How to manage & collaborate on tasks?

Responsibilities

In Kiu ERP, you can assign the person who is in charge of the task.

When creating a task, by default you are responsible for it. You can change this by simply typing the username of someone else and choosing it from the suggestions in the drop down menu.

Tip

If you add someone new, you can "Create & Edit" a new user on the fly. In order to do so, you need the administrator rights.

Followers

In a task, you can add other users as Followers. Adding a follower means that this person will be notified of any changes that might happen in the task. The goal is to allow outside contribution from the chatter. This can be invaluable when you need the advice of colleagues from other departments. You could also invite customers to take part in the task. They'll be notified by email of the conversation in the chatter, and will be able to take part in it simply by replying to the mail. The followers can see the whole task like you, with the description and the chatter.

Project: follow a project to follow the pipe

You can decide to follow a Project. In this situation, you'll be notified of any changes from the project: tasks sliding from one stage to another,conversation taking place,, etc. You'll receive all the information in your inbox. This feature is perfect for a Project Manager who wants to see the big picture all the time.

Task: follow a specific task

Following a task is the same idea as following a project, except you are focused on a specific part of the project. All notifications or changes in that task also appear in your inbox.

Choose which action to follow

You can choose what you want to follow by clicking on the down arrow in the Following button.

By default, you follow the discussions but you can also choose to be notified when a note is logged in, when a task is created, blocked or ready to go, and when the stage of the task has changed.

Time management: analytic accounts

The Kiu ERP Timesheet app is perfectly integrated with Kiu ERP Project and can help you track time easily.

Once Kiu ERP Timesheet is installed, the timesheet option is automatically available in projects and on tasks.

To avoid any confusion, Kiu ERP works with analytic accounts. An analytic account is the name that will always be the reference for a specific project or contract. Each time a project is created, an analytic account is automatically created under the same name.

Record a timesheet on a project:

Click on the settings of a project.

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Click on the Timesheet button in the top grey menu.

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You get the Kiu ERP Timesheet. Click on Create and a line will appear with today's date and time. Your project name is automatically selected as the Analytic Account. No task is set, you can choose to add a specific task for it, or not.

If you go now to Kiu ERP Timesheet, your line will be recorded among your other timesheets.

Record a timesheet on a task:

Within a task, the timesheet option is also available.

In the task, click on the Edit button. Go on the Timesheet tab and click on Add an item.

A line will appear with the name of the project already selected in the Analytic account.

Again, you'll find back these timesheet lines in the Kiu ERP Timesheet application.

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At the end of your project, you can get a real idea of the time you spent on it by searching based on the Analytic Account name of your project.

Document Management in task

You can manage documents related to tasks whether they're plans, pictures of the formatting, etc. An image is sometimes more informative than a thousand words! You have two ways to add a document to a task.

1. You can add an image/document to your task by clicking on the Attachment tab on the top of the form.

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2. You can add an image/document to your task through the Chatter. You can log a note/send a message and attach a file to it. Or if someone sends an email with an attachment, the document will be automatically saved in the task.

Tip

If you have an important image that helps to understand the tasks you can set it up as Cover Image. It'll show up in the Kanban view directly.

Collaborate on tasks

Tasks in Kiu ERP Project are made to help you to work easily together with your colleagues. This helps you save time and energy.

Create a task from an email

You can configure an email address linked to your project. When an email is sent to that address, it automatically creates a task in the first step of the project, with all the recipients (To/Cc/Bcc) as followers.

With Kiu ERP Online, the mail gateway is already configured and so every project gets an automatic email address.

The email is always the name of the project (with "-" instead of the space), you'll see it under the name of your project in the Project Dashboard.

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This email address create by default following the project name can be changed.

The alias of the email address can be changed by the project manager.

To do so, go to the Project Settings and click on the Email Tab.

You can directly edit your project email address.

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The Chatter, status and follow-up.

The Chatter is a very useful tool. It is a communication tool and shows the history of the task.

In the Chatter, you can see when the task has been created, when it has passed from one stage to another, etc. Any changes made to that task are logged into the Chatter automatically by the system. It also includes the history of the interaction between you and your customer or colleagues. All interactions are logged on the chatter, making it easy for the task leader to remember past interactions.

You can interact with followers whether there are internal (your colleagues) or external (the client for example) by logging a note or important information. Also, if you want to send an email to all the followers of that specific task, you can choose to add a message to notify all of them. For both of these options, the date and time is saved on the entry.

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The description of the task, the Pad

Kiu ERP allows you to replace the task description field by an Etherpad collaborative note (http://etherpad.org). This means that you can collaborate on tasks in real time with several users contributing to the same content. Every user has their own color and you can replay the whole creation of the content.

Để kích hoạt tính năng này, vào Dự án > Cài đặt > Mô tả công việc, tích chọn "Collaborative rich text on task

description".

Mẹo

Nếu bạn chỉ cần mô tả công

việc mà không cần cả trang giấy về hạng mục công việc đó, bạn có thể nhấn vào biểu tượng ở phía trên bên phải để phóng mô tả công việc ra toàn bộ màn hình. Nhấn vào biểu tượng </> để lấy URL của mô tả công việc: hãy sử dụng thao tác này khi bạn muốn gửi mô tả công việc cho một thành viên mà bạn không cần đặt họ là người

theo dõi.

Trạng thái công việc

Đặt trạng thái công việc

Trạng thái công việc là dấu hiệu dễ nhất để nhận biết một công việc đã sẵn sàng chuyển sang giai đoạn tiếp theo hay đã bị khóa.

Bạn có thể thay đổi trạng thái công việc từ định dạng Kanban hoặc thực hiện trực tiếp trên công việc đó. Bạn chỉ cần nhấn vào dấu chấm tròn biểu thị trạng thái và lựa chọn theo ý muốn.

(a)

Điều chỉnh trạng thái

Bạn có thể điều chỉnh biểu thị trạng thái cho từng giai đoạn của dự án. Từ định dạng Kanban, nhấn vào biểu tượng bánh răng và nhấn chọn Chỉnh sửa:

(a)

Sau đó, hãy viết mô tả trạng thái bên cạnh dấu chấm tròn màu.

(a)

Sau khi bạn nhấn Save, những mô tả trạng thái mới sẽ hiển thị thay cho mô tả chung trước đó.

(a)

Nhãn đánh dấu màu

Trong mỗi công việc, bạn có thể gán nhãn đánh dấu. Nhãn đánh dấu giúp bạn phân loại công việc dễ dàng hơn. Đặc biệt, bạn sẽ tìm kiếm công việc nhanh hơn nhờ tính năng lọc.

Nếu bạn hay sử dụng một loại nhãn đánh dấu cụ thể, bạn có thể kết hợp với màu của nhãn đó. Mỗi loại nhãn đều có màu riêng và màu của nhãn đánh dấu sẽ hiển thị trên định dạng Kanban.

(a)

Để màu của nhãn đánh dấu hiển thị trên định dạng Kanban, hãy thiết lập màu tại nhãn đánh dấu công việc.

(a)