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Using Tasks Wizard

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First Launch

When user launches the Tasks Wizard first time, there is no data in it. And most likely there is no Subscription purchased yet either. User will see following screen and when tapped – In-App Store screen will be presented to purchase the Monthly or Annual subscription (see Subscriptions section below for more details). Once subscription is purchased, user will be able to create an initial project – My First Project (name can be changed later or project can later be deleted if not needed). After creation of an initial project user will see its Home Screen (explained in details below). Click here to watch a video tutorial.

Menu

Most of controls are grouped in a left-side sliding menu. Clicking on a “hamburger” icon in a top left corner will enable the Menu. Top controls are related to a “current” project (one that is selected on a Home screen). Bottom controls are for the entire application.

Creating Tasks

To create a new Task for a current project press to “+” icon on a top right corner on any task-related interface, including Home Screen. User will have an option to create a “top” task (one that does not have any parents) or sub-task to any of an existing task. Search option allows to find proper task as a parent to a new one. After parent selection is done, user needs to populate Task Details.

Task Details explained

Task Details interface used to create new and edit existing tasks. Click here for a video tutorial. Basic task information includes following fields:

  • Title – short task description that is shown on all task-related interfaces
  • WBS (work break-down structure) – auto-incrementing number-based task ID
  • Percent of Completion (a.k.a. “completion”)
  • Planing Start and Finish dates (by default today’s date is placed)
  • Task Duration – e.g. how long it will take to perform the task (in hours, days or weeks)

User may also add more details textual task description and photo(s) to explain task specifics.

Actual Dates will be populated automatically. Actual Start populated when Completion moved from 0% to another value first time. Actual Finish will be populated when Completion moved to 100% or user press “Mark Complete” button.

There are three numeric attributes on a task. They have Planned and Actual values. Planned values are set by user arbitrary (Planned Time is auto-populated for a new task from the value set in Settings).

  • Time – is how much time it takes to complete the task (in hours, days or weeks: 8h, 5d, 2w)
  • Cost – is monetary value of task (earned value) or cost of goods required for the task
  • Materials – indicate quantity of items required for a task (user pick the units for each task separately)

Actual values for Time, Cost and Materials can be populated manually or linked to Task Completion percentage. In last case application will automatically compute the actual value when change % of completion.

All changes applied to a task are tracked in a History part of the interface. History records show timestamp and what has changed (usually – from old value to new value).

Inter-related Tasks

Tasks can be linked to each other. There are three types of lines: a) predecessor blocks the start of the task; b) predecessor blocks the finish of the task; c) just a link (e.g. no blocking). Selection of a constraint (blue selector) should be done before you pick the predecessor on a popover.

To remove the link between tasks simply slide task under Predecessors to the left – to show and use Delete button. Only link is removed (e.g. related task will still be there).

 

Deleting Tasks

To delete task you can slide it to the left to reveal Delete button on a Task List or a Task Tree interface. If you delete a task with children – they will be deleted as well.

Work with Team Members

Team Members section allow to create a list of people who later can be assigned to Tasks. Each Team Member has a name as a required fields (first name and last name). Other attributes, like Title, Company, Phone, Email are optional. User records can be protected by passwords – such records cannot be edited without entering a valid password (in case of lost password records can  only be deleted).

One particular Team Member may be marked as “me” (e.g. device owner). If “Me” is password-protected, user will need to put password to change “Me” in Settings.

Export project via email

Active (current) project can be exported and shared via email – as email attachment. Due to size constraints for email attachments photos are usually excluded from the export to make attachment be small enough to pass through email servers.

When project exported, it includes all data (project details, tasks, task change history, relations, etc.) as well list of team members that are assigned to exporting project’s tasks. When user will import such project on another device – those team members will be added to a list of others on that target device. If team member already exist on a device – it will be skipped (existence checked via GUID). Besides whole project, application allow to export a snapshot from Home interface.

Import project from email

Project that was exported and sent via email can be imported on another device. Simply download entire attachment, then click on it and open in Tasks Wizard application (it has to be installed on a device and properly licensed, of course). If project with the same GUID already exists on a device – user will see the error notification. Otherwise project will be imported and selected as active (current) – user will see a Home Screen interface. Click here for video tutorial.

PRIVACY NOTICE: Please keep in mind that project will be exported with the assigned team members and those team members will be added to a target device during import. Since team member records include private information, such as Name, Email, Phone number. It is totally a user responsibility to share or not to share this data via project export / import.

Switch projects

Tasks Wizard allow you to have multiple projects. To switch from one project to another just use project name control on a Home Screen – when clicked, you will see a popover to select a new active (current) project. Then press OK.

Select Project

Home Interface in details

Home interface

Home on iPhoneHome interface aggregates most important information about the project. iPhone and iPad have different layout of Home interface, but it is the same information that is displayed.

Charts show planned vs. actual for main metrics – Completion and Time. If Planning Cost is also defined for any of Tasks – it will be shown as well.

Task lists show most important tasks in chronological order:

  • Overdue tasks – those that should be completed before today’s date
  • Open and Upcoming – show tasks that should’ve been started by now or will start soon
  • Recently completed – to make sure that important tasks are done properly

Lists of important tasks can be filtered by assignment – e.g. show only those, assigned to one particular team member. Click here to see a video tutorial.

Task Views

Click here to see a video tutorial for Tasks Views.

Tree

Tree view present one level of tasks at a time, starting from the top-level tasks. When you click to task, application will “drill-down” into it and show you children of this task.

If you want to edit task in Tree mode – use “long tap” (e.g. press on task and keep pressed for a couple of seconds).

Creating new task in Tree mode will create it as a child to one, that is shown as interface title.

List / Search

In the List mode application shows all tasks as one long list. Search option allow to filter that long list to only tasks that includes typed-in keyword (keywords applied to task Title and WBS).

In order to create new task in List mode you will need to select a parent for newly creating task.

Gantt chart

Gantt chart is a main way to display a hierarchical project tasks graph. It shows all tasks indented according to their level and parent. Dates are presented as weekdays. Tasks are shown as Planned vs. Actuals (outer pale color represent Planned value, while inner intense color represent Actual). Gantt view can show tasks by the Percent of Completion, Time or Cost. In Completion mode application will also show related tasks (predecessors) as arrows from predecessor’s finish to successor’s start or finish (depending on relationship constraint).

User may edit planned dates of tasks in Gantt view – just double-tap on a task line to make it “editable” (task line will be surrounded by blue). Editable task can be moved (if dragged by the middle) or stretched/contracted (if dragged by either end). NOTE: This will only change task planned start and finish dates!

Gantt Task Stretch

User can also re-position tasks or groups of tasks on Gantt interface. Tap on Edit button on a top toolbar to bring Gantt chart tasks list into Editing mode. You can drag desired task into new position or new indentation/inclosure level, then drop it there.

Calendar

In calendar view user may see the list of tasks that relevant to selected date (e.g. tasks that either start, finish on the date or “actual” – e.g. started before and finishing after selected date).

Tasks Calendar

Assignees

In Assignees view user may see number of tasks assigned to particular team members as well as total number of hours/days/weeks of Time metric from those assigned tasks.

Task Assignees Stats

Settings

There are few settings to set for the Tasks Wizard. They are pretty much self-explanatory. Last one (“Me”) allow to mark your name in a Team Members as “*** Me ***” to find it faster. If “Me” is set – it will be marking task changes with your name attached to it. If you assign to Me a team member that is password-protected, application will ask a password to confirm.

Photos and their quality

User may take a photos and attach them to Tasks. Click “Add” in a Photo section on Task Details to open Camera view to aim and shoot. If taken photo meets the requirements – click Use this Photo to attach it to a task. Attached photos are shown as thumbnails with time stamp in Photos section on Task Details interface.

To view photo in full size – click on a thumbnail.You can also delete photo in full view mode by pressing on trash can icon.

Tasks that have a photo attached are shown with little image icon next to a task name.

Creating and Managing projects

Application supports multiple projects. Project Management interface can be accessed via the Menu. Each project includes several basic settings: Name, Category, Description (optional), activity flag, GEO-location (optional). If projects have GEO-tags, they can be viewed on a Map in addition to a list. Click here for a video tutorial.

Backup and restore

All projects on a device can be backed up into user’s iCloud storage. Once backed up, projects can be restored either on the same device or another device, connected to the same iCloud account and with Tasks Wizard installed. New backup will override the old one (e.g. only latest backup is kept on iCloud). Then application re-installed, or installed on new device with the iCloud account setup, backup data can be restored during newly installed app initialization.

Subscriptions

In order to use the application you will need to have a valid and active subscription. Tasks Wizard offer two options – Monthly (e.g. renewing every month) or Annual (renewing every 12 months). Annual subscription cost a bit less than twelve monthly ones. App Store will automatically renew subscriptions when they expire. User has ability to cancel subscription and its auto-renewal at any moment (NOTE: there will be NO refund for a current period that was cancelled). Application provide a convenient link to manage subscriptions on iTunes. If application launched with expired subscription – you will see the cover and option to open In-App Store to buy it. If user re-install the application on current or new device under the same Apple ID as one that has active subscription – it can be retrieved from Apple via Restore option in In-App Store.

NOTE: Monthly subscription offer a FREE 7-day trial for the first-time buyers. When purchased, user will be only charged on 7-th day and only if like the app and didn’t cancel auto-renewal option on iTunes store.

 

We hope you will like our Tasks Wizard and find it useful. It will be very helpful for us if you provide your feedback. Please use the form on this website to ask questions. If you like the application – please rate and review it on Apple iTunes store!