the assignees' task lists (or filtered out in your task list) in the Planned activities section of the contact card or project detailed view.