//Cloudogu EcoSystem Docs

3. Tasks and Time Tracking

• 3.1 How to create a task
• 3.2 Task description
• 3.3 Operations with tasks in Easy Redmine Version 14
• 3.4 Time tracking
• 3.5 WBS - Work Breakdown Structure
• 3.6 Gantt Chart

In the previous chapter, we moved from the project level upwards to the portfolio. Now it is time to go one step deeper - to the task level.

Tasks are the most frequently used entity in Easy Redmine / Easy Project. Work should primarily be distributed via tasks. It is necessary to know at least about the configurations (e.g., workflow) so that you can understand the following operations in their full context.

3.1 How to create a task

There are many ways to create a task in Easy Redmine / Easy Project to make it as convenient as possible for all your project members.

Yellow Plus button

The button is always available, regardless of where you currently are in the application.

WBS (Work Breakdown Structure)

Is the best tool for creating a project and task structure.

GANTT

Gantt on the project level allows tasks to be created by dragging within the chart.

3.2 Task description

Header and Attributes

• At the very top is the Subject (Task Name).
• Directly below, the following are always visible: Status, Assignee, Priority, and Due Date – these basic attributes are always present.
• A button or link "+ More" expands additional attributes (e.g., Tracker, Estimated Time, Custom Fields).
• The state of the header (expanded or collapsed) is saved: When you open a task, it will be displayed exactly as you last viewed a task.

Sidebar

• On the right side, there is important information regarding progress and ratings,
• Buttons for updating the task and editing (e.g., changing attributes, adding comments, changing status).
• At the bottom of the sidebar are the Export options (e.g., as PDF, CSV, etc.) to use or share the task or its information externally.

Possible New Features

• More modern, tidier design with clearer lines and less visual "noise".
• Faster reactions: e.g., real-time updates when someone else is editing the task.
• Improved usability: Editing directly via small icons (e.g., pencil symbol) on attributes.
• More integration with Scrum/Kanban Boards, so that the task description is more accessible/editable directly from boards.

3.3 Operations with tasks in Easy Redmine Version 14

Performing operations with tasks (e.g., editing, updating, moving, or commenting) is designed to be largely intuitive in Easy Redmine. Nevertheless, it is helpful to understand which peripheral factors influence the behavior of certain functions – such as:

• Permissions of the users,
• Global and project-related settings,
• Defined workflows or status transitions.

These factors can determine which actions are possible or which fields are visible or editable during processing.

Quick Task Editor

For a particularly efficient and mobile way of working, Easy Redmine offers a compact Quick Editor (also optimized for smartphones).

This reduced but interactive detailed view of a task allows for the execution of all essential operations, including:

• Status change,
• Editing fields,
• Adding comments,
• Logging time,
• Assigning responsibilities.

The Quick Editor is continuously developed to ensure the smoothest and most user-friendly task editing possible – regardless of the device used.

The main function of the Quick Editor is to make adjustments without having to refresh the page or switch to another tab in your browser. It can be accessed in the following ways:

• When you hover over a task in the task list with the mouse, you will find a special button on the right side.

• On task detail - Button at the top right in the task header.
• In the WBS via the Edit button.
• In the Scrum/Kanban board - click on the task card.

Update

Updating a task is one of the most frequently performed operations: This includes changing attributes, adding comments, and also time tracking.

How many attributes and options are displayed depends on:

• the defined workflow – some attributes are read-only or only editable under certain conditions,
• the settings and visibility of custom fields,
• the roles/permissions of the users (e.g., whether commenting is allowed),
• and whether certain modules of a project are activated (e.g., Time tracking).

If an attempt is made to make impermissible changes (e.g., a due date that lies outside the project period, or an unfilled mandatory field), a corresponding error message appears explaining which rule was violated.

In Version 14, task attributes can also be changed directly via small edit icons (e.g., pencil) in the header area of the task, without first clicking the general "Update" button. Not all attributes are editable in this way, especially if the workflow or roles dictate certain requirements. In such cases, a change may lead to an error message (e.g., if an additional field must be filled in for a new status).

Log time

In addition to time tracking via the task update, there is a separate button:

• "More > Log time" in the right sidebar.
• Opens a pop-up window for quick manual time tracking.

Task Timer

• Among the task operations is the option "Start working" in the sidebar, with which you can start the timer.
• You can pause the processing (e.g., if you are working on another task or have an interruption).
• When you are finished, click on "Finish" or "Stop", which automatically displays the measured time and takes you to the task update to confirm the time or adjust attributes (e.g., status, assignment) if necessary.
• In Version 14, there is the Logging from-to function, where you can explicitly enter the start and end time, and an automatic calculation takes place.

Add subtask

• As usual via "Add subtask": The "Parent task" field is pre-filled.
• If the tracker (task type) is configured such that the "Parent task" field is disabled, this option will not work – it simply does not create a subtask, giving the impression that the button is unresponsive.

Copy

• The "Make a copy" function leads to a new task form in which most attributes of the original task are pre-filled. These can be changed.
• Optionally, it can also be determined that attachments are copied or a relationship ("Link") remains between the original and the copy.

Delete

• Is controlled via the "Delete task" permission.
• Warning: Deleted tasks generally cannot be restored.

Move

• You can move a task to another project. This works similarly to an update with the additional field "Project".
• Also dependent on permissions.

Clone as subtask

• Combination of "Copy" + "Add subtask". That means: Attributes are adopted, the "Parent task" field is pre-filled, and the copied task appears as a subtask.

Merge

• Open a task, click on "More > Merge". Select a task you want to merge with.
• The current task is closed (into the first closed status in the workflow). Comments, description, etc., are transferred to the other task.
• Not all fields are always mergeable; e.g., custom fields are limited to certain types.

Add related tasks

• Function to link tasks (relations), e.g., "Precedes / Follows" or other relation types.
• Dependent on global setting/project setting whether such task relationships are allowed.

Co-workers

• Persons who want to be informed about the task, even if they are not the assignee.
• You can add yourself ("Eye" icon) or select other members/groups ("+").

Bulk editing

• You can select multiple tasks simultaneously (e.g., in the task list) and start bulk editing via right-click / context menu.
• The operations that are available depend on: the permissions, the workflow, whether the tasks are in the same project, etc.
• If an operation is not allowed for a task, error messages are displayed for that task, while allowed changes are still applied.

3.4 Time tracking

3.4.1 How is time tracked?

Time tracking is closely tied to tasks and represents a level below the task structure. This means:

PROJECTS > TASKS > TIME ENTRIES.

For this reason, time tracking is a sub-chapter within the task functions in the documentation.

Below you will find an overview of the possibilities for time tracking in Easy Redmine 14. Please note:

For time tracking to be possible for a specific project or a specific task, the module "Spent time" must be activated for the respective project.

Task Update / Quick Task Editor

When you open and update a task, you will find a section for time tracking. This area is intended exclusively for entering working time – it does not serve to change task attributes (such as Status, Priority, Due Date).

Important notes:

• A comment added in the time entry area is not displayed in the task comments.
• It serves exclusively as an internal note for the respective time entry (e.g., "Bugfixing in Module X", "Phone call with Customer Y").
• In Version 14, administrators or project managers can configure whether time is entered as Start/End time or as Duration (e.g., 1.5 hours).

Yellow Plus button

If the submenu is not available, it is because the project members have disabled permissions for time tracking and/or the currently displayed project has the "Spent time" module disabled (Chapter 2.5). Otherwise, the element is always visible.

Homepage - Spent Time Calendar

When setting up the homepage for your users (Chapter 1.2.5), you can insert the "Spent Time Calendar" module in a prominent place. It shows users how much time they have recorded and whether they have reached the prescribed number of hours (green or red) from the working calendar (Chapter 1.2.6). It also allows for logging time.

3.5 WBS - Work Breakdown Structure

To conclude this introduction, we briefly explain the three pillars of modern project management that underlie the task and time tracking logic of Easy Redmine / Easy Project.

We begin with the Work Breakdown Structure because it comes into play right at the beginning of project planning. The Work Breakdown Structure is a tool for the visual and structured creation of tasks. From the perspective of project members, it acts like a mind map of the project's deliverables and tasks. The advantages of using the Work Breakdown Structure compared to adding tasks into a table are obvious.

From a technical perspective, it is important for you - the application administrator - to note some important specifics to ensure seamless use of the WBS by your users.

• Allow the "Parent task" field on trackers - we highlighted the activation/deactivation of fields per tracker (task type) in Chapter 1.4.2. If the field is deactivated, you cannot create a subtask, as this is defined by the value of the "Parent task" field.
• Workflow constraints - pay attention to workflow constraints (Chapter 1.4.4) when creating or editing tasks. WBS allows changing the task structure by dragging and dropping, but also task attributes like Priority, Assignee, etc. If the workflow forbids project members from making certain changes, these will only be validated after clicking Save. This means that users may lose invalid changes and also some of the valid changes that were affected by them.
• Auto-saving changes - even if you do not manually click on Save, the WBS is automatically saved when: A) Project members leave the browser tab with the WBS; B) Project members open the Quick Task Editor; C) after a few minutes of inactivity.

Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/wbs-work-breakdown-structure

3.6 Gantt Chart

Like the Work Breakdown Structure, the Gantt chart is a drag-and-drop component based on the task logic in Easy Redmine / Easy Project. Therefore, similar rules apply that you should keep in mind.

Be careful with workflow rules for project members/roles working with Gantt. Project members can create a great project plan, but many errors can pop up after saving.

The default sorting of tasks in Gantt is chronological - the earliest tasks appear above the later ones. Of course, the structure of parent tasks and milestones is also taken into account (an earlier task belonging to a milestone with a later date is displayed lower than a later task belonging to a milestone with an earlier date).

Finally, moving tasks in Gantt practically means changing task attributes - Start and Due Date. If you click on the task name in Gantt, you open the Quick Task Editor, which is also used for changing task attributes. The changes must be saved in Gantt by clicking Save to become effective in the system.

Detailed technical documentation: https://www.easyredmine.com/documentation-of-easy-redmine/article/easy-gantt-pro