Assignments

 
In this menu you can distribute the previously added tasks among the registered users. A task can be assigned to more than one user regardless their project or group membership.
  1. Assign users to the task
  2. Managing assignments
  3. Close the completed tasks
  4. Customize the task assignment list
  5. Add new projects
  6. Add new tasks to the projects
  7. Distribute the tasks
  8. Modify projects and tasks
  9. Moving projects and tasks
  10. Search and filter tasks
  1. Assign users to the task

    Select the task from the project structure that you would like to distribute (no project, only task can be assigned to users). In the list on the right you can see the users already assigned to the selected task. Click on the "Edit task assignment" icon either over the list () or at the end of one of the assignment lines ().

    If you click on an item in the assigned user list then you can revise the other tasks of the selected user. (It will navigate you to the User, user groups/Task assignments menu.)

  2. Managing assignments

    If you click on an item in the assigned user list then you can revise the other tasks of the selected user. (It will navigate you to the User, user groups/Task assignments menu.)

    Click on the "Edit task assignment" icon () at the end of the lines to make changes on the selected task assignment.

    Click on the "Assignment history" icon () to review the different phases of the assignment including the user who performed each modification.

  3. Close the completed tasks

    You can close more than one task assignment at a time by ticking the the task lines and clicking on the "Close selected" garbage bin icon (). After closing a task assignment no user can select them, it disappears from their task lists and no work time can be registered on them afterwards. However the task itself will remain in the project hierarchy and it can be distributed to the users again.

  4. Customize the task assignment list

    With the filter icon () on the top right of the assignment list or with the search field you can hide or show its elements according to several criteria. You can filter for the type of assignment, for tasks with deadlines, estimated time or for the expired tasks. With the General/Details link over the assignment list you can change the type of information showed in the list.

  5. Add new projects

    In accordance with your privileges you can add new projects and subprojects to the selected node in project hierarchy with the "New project/Customer" icon (). Filling the new project pop-up window you can enter the name, the priority, its description, the planned phase and the estimated time with the costs of the new project. You can also delegate the members and the leader of the project.

  6. Add new tasks to the projects

    You can add new tasks by clicking on the "New task" icon (). In the new task pop-up you can choose between simple and detailed view by clicking on the links at the top. Enter the name, priority and the description and optionally you can set its phase, the estimated time and cost. You can label the new task with a category if you have already created one. You can decide from which applications the new task should be available from. In the advanced view (the link where all fields are visible) you can configure more optional task settings.

  7. Distribute the tasks

    When creating new task you can assign them to users, user groups or roles at the same time in the "Assignment" section at the bottom of the pop-up. When you assign the task to users you have to enter the time when the user can work on the task, together with its estimated time either in total or in daily averages for the planned phase. (Each assignment has to be set up and saved individually in the different rows.)

  8. Modify projects and tasks

    By selecting a task or project and then clicking on the "Edit" icon () you can see and modify its basic data. Click on the "Modification history" () on the right to review the changes users made on the task.

    Click on the trash bin icon () above the project hierarchy to close the selected task or project.

  9. Moving projects and tasks

    With the "Mass move" icon () you can move multiple projects or tasks at the same time within the tree structure. In the pop-up first select the projects/tasks that you want to move and then choose the destination project under which you move the selected projects or tasks.

    You can also move multiple projects or tasks with drag-and-drop to another level in the hierarchy.

  10. Search and filter tasks

    You can use the search field above the hierarchy to find a project or a task by its name. With the filter icon () on the right you can customize the project structure with several filter criteria.

 
Assignments JobCTRL Inc.

Filter task hierarchy


   

Project details

Assign project members

Items to move:
Move to:

How to start

  • The desktop application is an integrated part of JobCTRL® which, in active status, documents work activity and records the active times spent on tasks and projects in order to create reports and detailed analytics about individual and corporate performances.

    If you have not downloaded and installed the desktop application yet then you can do it by choosing Install JobCTRL® applications from the dropdown next to your name on the upper right corner and after selecting the application you prefer.

    You can start or stop the application with a double click (with the left mouse button) on the icon (). (The system considers the IP address at registration as office network so it will show "Working in office" status if any user is connected to the internet from that address. Connection from any other address will be marked as "Working outside the office" status. If you find an error in the statuses shown, we suggest you to doublecheck the IP address settings in the Company networks menu () and modify them if necessary.)

    For your convenience the default setup is automated task generation and automated task switching, which further reduces the manual task administration. As long as the automated task generation and task switching mode is active it overwrites the manual task selection. You can make automated task documentation even more precise with setting up personal rules.

    You can switch off automated task switching mode any time in the Default settings menu () or by CTRL + double click on the desktop application icon (). It enables manual task selection until unlocking this feature the same way.

  • By default we have created a user group with you as the only member.

    To add more co-workers go to the Configure and Manage/Users, user groups settings/User accounts (). Here you can add more users in two ways: add them one by one by clicking on the new user icon or you can upload a complete group or organization with the downloadable Excel template.

    In the user hierarchy you can also move user groups and users in the batch with the "Mass move" icon.

  • All registered work is always linked to a specific task. So for accurate work administration you have to create the tasks that the users can work on in the Configure and Manage/Project, task/General data () menu. By default we have created 5 tasks (Administration, E-mail handling, JC360 Administration, Meeting, Break) from which you can already choose to register your work. When you create more new projects or tasks add its period, priority, target cost and estimated time.

    At the same time of adding new projects or tasks in the pop-up you can also assign them to your coworkers at the "Project members" or in the "Assignment" section.

  • You can achieve maximum accuracy in documenting work time with the automated task switch and logout features. You can easily set up automated rules with keywords in the Keyword based rules () menu.

    The system is capable to recognize keywords in the To, From or Subject line of the emails, in the title or the process name of the active applications, in the address bar (URL) of the browser or in Office document file names and file paths.

    Task switching rules apply to all users assigned to the tasks, while logout rules can be assigned to individual users, as well.

  • If you need to find out which of your coworkers are active, who are in the office or where the mobile users are then select the Real-time activity () menu. On this page you can see the continually updated statuses of users, including work locations (office, home or mobile position) and the latest daily work time statistics, the progress of their tasks, their work documented with the mobile application and the documented screenshots connected to their work on the computer.

    You can apply filters to focus only for a selected group of users or activity data.

  • In the Dashboard menu you can get a real time insight to the reports you’re the most interested in.

    You can see the following informations on the widgets: activities of the employees, their worktime of the previous days, their application usage and internet browsing. You can check their worktime balance and productive worktime on computer.

    As from the Reports menu, you can download the reports from here as well. You can add your favorite reports to your dashboard besides the default widgets.

  • On the Analyze and improve/Reports () page we have collected a variety of report templates to create your own statistics from the vast amount of work data collected by the applications. The reports are arranged into four groups according to their contents: Primary data reports, Activity reports, Aggregate business reports, Executive reports.

    You can save any of your customized report settings by adding them to your Favourite reports. You can also set up automated delivery for your favourite reports. This way you can access the latest statistics also from your mailbox in accordance with your report delivery settings.

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