Task assignments

 
  1. 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 advanced 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.

  2. 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.)

  3. Assign further users to a task

    Select the task whose assignment you would like to modify and then click on the "New assignment" icon () above the list. In the pop-up you can add more users to the task or you can change the parameters of the task assignment.

  4. Task distribution in batch mode

    Select the user or user group who you want to distribute tasks in batch mode and then click on the "Mass assignment" icon (). In the pop-up you can select the tasks which you want to assign to the users.

  5. Group and user level task assignment

    When you select a group in the hierarchy then the task list on the right will show all the task assigned to the group. When you select a user in the hierarchy then the task list on the right will show all the task assigned directly to the user () or assigned to a group () or role () that the selected user belongs to.

  6. Managing task assignments

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

    Click on the "Comments" icon () to see, or share additional information with the other users who work on the same task.

    Assignment history, the last icon () in the task row will show you different phases of the assignment indicating the user who performed each modification.

    If you click on the task name in the list then it will jump to the Projects, task/General data menu and open the task data page.

  7. 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.

  8. Search and filter tasks

    You can use the search field above the hierarchy to find a task by its name.

    You can filter the tasks for the open ones or for the closed ones based on the period when they were closed.

    If you select to "Show dynamic tasks" () then you can extend the task list with the automatically generated dynamic tasks.

    With the icon () on the right you can filter the project hierarchy by several criteria. You can create a view that contains the tasks with planning phase, with expired deadline or with estimated time.

    You can change the view of the task list by clicking either on the general or the detailed view link right above the list.

  9. Add new user group

    You can create unlimited new user groups by selecting its position in the organization chart on the left and then clicking on the "New user group" icon (). Enter the name of the new user group in the pop-up window and optionally you can appoint the head of the group.

  10. Add new users

    Select the group to which the new user is to be added and then click on the "New user" icon (). Fill in the pop-up form including the access level (user, group leader - here you can assign him to the group as well - or administrator). The new user can be registered either with active or inactive status. For active user you can opt for sending an automated email to the address given in the pop-up. The registration email contains the link where to new user can log in and change the password. If the email notification is deselected then you also have to set a password for the new user.

  11. Managing groups and users

    You can also change the settings of a user or a user group by selecting from the hierarchy and clicking on the "Edit" button () to perform the modifications on the user data sheets.

    The same way you can cancel the selected user or group with the "Delete" button ().

    You can also move multiple users or groups within the tree structure with the "Mass move" icon ()...

    ...or with drag-and-drop.

  12. Search and filter users

    You can use the search field above the hierarchy to find a user by user ID, name or the registered email. With the icon () on the right you can filter the user hierarchy by user statuses and periods.

 
Task assignments JobCTRL Inc.

Filter user hierarchy







Download organization chart as XLS file

To modify the organization chart in Excel, first download the current chart.




Upload organization chart from XLS file

Before uploading please read the sections below:

After downloading, all user data – except for User ID – can be edited directly in the excel table. User ID must not be changed.

The following mandatory fields must be filled to add new users to the table: Last name, First name, E-mail, Access level, Language, User group. Leave the User ID blank.

Only the registrar can change the user data of the registrar.





Items to move:
Move to:
  
Created between

Deadline set

Deadline expired

With estimated time


There are no assignments.

   

Task details

Advanced

Mandatory remark

time(s)

Other/>

minute(s)
day(s) of inactivity

Assignments
User name Period Estimated time
* ** *
       
Group Role

   

Task details

Advanced

Mandatory remark

time(s)

Other/>

minute(s)
day(s) of inactivity

Assignments
User name Period Estimated time
* ** *
       
Group Role

   

Task details

Advanced

Mandatory remark

time(s)

Other/>

minute(s)
day(s) of inactivity

Assignments
User name Period Estimated time
* ** *
       
Group Role

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.

  • In the Users and tasks () menu you can quickly add and edit users to create your organization and then easily assign the tasks to them.

    All registered work is always linked to a specific task. 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.

    On the left you can add new users or edit your user hierarchy while on the right side block you can add new tasks and customers or edit your project structure. You can easily distribute tasks with drag and drop: select either a user or a task from the structure and then pull an element on it from the other side.

    The newly allocated tasks immediately appear in the desktop task list, and the users can assign work time on them manually or by setting up personal rules to them.

  • In the Users and tasks () menu you can quickly add and edit users to create your organization and then easily assign the tasks to them.

    All registered work is always linked to a specific task. 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.

    On the left you can add new users or edit your user hierarchy while on the right side block you can add new tasks and customers or edit your project structure. You can easily distribute tasks with drag and drop: select either a user or a task from the structure and then pull an element on it from the other side.

    The newly allocated tasks immediately appear in the desktop task list, and the users can assign work time on them manually or by setting up personal rules to them.

  • 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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