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9.8 KiB
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296 lines
9.8 KiB
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=====================================
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How to manage & collaborate on tasks?
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=====================================
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Responsibilities
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================
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In Odoo, you can assign the person who is in charge of the task.
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When creating a task, by default you are responsible for it. You can
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change this by simply typing the username of someone else and choosing
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it from the suggestions in the drop down menu.
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.. tip::
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If you add someone new, you can "Create & Edit" a new user on the
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fly. In order to do so, you need the administrator rights.
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Followers
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=========
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In a task, you can add other users as **Followers**. Adding a follower means
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that this person will be notified of any changes that might happen in
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the task. The goal is to allow outside contribution from the chatter.
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This can be invaluable when you need the advice of colleagues from other
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departments. You could also invite customers to take part in the task.
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They'll be notified by email of the conversation in the chatter, and
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will be able to take part in it simply by replying to the mail. The
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followers can see the whole task like you, with the description and the
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chatter.
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Project: follow a project to follow the pipe
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--------------------------------------------
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You can decide to follow a Project. In this situation, you'll be
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notified of any changes from the project: tasks sliding from one stage
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to another,conversation taking place,, etc. You'll receive all the
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information in your inbox. This feature is perfect for a Project Manager
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who wants to see the big picture all the time.
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Task: follow a specific task
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----------------------------
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Following a task is the same idea as following a project, except you are
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focused on a specific part of the project. All notifications or changes
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in that task also appear in your inbox.
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Choose which action to follow
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-----------------------------
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You can choose what you want to follow by clicking on the down arrow in
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the Following button.
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By default, you follow the discussions but you can also choose to be
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notified when a note is logged in, when a task is created, blocked or
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ready to go, and when the stage of the task has changed.
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.. image:: media/manage_collaborate01.png
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:align: center
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Time management: analytic accounts
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==================================
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Whether it helps you for estimation of future projects or data for
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billing or invoicing, time tracking in Project Management is a real
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plus.
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The Odoo Timesheet app is perfectly integrated with Odoo Project and can
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help you track time easily.
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Once Odoo Timesheet is installed, the timesheet option is automatically
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available in projects and on tasks.
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To avoid any confusion, Odoo works with analytic accounts. An analytic
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account is the name that will always be the reference for a specific
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project or contract. Each time a project is created, an analytic account
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is automatically created under the same name.
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Record a timesheet on a project:
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---------------------------------
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Click on the settings of a project.
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.. image:: media/manage_collaborate02.png
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:align: center
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Click on the Timesheet button in the top grey menu.
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.. image:: media/manage_collaborate03.png
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:align: center
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You get the Odoo Timesheet. Click on Create and a line will appear with
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today's date and time. Your project name is automatically selected as
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the Analytic Account. No task is set, you can choose to add a specific
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task for it, or not.
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.. image:: media/manage_collaborate04.png
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:align: center
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If you go now to Odoo Timesheet, your line will be recorded among your
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other timesheets.
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Record a timesheet on a task:
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------------------------------
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Within a task, the timesheet option is also available.
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In the task, click on the Edit button. Go on the Timesheet tab and click
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on Add an item.
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A line will appear with the name of the project already selected in the
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Analytic account.
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Again, you'll find back these timesheet lines in the Odoo Timesheet
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application.
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.. image:: media/manage_collaborate05.png
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:align: center
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At the end of your project, you can get a real idea of the time you
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spent on it by searching based on the Analytic Account name of your
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project.
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Document Management in tasks
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============================
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You can manage documents related to tasks whether they're plans,
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pictures of the formatting, etc. An image is sometimes more informative
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than a thousand words! You have two ways to add a document to a task.
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1. You can add an image/document to your task by clicking on the
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Attachment tab on the top of the form.
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.. image:: media/manage_collaborate06.png
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:align: center
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2. You can add an image/document to your task through the Chatter. You
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can log a note/send a message and attach a file to it. Or if someone
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sends an email with an attachment, the document will be automatically
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saved in the task.
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.. image:: media/manage_collaborate07.png
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:align: center
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.. tip::
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If you have an important image that helps to understand the tasks you
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can set it up as Cover Image. It'll show up in the Kanban view directly.
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.. image:: media/manage_collaborate08.png
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:align: center
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Collaborate on tasks
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====================
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Tasks in Odoo Project are made to help you to work easily together with
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your colleagues. This helps you save time and energy.
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The idea is to stay up to date with what interests you. You can
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collaborate with your colleagues by writing on the same task at the same
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time, with task delegation and the Chatter.
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Create a task from an email
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---------------------------
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You can configure an email address linked to your project. When an email
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is sent to that address, it automatically creates a task in the first
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step of the project, with all the recipients (To/Cc/Bcc) as followers.
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With Odoo Online, the mail gateway is already configured and so every
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project gets an automatic email address.
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The email is always the name of the project (with "-" instead of the
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space), you'll see it under the name of your project in the Project
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Dashboard.
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.. image:: media/manage_collaborate09.png
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:align: center
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This email address create by default following the project name can be
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changed.
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The alias of the email address can be changed by the project manager.
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To do so, go to the Project Settings and click on the Email Tab.
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You can directly edit your project email address.
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.. image:: media/manage_collaborate10.png
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:align: center
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The Chatter, status and follow-up.
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----------------------------------
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The Chatter is a very useful tool. It is a communication tool and shows
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the history of the task.
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In the Chatter, you can see when the task has been created, when it has
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passed from one stage to another, etc. Any changes made to that task are
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logged into the Chatter automatically by the system. It also includes
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the history of the interaction between you and your customer or
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colleagues. All interactions are logged on the chatter, making it easy
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for the task leader to remember past interactions.
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You can interact with followers whether there are internal (your
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colleagues) or external (the client for example) by logging a note or
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important information. Also, if you want to send an email to all the
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followers of that specific task, you can choose to add a message to
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notify all of them. For both of these options, the date and time is
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saved on the entry.
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.. image:: media/manage_collaborate11.png
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:align: center
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The description of the task, the Pad
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------------------------------------
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Odoo allows you to replace the task description field by an Etherpad
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collaborative note (http://etherpad.org). This means that you can
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collaborate on tasks in real time with several users contributing to the
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same content. Every user has their own color and you can replay the
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whole creation of the content.
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To activate this option, go to :menuselection:`Project Settings --> Pads`,
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tick "Collaborative rich text on task description".
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.. image:: media/manage_collaborate12.png
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:align: center
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.. tip::
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If you just need the pad and not the whole task page, you can click
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on the icon on the top right to get to the pad directly in a full
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screen view. Click on the ``</>`` icon to get the direct URL of the task
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description: useful if you want to send it to someone without adding
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this person as a follower.
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.. image:: media/manage_collaborate13.png
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:align: center
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Tasks states
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============
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Set the state of a task
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-----------------------
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The status of the task is the easiest way to inform your colleagues when
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you are working on a task, if the task is ready or if it is blocked. It
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is a visual indicator that is seen in a glance.
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You can change the status of the task from the kanban view or directly
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from the task. Just click on the status ball to get the choices:
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.. image:: media/manage_collaborate14.png
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:align: center
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.. image:: media/manage_collaborate15.png
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:align: center
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Custom states
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-------------
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You can decide what the different status mean for each stage of your
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project. On the kanban view, click on the gear icon on the top of the
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stage, then click on edit:
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.. image:: media/manage_collaborate16.png
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:align: center
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Next to the color ball, write the explanation of the state.
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.. image:: media/manage_collaborate17.png
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:align: center
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Now, the explanation will be displayed instead of the generic text:
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.. image:: media/manage_collaborate18.png
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:align: center
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Color Tags
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==========
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In every task, you can add a tag. Tags are very useful to categorize the
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tasks. It helps you to highlight a task from the Kanban view or better
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find them thanks to the filters.
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If you are always working with a specific type of tag, you can highlight
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the tasks containing the tag with the colors. Each tag can get a
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specific color, it's very visual on the Kanban view.
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.. image:: media/manage_collaborate19.png
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:align: center
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In order to make it appear on the kanban view, you have to set a color
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on the tag, directly from the task:
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.. image:: media/manage_collaborate20.png
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:align: center
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