Project task list

The project task list, accessible in the Task list tab in the project detailed view, is where you create and manage your project plan. It includes all tasks linked to the specific project.

This article will show you how to use the project task list and manage your project’s tasks on it.

1. Expanding parent tasks to show their subtasks

If your site uses subtasks, use the Expand button on the left side of a parent task row to display all its subtasks, nested under their parent. Alternatively, collapse them and keep the project task list view compact.

2. Previewing a task

To preview a summary of a task, hover the cursor over the icon on the left of the task title.

3. Opening the task detailed and modify views

To open the detailed view of a task, click on the task title.

Alternatively, you can click the number under the Comments column to navigate straight to the comments section in the task detailed view.

To modify the full task details, click on the icon next to the task title to open the task modify view.

4. Viewing tasks by their completion status

Click the Show tasks filter and choose whether you want to see only done, not done, or done and not done tasks in the project task list. Scoro will apply your preference to the task list for all projects.

5. Sorting tasks

By default, the tasks in the project task list are sorted chronologically by the due date. However, you can click on the column titles to sort them as follows:

• Title - sorts alphabetically
• Statuses - sorts by the order of statuses set up in the settings
• Due date - sorts chronologically
• Time spent - sorts from less time to more time logged, and vice versa
• Remaining - sorts from less time to more time remaining, and vice versa

If the project has phases, the tasks are sorted within each phase.

To change the sorting direction, click on the column again. Scoro will remember your preferences and will apply them across projects.

To reset the sorting, simply sort the project task list by the due date (which is how it's sorted by default) or sort by any other data column you prefer.

6. Customizing data columns

You can customize the columns shown in the project task list to reduce noise and make it easier to focus on the most important details:

1. Click on the Columns filter.
2. Tick the checkbox next to the columns you want to display on the task list. You can also drag and drop them to reorder them. To save your preferences, click Apply.

Scoro will remember your latest preference and apply it across all projects.

Most of the data columns in the project task list are modifiable, allowing you to quickly update your tasks without opening the task detailed view. Learn more about updating task details in the project task list’s columns in this section.

7. Managing tasks in the project task list

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7.1. Managing project phases and milestones

In the project task list, you can manage your project's phases and milestones – click the three-dot icon next to the Add task button, then select Modify phases. 

Here are the changes you can make to your project's phases and milestones from the project task list:

• Add new phases and milestones by clicking the Add phase or Add milestone buttons;
• Modify the names of the existing phases and milestones;
• Modify the milestone dates;
• Modify the start and end dates of existing phases if the tasks within the phases don't have start and/or end dates set and no dependencies are set between the tasks.

The start and end dates of a phase are greyed out and locked and cannot be modified in the project task list if:

• the phase contains tasks with start and/or due dates set;
• there are dependencies between tasks within that phase or between that and another phase within the project;
• the Enable back-to-back phases toggle was enabled in the project's Phases and milestones tab when creating the project. Note that this toggle is available and can be disabled only while there are no tasks within the project; once the first task is added, it is no longer available.

7.2. Adding new tasks and task bundles

Use the Add task button at the end of the Task title column to add new tasks to the project task list. 

You can also click the three-dot icon and select:

• Add task bundle to add a task bundle to your project
• Create tasks from quote to create a new task from the quoted services (this option is visible if there are any quote line items not yet linked to a task)

If your site uses subtasks, you can add subtasks in multiple ways:

• Adding a subtask under a regular task (task without subtasks): Click the Expand button on the left side of the task row, enter the subtask title, and press the Enter key. Add multiple subtasks one after another if needed.
• To add subtasks under a parent task (task with subtasks): Click the Add subtask button to add a single new subtask, or click the three-dot icon and select Add task bundle to add a task bundle as subtasks.
  

Use the Add task button at the end of the task list and each project phase to quickly add new tasks without specifying all the details right away. Simply enter the task title, hit Enter to save it, and add another task right away. You can specify the details of the task afterward when starting to work on it.

7.3. Managing task dependencies

You can set dependencies between tasks as you add them in the project task list, so you don't have to navigate to the Gantt chart and back.

For step-by-step instructions on managing task dependencies from the project task list, see our Task dependencies article.

7.4. Assigning tasks

To assign a task to a user or role (if role assignment is enabled on your site), click the Add members button, select the necessary user(s) or role(s), and click Assign.

To assign additional users or roles, or reassign the task to someone else, click either user's avatar, select the necessary users or roles, and click Assign.

To replace an assigned role with an actual user, click the role avatar and select a user to replace it with, or click the Remove role from task button to remove it.

7.5. Updating task details in the project task list columns

Most of the data columns you can enable in the project task list are also clickable and modifiable. Here’s an overview of all data columns you can enable in the project task list and how to use them:

• Assignee – shows the tasks’ responsible persons and assignees. This column is enabled by default and cannot be deselected. 
• Click on the user avatar to change the assignee(s) – learn more about it in this section.
• Task title – shows the tasks’ titles; this column is enabled by default and cannot be deselected. This column is enabled by default and cannot be deselected. 
• Subtasks (available only on sites using the ‘With subtasks’ or ‘Mixed mode’ work planning option) – enable this column so you can easily see in the project task list how many subtasks each parent task has and quickly add subtasks under regular or parent tasks. 
• Comments – shows the number of comments added on tasks. Click the number to open the Comments section of that task.
• Status – shows the tasks’ statuses. Click the status indicator to change the status for a task.
  
• Activity type – shows the task’s activity type. Click on the activity type to change it to a different one.
• Progress – shows a progress bar indicating the task’s progress. Hover over the colored bars to see how many hours are planned, done, remaining, and overtime. Progress bar legend:
  • Dark blue – done hours
  • Blue striped – scheduled hours (scheduled time entries and future calendar events)
  • Grey – remaining hours (of planned)
  • Red – overtime
  • Red striped – overscheduled hours
  • Percentage (above the progress bar) – the percentage of planned hours completed. Goes red if the total logged hours on that task exceed the planned duration, or if the planned duration isn’t set at all.
• Start date – shows the task’s start date. Click the field and pick the start date from the calendar.
• Due date – shows the task’s due date. Click the field and pick the due date from the calendar.
• Span – the number of days from the task’s start date to its due date, including the due date.
  • Span can be specified only for tasks with a start date. Once entered, the task’s end date updates automatically. Changing the span updates the end date as well.
  • You can enter the span in days, weeks, or months; it automatically recalculates it in days.
  • A task with the same start and due date has a Span of 1.
  • The Span field excludes weekend dates and public holidays you’ve set up on your site.
• Planned – the task’s planned duration.
  • For parent tasks, the Planned column includes the planned duration of the parent task and all its subtasks.
  • If your site uses billable time:
    • One-off and retainer projects: The planned hours you set for a subtask are billable. If you’re modifying the planned hours for a subtask with custom billable hours, the additional hours you add are added as non-billable. To adjust the billable hours on the subtask, you’ll need to open the modify view of that subtask and adjust it accordingly.
    • Internal projects: The planned hours are always non-billable.
• Done – the total time of completed activities (time entries marked as done and past calendar events).
  • For parent tasks, the Done column includes the completed activities on the parent task and all its subtasks.
• Remaining – the difference between the Planned time and Done time.
  • For parent tasks, the Remaining column includes the difference between the Planned and Done time of the parent task and all its subtasks.
• Budget-related columns (visible only for users whose permission sets have the View budget for the task based on the quote permission enabled):
  • Budget – shows the task’s budget based on the quoted hours for that deliverable. Visible for parent tasks, but not subtasks.
    • If the task is not linked to a quote, the column for that task is empty.
    • An asterisk on this column (Budget*) indicates that this task shares its budget with other parent tasks created from the same quote line, and the total value reflects the combined budget across these tasks.
  • Remaining budget – shows the remaining budget after subtracting either planned billable hours or done + scheduled billable hours, whichever is greater. Includes all subtasks.
    • If the task is not linked to a quote, the column for that task is empty.
    • An asterisk on this column (Remaining budget*) indicates the remaining budget across all parent tasks linked to the same quote line.

7.6. Adding time entries

You can log the time spent working on the tasks directly from the project task list.

To add a manual time entry, hover the cursor over the task row and click the Add time entry button. You can specify the time entry details in two ways:

• To quickly add the time entry for yourself without specifying its full details, just enter the time spent in the time field (for example, 1h 30 min or 1:30 – whichever format you prefer) and press Enter.
  
• To specify additional details for the time entry or add a time entry for someone else, click the Modify time entry button in the top-right corner of the time field, fill out the time entry details as needed, then click Save.
  

To start the time tracker, hover the cursor over the task row and click the Start time tracker icon. The time tracker icon will appear on your site's menu bar. Click it to expand the time tracker menu and pause the tracking (if you want to resume it later) or mark the tracked time as done.

Learn more about the time tracker.

7.7. Marking tasks as done

To mark a task as done in the project task list, click the checkmark icon on the task’s row, specify the time to add as a time entry (you can also enter zero), and confirm.