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VIP Task Manager Pro

1. 3 In Edit Custom Field dialog enter field title code and select its type from Type drop down list By default custom field s code will contain cf prefix and custom field title for example custom field Total will have cf Total code Code is a unique identifier that is required for further calls to this custom field VIP Task Manager Pro User Manual 203 Edit custom fields OEPS aa eae ee ea eae een Ieee ee ee ee eR eae Type Required Filtering Grouping Active Edit Custom Field Allow grouping Allow filtering Required Be careful while assigning custom field type After you click Ok you won t be able to change it There are two ways of filling task custom field its value can be entered by user and alternatively it can be calculated by some other task attributes and fields that were defined and assigned earlier If custom field is calculated automatically it can t be entered by user and vice versa How to programme formula Formula is described in Formula entry field Variables and functions that are used in formula must begin with symbol Formula may include adding subtraction multiplication division exponentiation type conversion functions and if statement Following table contains the operations that are available in formula a Exponentiation The result of this operation is true if both operands are tr
2. e To insert current date amp time into the notes position the cursor in the required place of Notes panel and press F5 key e To display task group notes as plain text under the task group in Task Tree grid click on Preview Mode button on Task Tree toolbar and select Note as plain from drop down list e To display task group notes as RTF under the task group in Task Tree grid click on Preview Mode button on Task Tree toolbar and select Note as RTF from drop down list e To hide task group notes from Task Tree grid click on Preview Mode button on Task Tree toolbar and select None from drop down list VIP Task Manager Professional User Administrator DataBa File View Tools Help Task List Task Tree Calendar Resource List ev ee T E S tf 1 elas Task List Groups SF e O N op plain gh o GC wH J a Company Slay A Assignec E 1 T ee Lhe eo i VIP Task Manager Pro User Manual 245 4 2 5 How to sort task groups Task groups can be sorted manually using following steps 1 Right click on Task Tree grid and select Manual Sorting from drop down list or click on i button on Task Tree toolbar or press Ctrl 0 key 2 Select task group you want to replace 3 Right click on Task Tree grid and select Move Up Move Down from drop down list or click on J buttons on Task Tree to
3. VIP Task Manager Pro User Start Up 38 2 5 4 Customizing Views Users can customize the Task List and Task Tree view by adding columns from the list or removing columns they don t need Drag a column header here to group by that column Mumber Name l Priority Status Complete Start Date Finish Date Due Date Time Left Sl Sort Ascending Highest In Progress 7 15 8f25 2006 10 00 9 2 2006 12 00 4 i Lo Canceled B 8 26 2006 11 00 8 31 2006 12 00 00 E Loo Draft O 8 21 2006 10 00 8 21 2006 12 00 18 21 2006 id 6h 56m rou Is Cle a ts High Completed 6 22 2006 1 00 PI 9 7 2006 12 00 4 cH Group By B Sen yx Det o 21 006 9 30 erezia a veted aaa O OO e Td Group Footers Loo ANIHAN m z3 ou tI qu ou pr In Prooress RN 6 21 2006 8 30 A Bj1 2006 1000 oh Crested o 8 23 2006 8 30 B 2ar2o06 1000 Dat 0 O lerese adeh sem Aig aft Lom Completed BRN 5 27 2006 10 00 2005 12008 ener chest Draft o 29 2006 1090 23 2006 100 E homain Process WN 8721 2006 2 00 P f21 2006 9 90 Normal Created 0 el2vfoons 8 00 a ejz ss0a Right click on column header select Remove This Column 2 n am cu ou p La gu T WONG OD F mn mi LPa a I mT cue m m J Pa Ailit UNDE ANNE ADDO QUEER Ann Anaa Aaah Anne aaa ana anaa aa aA IT Z Z Z fia 2 Sg 2 Jia
4. Urilirrited Team Leader Team Member Developer Sales manager Marketing E E E P J E VIP Task Manager Pro User Manual 275 4 3 8 How to assign permissions to role and resource Use following steps to allow or deny roles or resources to manage task groups 1 Select Task Tree view 2 Select required task group 3 Go to Permissions panel 4 Change the permission to view create edit delete or set permissions opposite required resource or role by using Permissions toolbar or right clicking on this cell File View Tools Help Task List Task Tree Calendar Resource List CEE Gee leo t tf J 888s S i a SY Filters Task Tree A1 Gelting Started ie Current w By g Common a ID ig Define areas be included in the project scope 9 Gr d Ie i a nO O o i J ig Describe what each person does in the project 10 Pah ig Describe what each person does in the project 107 By Date i ig Discuss the marketing plan 70 Lele Parui n i Ensure each team member has the skills required 13 Permissions mj 2 E Task group 1 Getting Started Roles View Create Edit Delete Setting permissions Administrator g Allow By Pare AllowtBy Pare al AllowiBy Parent Backstreet boys Denyviby Pare DenviBy Parent Ernst Neizvestny ay DenyiBy Pare J S DenylBy Parent Ivan Susanin aly DenyiBy Pare f i amp Deny By Parent Joe
5. J Task hist fii Calendar Delete ue Task List Filters F z _ IW Task Tree Filters Reset I W Calendar Filters IW Task List Groups Iw Calendar Groups IW Notes W Attachments M Notifications M Roles Administrator at 28 03 201 Due date 3 24 2006 gt 3 18 John Doe at 14 05 2007 13 Estimated Time Oh Om gt Oh 4 Actual Time Oh Om Oh SOm ohn Mino ak 33 NE Yn 174 Notes Comments g VIP Task Manager Pro User Interface 120 e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its right bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 121 3 15 Permissions Panel Permissions panel features tools for granting or denying users permissions to see create edit and delete tasks and task groups By default Permissions panel is located at the right bottom part of application window ing The 2 Created High 20 03 2008 zh On Administra ing The p In Progress 3 Normal 24032008 Oh Om Administra ing The g In Progress P 10 Normal 25 03 2008 Oh Om Administra ee a 35h 15m al Task group Roles View Edit Delete ing permiss 1 Getting St a Developer A DenylE
6. 00c ee cin i niin nin iinet 257 How to make graphic reports an the task GrOUp sess cece cece cece ee eeeeeeeneneee eae eee eeeeeeseeenenea aa eeeeeeseaeaeeenaeaaseaeeeeeeeseaeaaoas 258 HOW to Send task groups 9 Caia a ca ooe ic sacacs ssc ceat ese cenecanencteeatastnacsnsnsescaeseeeausaisennieeaasdeadnddineanieeeaassadzeaenseeea eddies 263 ROS OCC areire AAE EEEE E mentee E mexeecuseauiestacc 268 How to create a NEW rESOMECG ssssssnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnn nunnunum nnnnnnnn nnmnnn nnmnnn nnmnnn nnaman 268 How to edit a resource sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mennun nnmnnn nnmnnn nnmnnn mnnn nnnm nnaman 269 How tO delete a FOS OUR crinii aaaea adana aaa E aiaa Eia 270 How to create a New FO acco cvcsndenserschiedencedenedeeseaeabbeecteeateaneetencecunegesdanuessteedeseaeaicdcxebetendseasctnbenocasserssunnecdneenedensenencednats 271 NOW TO Cdit a role sees aaaeeeaa aAa aaae aaaea 272 BW 1 SL Norse exec E teste mes AE E A V A E OEA A N E E 273 How to assign resoaurce s to role ssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nunnu nnnn nnne nnmnnn 274 How to assign permissions to role and reSOUrCe asassseeeeeeeeeennnnnnnnnnnnnnnnnnnnnnnnnnnn nn nnnnnn nnana nnana 275 HOW to TITER FOS OUN GC osiaescncdeeccciccstaceccentieracdvocs niaaa aniani aaaea Saa ahaaa aAa AAAA asaina AEEA nea 276 How t set task UNI cS oct sacs ctete ste nese am ee reeset n a a a a Aa aaa a aa AEA A
7. VIP Task Manager Pro User Manual 213 Customization J price A HB complete Select Data Groups tab drag data level that you want to hide and drop it to the empty space on Data Groups tab To display data level that was hidden earlier drag it on Data Groups tab and drop it where you need on Data Levels box a Complete Quantit hoo Ee i 4 ul Customization szeme Series Data Groups Options Pr peity select value m Fi Yata Levels Status Defaultiln Progress Priority i Notes Select Options tab and set required appearance for diagram legend title and customization zone If you want value hints to be shown while directing the cursor to the diagram check corresponding option on Options tab or uncheck it otherwise Customization Position Default C Mone Left Top Right O Bottom Alignment Default Center End Orientation VIP Task Manager Pro User Manual 214 8 Data Levels option demonstrates the order of the diagramed fields To change their order drag required field s title and drop it where you need on Data Levels box Charts 4 i en price t None Min Charts _ E ER 2 F E Low For example the tasks in your list are grouped by Priority and Comple
8. De New Task Ins o New Group Chrl 6 gt Edit F4 6 Right click on task group on Task Groups panel and select Delete from drop down list Task List Groups e Eg a 20 Eg El Purchasing o Purchasing Plans ID SZ Set Filter or amp ga qe Reset Filter ge Regu e New Task Ins ge Quot Bp Orde G New Ctrl G Ehi Invo g gt Edit r Paymi Delete Hie Supp Insert copy of task group VIP Task Manager Pro User Manual 243 In confirmation window click Ok if you want to delete this task group or No if not Contirm Are you sure you want to delete all 1 selected task groupis 2 All tasks within selected task groupis will be removed tog VIP Task Manager Pro User Manual 244 4 2 4 How to add notes to task group To add notes to task group use following steps Open New Folder or Edit Folder dialog Select Note tab Enter required notes into note entry field Create your own note design using Note toolbar Click Ok a ee Edit Folder ad General 2 Resources amp Note E 1 Watch List ej Custom Fields Make sure you defined project s purpuse outcome value potential problems responsibility authority budget deadlines
9. SENE v To move Resource List Toolbar move mouse cursor to its left side left click on it while cursor has its crosshair status drag and drop it wherever you need VIP Task Manager Pro User Interface 66 VIP Task Manager Professional User John Doe File View Tools Help Task List Task Tree Calendar Resource List ca a a u rae PA S amp GB lE 22 Roles a a v To take Resource List Toolbar out its default location and vice versa double click on it L T VIP Task Manager Professional User File View Tools Help Resource List Task List Task Tree Calendar Drag a colur fistrator donn Doe Ivan Susanin Ernst Weizves Joe Black Paul MeCartri Jonh Lennon Ringo Star Madonna Resource List grid Drag a column header here to group by that column Mame A Resource User Department Job title Address Phone evelopment vanya mailru guide Sas unknown j doe unknown com Unknown i art j jonh unknown com art singer Unknown 1234578 art j x Administrator Joe Black eae ee ialiiientia K mailru Marketing Team member writer Team Member snoer Development Team member singer Unknown lv Joe Black VIP Task Manager Pro User Interface 67 Right click on the resource allows to carry out following operations Mame Administrator John Diii A Mew Resource Edit Resource i Delete Resource
10. Tools Help andar Resource List g Task List Groups l b Y Task List Filters Task L Toolbars 2 Columns i Task Tee Titers Ei Task Tree Filters Current M p EERTSE E Calendar Groups vam ee Ki Calendar Filter i Calendar Date Navigator ing Status E Motes E Priority Ea Comments e Actual time hb Resource Assignment ota Estimated Ti FAN eee By Date IT E Date Range p a Dba Date Create 1 Desc ae oe r de v To move Task History panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 117 Z Highest 26 03 2008 Oh Om Administrata 13 02 2008 17 49 _ 3 Planning ED F oe SSR CCE CREEL RES SRR ST EEREN atenn iatas en E are e a a ra ana ana an ara ana anan anana anana nana ana a ae a a a a a aE a a a a a aE a a n a a aE a a a a a aE a a a a a aE a a a a a aE a a a a a R a a a a a aE a a a a a aE a a a a a a a a a a a a R a a a a a a aE a a a a a aE a a a a a a a a a n a a aE a R a a a a a a a n a a a a a a a a a n a a a a a a na m n a a man a men m n mEn m mEnE n nenen En Ennan Priority Normal gt Urge Administrator at 78 03 2007 12 08 Blow Aerinnmanbke Toke Maa a d Comments a Task history d Attachments po Permissions 2 Resource Assignment v To take Task History panel out its default location double click on its t
11. VIP Task Manager Pro User Interface 50 gt Remove selected column from Task List grid gt Add or remove columns to Task List grid Actual Time Time Left Attachment 1 Department oh sOm 7O14h 12 Estimated Time fO14h 12 Finish Date 7062h 12m 26 7158h 12m 26 03 2007 10 52 Administrator HA Am 71AF7h 17m SARIN 1057 Qdroinistratine z gt Align left selected column gt Align right selected column gt Align center selected column gt Set selected column best fit gt Set all columns best fit So Actual Time Ti al Sort Ascending Owner 2008 008 008 008 008 008 008 2006 20106 0108 20108 e008 e008 2008 0065 Sort Descending Ohom 66 Clear Sorting dministratc 1h Om 68 Administrate thom Group By This Field thom 70 croup Bybor Administrate ydministratc Footer hm nE ringer Group Footers ygministratc Remove This Column h sdrninistrate ef Field Chooser ee Alignment ydministratc O hom Align Left ydministrate thom AE Align Right ydministrakc Oh SOrn 70 O am fa Best Fit oh 10m Best Fit all columns administrate 43h Om 7254h lam 26 03 2007 10 52 Administrate ne o Time nm s te Last Mor 5 z zal Sort Ascending TRE RE hom 7254 4 05 2007 Sort Descending 3h Orn aa Sfos 2007 Clear Sorting Hh Om 7062 4 05 2007 ihom 7014 Soup By This Field 4 05 2007
12. VIP Task Manager Pro User Start Up 32 2 4 2 Project Management Name Status Complete Priority Start Date Finish Date Due Date Time Left Assigned Owner Estimated Actual E oe Company Go Project Administr Go Stage 1 Administr i Task 1 Draft D Normal 6 19 2006 12 00 15h 28m Tom Jons Administrats 30m 30m i Task 2 Draft D Normal 8 19 2006 3 28 F 8 19 2006 3 58 F Tom Jons Administr at 30m 30m a Stage 7 Administr Task Tree view shows Task Groups and Tasks as projects It is very useful and powerful project management tool for creating hierarchy of Task Groups and their Tasks If users highlight a Task Group they can easily create its Sub Groups and Tasks VIP Task Manager User Administrator DataBase 197 16 VIP Task Manager User Administrator DataBase 192 16 File View Tools Help File View Tools Help Task List Task Tree Calendar Resource List Task List Task Tree Calendar Resource List l E He i a i Ci T at a wi ta Li H Pa q T TA hk ol amp ft J change status 9S g5 ther tT Name New Folder ictrl Sier Company Sie Company BegProiect me emer Ghor Stage 1 fe ES Name i Task 1 Name ig Task 1 Number 0 v Task Number i Task z Status All kal je Stage 2 status All ha Stage 2 Highlight a Task Group click on New Folder button Highlight a Task Grou
13. 4 Enter host name of your SMTP server into Host entry field Database Manager General Databases SMTP Enable E Mail sending l Port lt 7 Authentication User Password Check every Sender Mame Sender E Mail 5 Enter SMTP port into Port entry field Database Manager General Databases SMTP Enable E Mail sending Host smtp aol com Port Authentication User Password Check every Sender Mame Sender E Mail mh 6 Select the type of authentication from Authentication drop down list None if there is no need in login and password while accessing SMTP Login if only login and password are required to access SMTP Login TLS 1f SSL connection is used to access SMTP VIP Task Manager Pro User Manual 219 Database Manager General SMTP Enable E Mail sending c Host smtp aol com a ee Check every Sender Mame Sender E Mail 7 Enter user name for authorization into User entry field Database Manager General 7 Databases Enable E Mail sending Host smtp aol com Port 587 4 gt Default 25 hl Authentication Password Check every Sender Name Sender E Mail Apply 8 Enter user password for authorization into Password entry field VIP Task Manager Pro User Manual 220 Database Man
14. VIP Task Manager Pro User Start Up Task List Groups DEJ 6G ee faa Select Task Group Mew Folder gt General Hame Task Group j aeai o Task List Groups E Ed ie Company Click on New Group button MECS Enter Name of Task Group and click OK If main Task Groups are not enough you can create sub groups the same way you created main ones VIP Task Manager Pro User Start Up oo Task Groups DEJ OF ae gas Fee Company ge Departments F Projects aP Clients Select a Task Group Hew Folder D General Resources Note oOo oo d gt Watch List Ma Task Groups fe 2 EF Efe k H New Group Ctrl G Fhige Compary ge Departments ee Projects age Clients 0 fies Click on New Group button Name VIP Task Manager Enter Name of Task Group and click OK VIP Task Manager Pro User Start Up Task Groups E o E we Another important thing you should do is to create personal Task PF IEEE Group for each team member They use these folders to manage aa bi minor tasks ex the tasks they should do to complete the tasks Sher Company D assigned to them by their manager By default no one else except Shar Projects D for that particular user will be able to see his or her Task Group and Stage 1 0 tasks in it Let s not do it now as there is an option to create t
15. gt Notes 22 Comments o Task history d Attachments 0 Charts Resource Assignment The following table describes each of the Charts Toolbar buttons Print out the diagrams Preview the diagrams create and edit your own print design Select the field for creating the first diagram Total Amount Select the field for creating the second diagram Select the type of calculation that should be displayed on the diagram og Add or remove buttons to Chart Toolbar VIP Task Manager Pro User Interface 137 Tips v To display or hide Charts Toolbar use main menu command View gt Toolbars gt Charts VIP Task Manager Professional User Administrat Tools Help Toolbars d v Task List ae Panels d Task Tree Columns d we Resource List o Task Ost aaps Ly H wf Calendar a 4 Filters Task List EF Purchasing ba Filters Task Tree E Purchasing Plat ee Filters Calendar eh io Requisition List Task Groups jg Quotations iv Task Groups on Calendar view io Orders Notes Eh Invoices Eher Payrnents th io Suppliers iv Attachments Notifications w Roles Y Task List Filters v Permissions gt Current ae he al Y Resource 4ssignment Comments tf Common Mame ID Customize 4 v To move Charts Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status dra
16. te In Progress o Created 3 Created ge In Progress Make a milestone plan Created t Norme Check the project by the Set a realistic deadline fj In Progress o 1 Created t Norme t3 Norme Group tasks under Created 2 Right click on column header and select Group By This Field from drop down list am _ Compl Al Sort Ascending Bd d x el Sort Descending chai i 10 Clear Sorting ted empe 008 O on re Ths Feld l Group By Box ted B ress m E Footer 4 a Group Footers ress S Nia rt chen Remove This Column AE Align Left d oE Align Right ress 5 Align Center ress ats 25 Fa Best Fit d 0 Best Fit all columns S Norme VIP Task Manager Pro User Manual 168 If you want to group tasks by several fields simultaneously group by each field step by step using one of the ways mentioned above Current filter fis any of 2 Defining The Projecti assigned S Task Group ID i Assigned Administrator Joe Black Name Complete 1 Max i Assigned Administrator John Doe VIP Task Manager Pro User Manual 169 4 1 18 How to track task history To track task history use following steps 1 Open Edit Task dialog 2 Select History tab 3 Watch task history in the
17. Data Levels Priority Mormal H Complete 40 00 i Data VIP Task Manager Pro User Manual 263 4 2 14 How to send task groups by e mail To send task groups by e mail use following steps 1 Enter SMTP settings 2 Start VIP Task Manager right click on required task group and select Sending task s by Email from drop down list Name 1D Info Note SE Company nad 1 Getting Started gees Beles e o To select several task groups YE 2 Defining The Proje New Task Ins simultaneously click them while E 3 Planning The Proj PY Soup aS holding Ctrl or Shift Gf task 2 i Make your project F ja ee oe li iuihiae Mee groups are one by one key o i a EN d i Write down depend Duplicate Ctrl O Group tasks under d Insert copy of task group gy Estimate how much gg Identify activities tH FOV UP recurrence task i Prioritize planned ac ig Make a communicati gy Carry out a Full risk TPE a Appoint a team men aie Decrease Priority a Filter your project ft Custom fields options Make a Gantt chart el yy Make a milestone pl Eiket oy Check the projectb 59rting Set a realistic deadli E AEE Filter your project Fi a Make your project Expand All i cn SE i Collapse All oi Write down depend Sandie taskis by grail Z Export Printing Web eek do 2 See T CE 3 Che
18. Filters Task Tree Reset IW Filters Calendar IW Task Groups IW Task Groups on Calendar view Iv Motes M Attachments M Notify Events W Roles 6 Notifications gt g is E a 85 Get the b Task was cre 6 Get the bus E e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its right bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 134 3 18 Charts panel Charts panel displays field s values of the tasks in the form of diagram By default Charts panel is located at the right bottom part of application window Complete Quantity v Averay _ Data Levels Paul Smith H Data Customize Chart Pie diagram COMPLETE Quantity John Doe Paul Smith ts S Charts Resource Assignment Tips e ndar ondar Re Resource List g Task List D Columns b Task LIst aru ir Task Tree Filters e e I E fi o Calendar Groups Eig Purchasing mal T Calendar Filter igh Requisition List E Calendar Date Navigator Hig Quotations we Nokes Hig Orders Invoices E o Payments oe Suppliers Fa Comments 2 Resource Assignment m Attachments Y Task List F
19. If you use a certain combination of filters often you can save it and then choose it from the drop down list io Task Groups le Eg Your Company Name ion Marketing ion Agressive Direct Worldwide i ion Products p oe YY Task List Filters DEJ i 23 A t i i urren A i H pi 24 ay Apply Filter For Task List ShiFt Ctri T ID S 26 Status ated n Progress 00 mE Actual Time DRSSETARANNSES Estimated T Se pi Created m Ae In Progress Lishe ierg g Cancelled ae Completed aa 1 Verified Date Create Date Last M VIP Task Manager Pro User Start Up 36 2 5 2 Watch List If some Tasks don t relate to you directly but you need to receive notifications of them there are two ways 1 You can subscribe to notifications of Tasks assigned to certain Task Groups folders Edit Task 83 7 General 6 ni a Resources Attachments i gt Note E Watch List History Custom Fields List of supervisors Administrator Tom Jons President A h pans H anager eb Designer Developer Financial Director Marketing Manager Sales Manager Technical Support vo Select Watch List tab in Edit Task Group dialog 2 You can subscribe to notifications of Tasks assigned to a certain Resourc
20. Select Suppliers Receipting Products Rec C Accounting Products Rec Show empty field Ye O No Check Yes radio button to view the tasks with empty custom fields or No button vice versa To filter tasks by custom field with integer and string type select required custom field in the list of Custom Fields on Filters panel enter required custom field value in the entry field and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Custom Fields Current Status Wr ToDo we Fack Time fo Total Position Cc To filter tasks by custom field with float currency or duration type select required custom field in the list of Custom Fields on Filters panel select how you want the tasks to be filtered from drop down list click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Total Position Cc city Total Price Daily Weed Delivery time Safe Stock Lewe Resource 4ssignment r w ec eee CE ie not ies a equal h Hone Is empty nat equal less le or equal greater greater or equal between hl aram Marn seekers To filter tasks by custom field with date or date amp time type select required custom field in the list of Custom Fields on Filters panel To cancel filter by this field that was set earlier check None radio bu
21. a i o Ernst Weizvestny Joe Black a o Backstreet boys Move selected task group one position up in Task Tree Ae Expand all task groups Collapse all task groups Add or remove buttons to Task Groups Toolbar VIP Task Manager Pro User Interface 75 Tips v To display or hide Task Groups Toolbar use main menu commands View gt Toolbars gt Task Groups and View gt Toolbars gt Task Groups on Calendar View 4 VIP Task Manager Professional User Administrator File WESE Tools Help Task L Toolbars Task List jw Task Tree Columns j v Resource List E Task Ost Groups EPJ Cida cb oe G ea d Fiters Task List a iw Filters Task Tree jw Filters Calendar A Panels ee Ehe Purchasing HHE Purchasing Flai v To move Task Groups Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need CE Task Groups on Task List view E 42 EJ E CE Company ge 1 Getting Started gt CE z Defining The Project ig 3 Planning The Proj H 4 Monitoring The Proje ge 5 Closing Down ier John Doe o Ivan Susanin CE Ernst Neizvestny gr Joe Black a Backstreet boys v To take Task Groups Toolbar out its default location and vice versa double click on it Task Groups on Task List View E 22 E Sor Company ga oe 1 Getting Started or 2
22. is not checked tasks journals etc will be placed into selected task group Import Outlook options Import into 1 Getting Started w Import uncompleted tasks anly Divide tasks into Dort import attachments Don t import tasks that were imported before Don t import contacts that were imported before Outlook groups Import tasks Import journals Import appointments Import contacts 7 Check Don t import attachments option to import the data from Outlook without attachments Import Outlook options Import into 1 Getting Started w Import uncompleted tasks only Divide tasks into groups TasksJournals etc He ont import tasks that were imported before _ Don t import contacts that were imported before Outlook groupe _ Import tasks Import journals Import appointments Import contacts 8 Check Don t import tasks that were imported before and Don t import contacts that were imported before options not to rewrite the tasks and contacts that imported earlier VIP Task Manager Pro User Manual 234 Import Outlook options Import mta 1 Getting Started we Import uncompleted tasks only Divide tasks into groups T asks lournals etc Dont import attachments TE ort import contacts that were imported before g 0 Pina group Import tasks Import journals _ Import appointme
23. Actual Time egual 0h 30m Estimated T egual Oh T m By Date 7 Date Range day Empty date Date Create Apply to task range and due date we Date Last M O None Date Starter Date Comph Relative O Date O Range By Resource Owner Assignment Show e This Month This ear Next Week Mest Month Next ear To display the tasks with Due or Start amp Finish Date by exact date at exact time or to display all tasks except exact date check Date radio button select required field from Equal drop down list and select required date in corresponding drop down box VIP Task Manager Pro User Manual 176 Y Task List Filters DET Current i E H7 B 3 Common Hame ID Status Priority By Date Date Create Date Last M Date Starter Date Compli By Resource Owner Assignment Created n Frogn High Highest Lre Actual Time equal h 30m Estimated T egual Oh 10m Date Range day Empty date Ul Apply to task range and due date Ww O None ne iarozreoce o Nabe doesn t equal v Show e less les of equal h greater greater or equal To display the tasks with Due or Start amp Finish Date from required time interval check Range radio button and set required period of time with the help of drop down time boxes Y Task List Filters Current
24. Permissions i D scleotract be Fy S v Resource Assignment y Task List Filters m V Comments Current Mw v Charts ial v Task history E Common S Customize Tools menu Toolbars option allows to display hide and customize Toolbars of corresponding Views and Panels Panels option allows to display or hide corresponding Panels Columns option allows to display or hide columns on the grid of corresponding Views Inside Tools menu the following options are available VIP Task Manager Professional U File view BEES Help Task List T Custom fields e Lis A I Custom workflow o bd oi h I ad Options oo Task Groups ure rash cist view a Help menu Custom fields option allows users to create edit and delete their own fields Custom workflow option allows user to create edit and delete their own types of workflow and task statuses within these types Options allow users to edit various program settings like Global Hotkeys maximal size of attachments loading program on Windows StartUp etc Inside Help menu the following options are available e Help option allows users to make an acquaintance of program features and solve problems that appear when working with the program VIP Task Manager Professional User Adn File view Tools Task List Task Tre __ Help Fi er A E fe Task List Grow H
25. Pros G Ge oF Pa E E E mja Months Days 30min es Date Navigator E 7 Eg 17 March 18 March 19 March al havesk Som Amil Sc k v To take Calendar Toolbar out its default allocation and vice versa double click on it 45 67 8 11 12 13 14 15 1819 20 21 22 25 26 27 26 29 i2345 Months Days 30 min ol T Filters My Filter VIP Task Manager Pro User Interface 62 Calendar grid Joe Black 23 July bs Appoint someone to be responsible for the project quality S Make sure someone can sanction changes in senior manager absence bs Choose the type of control that is needed Right click on the Calendar grid empty space allows to carry out following operations gt Create a new task gt Display today s schedule on Calendar grid New Task Ins gt Display this particular date s schedule available only a ae Goto Today Ctrl Q when weekly monthly or yearly view is displayed EE gt Enter required date and watch its schedule on Calendar Goto Date FL CE D grid gt Group task schedules by resources on Calendar ne gt Select and apply existing filter to Calendar grid E Group by resources gt Clear all filters on Calendar grid gt Preview Calendar grid create and edit your own print Shift Ctrl P Ctrl P en gt Print out Calendar grid Export View To Excel Export Calendar grid to Excel Export View To H
26. VIP Task Manager User Tom Jons DataBase 197 168 0 9 C Prog gt File View Tools Help Task List Task Tree Rss Resource List Ee four Company H ame Hee Marketing oe Clan Buy all the radio airtime Low C Sell songs Free of charge In Send songs by e mail Dr Select a task click on Increase Priority button 31 ol ep VIP Task Manager User Tom Jons DataBase 192 168 0 9 C Prog File View Tools Help Task List Task Tree Calendar Resource List i T ig o z ETATE t SEEE Drag a column header here to group by thak column Mame i Sell songs Free of charge Fee La Ordered a march nae i Destroy competitors records In Try Eo omit the rhymes tonigh so right Dri Click on any column header to sort tasks o Task Groups DEJ 2 er four Company H ame 0 Hoge Marketing oe C alaa n am File view Tools Help Task List Task Tree Calendar Resource List El ea if oe zL zj e Task Groups Eee amp GP of Fa Ho Ele Tour LCompany H ame hee Marketing a a oo 2 olap he e tf l a a5 Ae i i Task Groups or Go ce X Status a 7 E E i i i p or Oy if He i E Ordered a march Draft 1 ani Empan h ae Sell songs Free of charge In Progress Hien Marketing oa je i Drag amp Drop a column header to group tasks
27. W Attachments a 2 Resource 4ssignment Complete Quantity lt ia aa Customization Series Data Groups Options gata Levels DefaulkiIn Progress Priority 4 _ Mor Motes de Comments Ci Task history EN Attag Charts t Ciuantity Customization ed Position AO Default i S Mone 35 0 Left 30 Top Lj GB Complete p Right E Quantity 0 Wo Bottom 10 w Alignment i AO Default AY Star _enter gt Motes de Comments oe Task history d Attadi Data Levels block allows to plot the diagrams for various values of the particular task fields by which the tasks are grouped on the grid VIP Task Manager Pro User Interface 140 25 00 5 40 00 S h 50 00 S santit Complete The order of drill down diagrams can be changed by Drag amp Drop method The level of displayed data can be changed by selecting required field on Data Levels box Ouantity Charts field Directing the cursor at the field of the diagram allows to watch the screen tips with the name of the field and the number of the tasks with each field value Left click on the diagram allows to display the diagram of the following level right click allows to return one level up Data Levels DefaulbiIn Progress Complete 75 00 s Tips e Double click on the space near Charts panel s toolbar allows managing toolbars commands and program options via
28. Zi Check Resources to be reminded of the Task VIP Task Manager Pro User Start Up 29 2 3 Step 3 Communication 2 3 1 Sending amp Receiving Notifications The program can automatically send notifications to all concerned with the task In case you don t want a task notification to be sent automatically you should select a status where notification mode is turned off like Draft Status see Setting Workflow Notifications can be sent each time there is a change in the task s attributes like Name Priority Status Due Date Start Time Finish Time Reminder Attachment Note etc Notifications panel displays received notifications which are checked for each Resource individually in Notifications tab of Resource dialog see Setting Resources gt Notifications ay El Date Created Creator 1814 Ordered a march 15 2006 10 58 AM Administrator 1797 All the songs should be about love oy 1 2006 10 58 AM Administrator 1780 Try to omit the rhymes tonigh so right miss kiss a 15 2006 10 56 4M Administrator 1763 Leave more music writing for outsourcing 6 15 2006 10 55 AM Administrator 1746 Reduce time to 2 minutes for a song oy 1 62006 10 57 AM Administrator 1729 Translate songs into native languages 871572006 10 47 AH Administrator Notifications panel at the left bottom of the screen Notification panel allows users to mark selected or all the Notifications as read E gt Notificatio
29. button on Notes panel toolbar VIP Task Manager Pro User Manual 164 e To print out task notes section click on Print button on Notes panel toolbar e To display task notes as plain text under the task in Task List or Task Tree grid click on Preview Mode button on Task List or Task Tree toolbar and select Note as plain from drop down list e To display task notes as RTF under the task in Task List or Task Tree grid click on Preview Mode button on Task List or Task Tree toolbar and select Note as RTF from drop down list e To hide task notes from Task List or Task Tree grid click on Preview Mode button on Task List or Task Tree toolbar and select None from drop down list Assiqnec Een Company a Custom fields info amp VIP Task Manager Professional User Administrator DataBa Eile View Tools Help Task List Task Tree Calendar Resource List ov e eio e ttl Sia E pje je Task List Groups le E None j eas plain ED 4 LL VIP Task Manager Pro User Manual 165 4 1 16 How to add comments to the task To add comments to the task use following steps 1 Open New Task or Edit Task dialog and select Comments tab or go to Comments panel 2 Enter the comments 3 Click Ok button in Edit Task dialog or Apply Comment button on Comments toolbar Edit Task 16 ai General 9
30. 1 3 24 45 345 6 70 x 6 0 91011 12 eE io 11 12 13 14 15 16 17 1819 20 21 22 m 235 24 25 26 27 28 29 30 31 September 2006 5M TW TFS Purchase of VIP Task Manager 13 14 15 16 17 16 19 H 20 241 22 235 24 25 26 27 20 29 30 31 8 on 30 9 oo 30 10 on Purchase of VIP Task Manager October 7006 5M TW TFS October 7006 5M TW TFS Drag amp Drop Task across the Schedule VIP Task Manager Pro User Start Up 35 2 5 Step 5 Tracking amp Reporting 2 5 1 Applying Filters After your employees or your team members received notifications about tasks assigned to them and started working on their task they can update the tasks Once they made any changes in tasks you will receive notification about that as the task owner so you will be able to track your company progress The program allows users to track Tasks status of accomplishment time left till deadlines actual time spent etc Database may contain thousands of Tasks so we strongly recommend all the users to apply filters that help to focus on actual tasks You can set filters for a certain Task Group you or your team is working on at the moment e Select a Task Group in Task Groups panel e Click on Set Filter button Filters panel is a powerful tool to display tasks with a certain names numbers statuses priority date range owners and assigned resources e Choose filter settings e Click on Apply Filter button
31. Actual Time drop down lists correspondingly in New Task dialog while creating a new task If there is no required time in drop down list enter the time in minute format using the keyboard To change task Estimated or Actual Time follow the steps 1 Open Edit Task dialog 2 Select required Estimated or Actual time from Estimated Time or Actual Time drop down lists correspondingly 3 If there is no required time in drop down list enter the time in minute format using the keyboard Edit Task 75 w Comments 2 Watch List a History es Custom Fields J 7 i A General 46 Reminder gt Resources 6 Attachments i Note Name Identify all concerned in the project Priority Normal wv Task Group 1 Getting Stated Date T ime Start Time 18 06 2007 a o0 All Day Finish Time 18 06 2007 VIP Task Manager Pro User Manual 150 4 1 7 How to set change task status To set task status select required status from Status drop down list in New Task dialog while creating a new task Hew Task JE Comment babe Watch List a History Gereral 3 G Attachments Mame Discuss ation plan Priority te Mormal v Task Group Online Team Estimated Time 10 minutes sf Actual Time Status Draft we Complete Due Date i Draht I Created MB In Progress DateTime Put on hold qe Completed start Tine g Cancelled Finish Time
32. Ctrl F Export view To Excel Export view To HTML Column headers YYY V VVV WV Create a new resource Edit selected resource Delete selected resource Delete all preset filters is available only for administrator Preview Resource List grid create and edit your own print design Print out Resource List grid Export Resource List grid to Excel Export Resource List grid to HTML Right click on column header allows to carry out following operations on Resource List Grid Mail a A zt Zz eee ral Sort Descending Clear Sorting Group By This Field Group By Box n com E Footer B Group Footers nown com Remove This Column SC EOn iS Field Chooser E D iT n cr Align Right Align Center Best Fit 0 Nhi hh H Best Fit all columns PAS SAAS 4 an O0000OO gt Sort resources in ascending order by selected column gt Sort resources in descending order by selected column gt Clear sorting by selected column VIP Task Manager Pro User Interface 68 der here to group by that column E Mail re Bt Sort Ascending ica Oe ee oe a ee le fre E jdoegunknown com E Group Footers M jonh unknowncom E B aa oe madonna unknown com afl Field Chooser mMic unknown corn tolstoy unknown com ue Align Right Al
33. F a valuen Data mrad A OR price For 10 00 is 4 10 00 o 50 00 VIP Task Manager Pro User Manual 216 Charts ay EJ price Mone Hi Min ow I Customize Chart hill Column diagram O price Discuss the plan You can return to required data level by selecting corresponding field on Data Levels box or right clicking on the diagram in series 9 Print out required diagram or preview it and create your own print design by clicking on Print or Preview button on Charts toolbar correspondingly Charts Data Levels Priority Normal Complete 40 00 HERA VIP Task Manager Pro User Manual 217 4 1 32 How to send the tasks by e mail To send the tasks by e mail use following steps 1 Go to Start gt All Programs gt VIP Quality Software gt VIP Task Manager Professional gt Database Manager D Camions ado 4 J koba Deshler 7 0 et Adobe Acoust 70 Prof edacaral Default parameters Host Company Username sysdba Password naan Database Path C Program Files VIP Quality Software wor 3 Check Enable E Mail sending option Database Manager General Databases SMTP Host Eoo aa Pork 587 soj Default 25 Authentication User Password Check every Sender Name Sender E Mail sh VIP Task Manager Pro User Manual 218
34. Filters c Calendar Date a Y Task Tree Filters er x dq September 2007 F Calendar Groups M TW TF Ss i i rl lendat 3 4 5 6 7 8 ECELER b 10 11 12 15 14 15 1 vn 17 18 19 20 21 22 ee Notes v To display or hide Date Navigator panel use main menu command View gt Panels gt Date Navigator v To move Date Navigator panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 128 Date Navigator m EJ 4 aprilzoo7 f May 2007 gt M Tw oT F Spe M Tw oT FS i gt i 293 4 56 mi 2345 6 As 7 8 910111213 e 9101112131475 14 151617181920 30 e 16 17 18 19 20 2 21 22 23 2425 2627 Ad og 23 24 Bf zs 27 2d 9 28 29 3031 Eai t a 30 30 00 o 30 Filters Calendar oo Current E aee 30 i Pinmonoann A 1 On v To take Date Navigator panel out its default location and vice versa double click on its title Y Calendar Filters gza Current WoO ROT E Common Mame ID Status Friority September 2007 P Estimated ti M TW TOF 5 Actual time DERTTE By Date 10 11 12 13 14 15 16 Date Range 17 15 19 E 21 22 23 Date Create 4 25 26 27 246 29 3 Date Last M Date Completed ne e To close the panel click on button at its right bottom corner e To make the panel auto hidden clic
35. List of changes window 4 Click Ok Edit Task 6 a General f6 Reminder 2 Resources gl Attachments Note Comments F Watch List il History a Custom Fields eal List of changes Administrator at 03 10 2007 11 59 Task was created Administrator at 04 10 2007 16 34 Name Discuss the plan gt Attend the presentation Quantity a7 gt administrator at 05 10 2007 13 19 New Assignments John Doe Administrator at 05 10 2007 13 19 Status DeFaulh Created gt DefaulkiIn Progress Complete 0 00 gt 50 00 Administrator at 05 10 2007 16 40 price 2 5 EI Alternatively select required task and go to Task History panel Tips e To display task comments in task history click on button Show comments e To print out task history and create your own print design select required task go to Task History panel and click Print task history or Preview buttons on Task History toolbar Task history Task 14 Form a group of projeci Administrator at 28 03 2007 10 5 Due date 3 20 2006 gt 3fe4 2008 Administrator at 28 03 2007 12 0 New Assignments Joe Black VIP Task Manager Pro User Manual 170 4 1 19 How to sort tasks Tasks can be sorted within any column by several ways L Left click on column header To change the direction of sorting left click on this column header again 2 Right click on
36. _ E 5 4 Get the business case approved by senior mz 12 07 2007 13 29 52 John Doe 1 Getting St Tae ea t e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its ri ght bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 90 3 10 Notes Panel Notes panel features tools for creating editing and deleting task notes By default Notes panel is located at the right bottom part of application window Bee cb elie Lye o aa nt Hol HITI JI Gao oro r Lil Wel Ik Lu et pa L I LD a ao ce laa Ghee tae Sind LIT LAL 3 Planning The 8 Created 0 High 18 03 2008 Oh 45m Administra 16 03 2008 John Doe 1 3 Planning The 8 Created 0 Normal 18 03 2008 Oh Om Administra 3 Planning The Completed High 19 03 2008 Sh Om Administra 18 03 2008 John Doe mle Th eo a es ae ee ee 2 Paes Deere l 35h 15m BY Tahoma Task 16 Make your project planning checklist sator Task group How to upgrade to the latest version 1 Getting St 1 Download the latest version of the application 2 Save zip file somewhere in a shared folder and unzip tt 3 Close the application on each PC in the network 4 Install the latest versi
37. amp Deny E li EE allow E allow e C allow E Ef allow InTime 0 gt x E Supplier Supplier Z gt Supplier 3 1D allow e 2 Allow E Allow E Allow E Quoted 0 gt L Main Menu provides access to main features of the program View tabs allow shifting between Task List Task Tree Calendar and Resource List views 5 Toolbars contain commands specific for given panel or view S Panels feature various tools for managing tasks task groups or resources 5 Y Grid displays tasks task groups or resources in the form of list hierarchic structure or schedule VIP Task Manager Pro User Interface 43 3 2 Main Menu Main Menu consists of File menu View menu Tools menu Help menu File menu Inside File menu the following options are available e Change User allows to login to the program under administrator or other user account e Edit User Profile allows to edit user information like Job Title E mail Phone etc e Archive mode allows to show the tasks that are placed in archive VIP Task Manager Professional q File view Tools Help 1 Change User Edit User Profile e Archive mode Edit name of root task group Export View To Excel Export view To HTML Import YPXML Import from Outlook E Print Ctrl P Print Preview Shift Ctrl P 0 Exit View menu
38. button to clear all fields of resource list click 4 VIP Task Manager Pro User Manual 159 button Edit Task 99 General Reminder Co At Before Resources oe Reminder d Comments gt Watch List CH History i Custom Fields 4 Resources a Attachments VOr 200 15 30 tt Administrator _ Backstreet boys C Ernst Neizvestry Ivan Susanin Lev Tolstoy Madonna Paul McCartney Ringo Star ag To cancel task reminder uncheck Reminder option VIP Task Manager Pro User Manual 160 4 1 13 How to assign the task to particular resource s To assign the task to particular resource s use following steps 1 Open New Task or Edit Task dialog 2 Select Resources tab 3 Select resources you want the task assign to from resource list Edit Task 99 Ed a Comments ae Watch List History bD General 96 Reminder Resources Name Administrator CD Backstreet boys O EmstNeigvestty an Susanin D oe Black o Ao ES Klinton faa P Lev Tolstoy amp Custom Fields dl Attachments Note Ringo Star O Paul MeCatney O Ringo Star Alternatively drag required task and drop it to age Ok required resource on Resource Assignment panel 14 Form a group of project managers ess 15 Hold a
39. st Double click Comments a Task history gt Mote Permissions 2 Resource Assignment d Attachments To return Notes panel to its default location double click on its title VIP Task Manager Pro User Interface 92 ning The 3 Created 0 lovers aan Oh Om Administra ning The Jel Completed AAE OUA CHCK 18 03 2008 John Doe ning The fimta ning The f 5 ning The How to upgrade to the latest version 4 1 Download the latest version of the application 2 Save zip file somewhere in a shared folder and unzip it 3 Close the application on each PC in the network 4 Install the latest version on each PC from a shared folder al 5 Restart each PC in the network 6 Start the application on the first PEJ T Update the database the application will automatically back up your old database The backing up process may take some time z0 please do not abort the process 96 Start the application on other computers in the network a Task history Ei Motes Attachments P Permissions la Resource 4ssignment Notes Toolbar By default Notes toolbar is located at the left top part of Notes panel Motes E oes Eg H Fp Tahoma 7 How to update to the latest version Download the latest version of the application Save zip file somewhere in a shared folder and unzip it Close the application on each PC in the network Install the latest version on eac
40. y Delete Task Duplicate Roll up rect f Change Status Increase Priority Filter Move to archive After that selected task will disappear from your Task List To return it from archive use following steps 1 Select main menu command File gt Archive mode Jrrence tasi Hj ih Quotations 5 o Quotation 1 H o New Task Ins H o anek io New Group Ctrl G S Quotation 3 _ Edit F4 4 n ey Delet Fa i elete z 6P Invoices atd p o Invoice 1 Duplicate Ctrl D o Invoice 2 Insert copy of task group j a Invoice 3 Roll up recurrence task oe Payments P Payment 1 leE Change Status b HoP t2 T o ist Allaceacted P o Increase Priority Shift Ctri Up L Lt or Payment 2 pa l s Decrease Priority Shift Ctrl Down Requisition List H RLI Filter RL2 Sorting o Reordering i Move to archive Ie Purchasing Plar ae A eee i E a By Supplier z Expand All k F4 FS Ctrl D Shift Ctrl Up p Decrease Priority Shift Ctrit Down VIP Task Manager Pro User Manual 209 VIP Task Manager Professional Use fa view Tools Help Change User Edit User Profile Archive mode k Edit name of roottask group Export View To Excel Export view To HTML 2 Right click on required task on Task List Task Tree or Calendar grids 3 Select Restore from archive from drop down
41. 13 2 1 3 Setting Resources Your company resources may include any human resources available ex employees partners contractors etc 1 e all concerned however we advise you to add only people users who will use the program in the LAN VIP Task Manager User Administrator DataBase 1972 VIP Task Manager User Administrator DataBase 192 File View Tools Help File View Tools Help Task List Task Tree Calendar Resource List f Task List Task Tree Calendar Resource List a l g a K f p tin ec Cee A K du S T Roles TIX 5 33 J3 WS o wo Gin GO Gi v Mame Ww E Mail a GF GR Mame vt E Mail ie Hame Team Leader Team Member Administrator p Mame Administrator C Team Leader C Team Member Select Resource List tab Click on New Resource button General tab allows you to enter some Resource PAn giui information such as name e mail department job D General ZP Roles gt Notifications 2 Watch List title address and phone number If a Resource is a user of the program you should grant check Login Mame Tom dons Permission set a password for Resource to log in The SAE daaa Resource can change this password later when he or eee OW Business she starts using the software If a resource can be Job title Star assigned to a Task you should check Assignment de ras 7 Permission If a R
42. 171 Name Statu wo Complete Priority Jue Date W Estir p se sees Normal 17 09 2007 we New Task Ins gt be Edit Task F4 nom Delete Task F Duplicate Ctrl D Roll up recurrence task Change Status Increase Priority Shift Ctrl Up gt Decrease Priority Shift Ctrl Down Filter sorting Move Down Ctri Down vi ove Up Ctr L p Move to archive Manual Sorting ctri 0 A cig Groups Always Expand 1 4 Expand All 4 Collapse All o VIP Task Manager Pro User Manual 172 4 1 20 How to filter tasks Tasks can be filtered by any task group by several ways 1 Double click on required task group on Task Group panel 2 Select required task group and click on Set Filter button on Task Group toolbar Task Groups on Task List view EJ Getting Started Defining The Project Planning The Project 4 Monitoring The Project je 5 Closing Down id 10 oe John Doe 1 1 e Ivan Susanin 0 0 3 Right click on required task group and select Set filter from drop down list jo Task Groups on Task List View E Eg gh G G oy oF E or Company 0 59 or Ser on 2 De ae 3 Pla 25 4 Mol b New Task Ins ko 4 5 Clo id P John New Ctrl G j Ivan 10 gt Edit 0 Setting filter by the Name field To display the tasks with definite names or containing definite words in their names enter
43. 2 Resource Assignment Attachments Toolbar By default Attachments toolbar is located at left top part of Attachments panel Attachments Mame Description Ciim project cormunication plan doc AK os wi taskmanagementguide com Http jie taskmanagementsoft com The following table describes each of the Attachments Toolbar buttons Add a new attachment to selected task Edit selected attachment Delete selected attachment eB Open selected attachment Save attachment to your hard drive disk VIP Task Manager Pro User Interface 113 g Add or remove buttons to Attachments Toolbar Tips v To display or hide Attachments Toolbar use main menu command View gt Toolbars gt Attachments VIP Task Manager Professional User Administrato Tools Help oy Task List Panels Task Tree Columns F we Resource List i i Task Tee MILES iw Calendar Current wo o iv Filters Task List a Comm n Filters Task Tree Name nae Filters Calendar ID s Task Groups was Status iw Task Groups on Calendar view iy Priority v Notes Actual time 4 attachments Estimated Ti Notifications By Date lw Pinlee v To move Attachments Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Attachments BEJ TA amp lia a Name Description Ciim p
44. 23 How to import tasks If you want to use VIP Team To Do List database use following steps 1 Export task list from VIP Team To Do List software by using main menu command File gt Export gt Export To VPXML Enter database name and path in Enter a file for the export operation dialog 2 Import task list into VIP Task Manager software product by using main menu command File gt Import VPXML Find required file via Open dialog Look in My Recent Documents E Desktop File name s Muy Network Files of type Places VIP Task Manager Professional View Tools Help Change User Edit User Profile Archive mode Edit name of root task group Export View To Excel Export view To HTML Import PsML h Import From Outlook a Print Ctrl F cs Print Preview Shift Ctri P Exit Type VPSML File Date Modified 10 09 2007 13 55 Size 55 8 KB vip_export_file WIP ToDo Line MLI vpxml T Open as read only Cancel VIP Task Manager Pro User Manual 185 4 1 24 How to print out tasks There are several ways to print out Task List Task Tree and Calendar views 1 Select required view select main menu command File gt Print enter print settings in Print dialog and click on Print button e VIP Task Manager Professional EA vew Tools Help ee L Mame Tg VWiwinserver Samsung ML 1710 Series Y Properti
45. 278 4 3 11 How to assign supervised resource To assign supervised resources use following steps i Open New Resource or Edit Resource dialog Select Watch List tab Select required resources from List of supervised resources Click Ok ofo To quickly select all resources click on Check All button oo To quickly clear the list of resources click on 5 Uncheck All button Edit Resource List of supervised resources Administrator John Doe Ivan Susanin L Emst Neizvestry O Faul McCartney E Ringo Star Madonna Kirkorov Ley Tolstoy VIP Task Manager Pro User Manual 279 4 3 12 How to sort resources Resources can be sorted within any column by several ways 1 Left click on column header To change the direction of sorting left click on this column header again 2 Right click on column header and select Sort Ascending or Sort Descending from drop down list Name Ivan Susanin Kirkorov Backstreet boys John Doe Ringo Star Lev Tolstoy Madonna Klinton Ernst Meizvestmy Paul McCartney Department guide art art Unknown Team member Team member Team Member Marketing Development Development OR Department guide art art Unknown Team member Team member hs yw E Mail yanyam imail ru boystyahoo cori j doem unknown com Fingo unknown com tolstoyi unknown com ua madonnamunknown
46. Aae ARa AEA 38 EXPONUDOS E E E a E aE EAEE a E E E 40 PENNA a E araea E Ea E aE 41 Part Ill User Interface 42 T NUS Te SN ie cca we sic etic nice E E senna weeiscneseendseseeueneseseeeaaes 42 2 Main Menu eoccceice esas ace eben ose sie sen coercive ecu seee sues edocs obeussatneevesu waste sseesece uatueseve eceseeesvetevesceessseteeestest s0ee 43 3 TASK LISE VW osiinsa ete ests een Peden nena A AE Aa 45 4 Task Tree Vi W sessensennnnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennen nnnnnn nnmnnn nnne nannan 54 5 Calendar VIEW ciinii a a aoia 60 Resource LISLVICW oina aa a a a A A AE AR 65 Z TSK AO SAN oo E E EEEE E EAE EEEE 72 6 Fillers MN cae acs erence ntsc ert niaaa iniaa 78 INO UNG AUN INS AEN See eieciecccieseaceetisincaaecaicenceeseeatuai eens saeaidee unten duiaisceteasacasueanecequacansiedcheaeneaescurcsanceesesncenace 84 10 Nols Pane cca arc os cece cine ee cei se es einen sede oe ses oes ec ae epee ce ee ne ences eaead cess 90 11 Commens Paneb caen R nentubacs 96 TZ Resource Assignment Panel ssussnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennum nnmnnn nnmnnn nnmnnn 103 13 Attachments 22 q ne ne ee er ee ee ee ea eee 110 AS COE FIDEL cee ction es eteeretan EE E E E 116 VIP Task Manager Pro Contents FECTS SION Sr RN acest ccs ect E EERE OEE 121 16 GES Navigalor Ranek s a 127 1 Roles Panel roin E aaa 129 19 CHansS panei ernan EE O E E E E weeds 134 Part IV User Manua
47. Ascending STEEL Administrator Joe Black rnst Meizvestny Development Sort Descending Clear Sorting Paul McCartney linton Marketing Yladonna 2inga Star Team member F AOT COM Group By Th pfield ru amunka nknown cc roup By Box Footer E ee If you want to group resources by several fields simultaneously group by each field step by step using one of the ways mentioned above Department W Mame Department guide 4 Department art cD Wie ere ater ted OD Rete to VIP Task Manager Pro User Manual 281 4 3 14 How to export Resource List There are several ways to export Resource List view to MS Excel or HTML 1 Select main menu commands File gt Export View To Excel or File gt Export View To HTML enter export file name and path in Export File Name dialog VIP Task Manager Professional Use A view Tools Help om Change User ce List Edit User Profile l Archive mode a Edit name of root task group Export View To Excel Export View To HTML Import VPXML J 2 Right click on Resource List grid and select Export View To Excel or Export View To HTML from drop down list enter export file name and path in Export File Name dialog Administrator ue 2 New Resource Ins at Sur am Edit Resource F4 Ernst Neizvestny o Joe Black
48. Attachments amp Note Comments ae Watch List a History Custom Fields Custom fields Regular Count Mew Regular 4 pore ved h TREL Tips e To display custom field values of the task under the task in Task List or Task Tree grid click on Preview Mode button on Task List or Task Tree toolbar and select Custom fields info from drop down list 29 e To hide custom field values of the task from Task List or Task Tree grid click on Preview Mode button on Task List or Task Tree toolbar and select None from drop down list File view Mite Custom workflows I i o iQ Options VIP Task Manager Pro User Manual 208 4 1 28 How to place the task to archive and return it back In archive mode you can t make any changes with the tasks To place task to archive use following steps 1 Right click on required task on Task List Task Tree or Calendar grids 2 Select Move to archive from drop down list Drag 4 column header here to group by that column ID Info Name Status Y Complet oes i we New Task Ins gt i er Edit Task F4 i Delete Task F8 Duplicate Ctrl D zoll up recurrence tast OR Change Status Increase Priority Shift Ctrl Up Decrease Priority Shift Ctril Down Filter gt Sorting gt amp Move to archive al New Task Edit Task
49. Defi ee 3 Pla o 4 Mo ge 5 Clos e ior John 7 Ernst or Joe Bl gg Backstreet boys VIP Task Manager Pro User Interface 76 Task Groups Tree E Company o 83A ren Getting Started 2 Defining The Proj 15 15 3 PlanningTheP 78 78 4 Monitoring The Pr i i 5 Closing Down id 10 on John Doe fo Ivan Susanin E Ernst Meizvestny fe Joe Black E Backstreet boys or Goals D 2 aA A A A oOo A A A A Right click on Task Groups grid allows to carry out following operations g lt l igre Pie aen ee gh New Task Ins e p New Chrl 6 GF of GF Edt Ege Or ee Eigr In Eip Pe yg SL Insert copy of task group Custom Fields options i Task List l Current ot Sort alphabetically Name ID Status 7g Expand ll Priority E5 oflapse all Actual T l Estimate Refresh Tips v Set filter to display tasks of selected task groups v Reset filter v Create a new task assigned to selected task group v Create a new task group v Edit selected task group v Delete selected task group v Insert the copy of task group into selected task group v Make a copy of selected task group v Set task and task group custom fields options v Move selected task group one position up in Task Tree v Move selected task group one position down in Task Tree v Sort subgroups alphabetically within their task
50. Duplicate task group h Common Se Cuskam Fields antinns 2 Open Task group drop down box select task group where you want to insert duplicated task group and click Ok Select task group Task group Mame Ae ve Eher Company 0 C 1 Getting Started Ca z Defining Te Projeck 23 ma 3 Planning The Project 29 G o 4 Monitoring The Proje 1 ge Fghth 2 yer 5 Closing Down 10 E 3 Check Start date option select Start date or Finish date from drop down list and select required date from corresponding drop down box For example you select Start date and some task of duplicated task group has 01 10 2007 Start Date 03 10 2007 Finish Date and 04 10 2007 Due Date When you select new start date e g 03 10 2007 task finish and due dates will be postponed for the difference between new and old start dates In our example new finish date is 05 10 2007 and new due date is 06 10 2007 The same situation is with all tasks of duplicated task group VIP Task Manager Pro User Manual 254 Select task group Task group l Getting Started Fl Start date Start date Enae ke 4 Check Copy permissions option to save permissions assigned to task group while duplicating it and click Ok button Select task group Task group 1 Getting Started Start date v 0602 2008 Note e If Copy permissions option is unc
51. Edit Ge Delete Insert copy of task group Duplicate task group VY Tas een Fields options k Curren o d 3 Select required custom field from the list Edit custom fields options for Starting project settings for This task group ae 4 timedelivery 4 Select Subgroups amp tasks from Setting for drop down list to relate highlighted custom field to all tasks and task groups of current task group If you select This task group highlighted custom field will be related to current task group and won t be related to its subgroups and tasks VIP Task Manager Pro User Manual 248 Edit custom fields options for 1 Getting Started Settings for fubaroupsitasks subare iWpsktas ks cot r TY rice ont E a t 4 total es p T 5 Select Enable from drop down list to activate highlighted custom field Disable to make it invisible for current task group or make it the same as for parent task group by selecting Disable by parent Enabled by parent If the custom field is enabled it has green circle otherwise this circle is grey Edit custom fields options for Starting project Setingstor Thistask grou B ed ee eo oiai Disable by parent Esn tmedelvery W Disable Enable T 6 Check View in preview sec
52. Ermpty de Date Create 08 1602 2008 Date Last M O None Date Starker Date Compl Relative Yesterday oles Today Range Tomorrow O Last Week Last Month Last rear This Week This Month This rear Next Week Next Month Next ear By Resource Owner Assignment To display the tasks that were or will be created last modified started or completed by exact date at exact time or to display all tasks except exact date check Date radio button select required field from Equal drop down list and select required date in corresponding drop down box Actual Time equal Oh 30m Estimated T equal 0h T m By Date Date Range Today Ermpty de Date Create 08 16 02 2008 Date Last M Date Starter None Date Compl Relative Toy O l By R Owner Range Assignment O g doesn t equal less less or equal greater i greater or equal VIP Task Manager Pro User Manual 178 To display the tasks with Date created Date Last Modified Date Started or Date Completed from required time interval check Range radio button and set required period of time with the help of drop down time boxes Estimated T equal0h10m By Date Date Range Today Ermpty de Date Create 08 16 02 2008 Date Last M O None Date Starter Date Compl Relative Toy O y Oves p
53. Excel vip_tm_export_view xls fe Purchase VIP Task Manager E D E Priority Status Complete C Documents and Settings WserWesktopWhtitled 2 html Microsoft Inte File Edit View Favorites Tools Help Mumber Mame Number Name Priority Status Complete ad 1 Destroy competitors records Highest In Progress 15 1 Destroy competitors records Highest In Progress 15 ag 2 Buy all the radio airtime Low Cancelled 100 2 Buy all the radio airtime Low Cancelled 100 4 log 3 Sell songs Free of charge Urgent In Progress 25 F F 4 Send by e mail hy Draft 0 3 Sell songs Free of charge Urgent In Progress 25 Yo 5 F ainiai o daseillles e 2 gt G S Hand out songs on the streets High Completed 100 j o 4 Send songs by e mail Normal Draft U z 6 Give live concerts in Central Park Mormal Draft ij D 5 Hand out songs on the streets High Completed 100 e ar 7 Correlate song price with oil price Normal Verified 100 F F 6 Give live concerts in Central Park Normal Draft 0 g 8 Boost sales in Alaska Normal In Progress 70 so F F m 7 Correlate song price with oil price Normal verified 100 10 m 9 Order more country music High Created n oe 11 10 Translate songs into native languages Mormal In Progress 5 5 Boost sales in Alaska Normal In Progress FO o VIP Task Manager Pro User Start Up 41 2 5 6 Printing Users can print Task List and Task Tree view to present reports take to do
54. Manager Pro User Manual 252 4 2 9 How to place the task group to archive and return it back In archive mode you can t make any changes with the tasks and task groups To place task group to archive use following steps 1 Right click on required task group on Task Groups panel or on Task Tree grid 2 Select Move to archive from drop down list oo Task List Groups ia Fa F G I on Purchasing oO hoe fan OF W E Set Filter EF on Reset Filter o e New Task Ins h Re HAA Ou oe New H Ord Edit G2 Delete Insert copy of task group Chri G f it OR OF Task List Current Duplicate task group Common Name so Custom Fields options ID g a oq Move Down Priority Actual Tit Estimate By Date Sort alphabetically Move bo archive a a Expand All Eher Purchasing o Supi e New Task Ins E a Gua o gt New Group Ctrl G E 2 ra ee Edit F4 tly i 2 G Delete Fa or l Orde Duplicate Ctrl o E e Inve Insert copy of task group Ger El ge gp Shige Payr Eig I ij o Egr Ehen gt Custom fields options Gy Ta Reg Filter Eig l Sorting b ar ES r Move to archive Ehe Pure 7 Expand dll her lac zo Colapse All Hee After that selected task group will disappear from your task tree To return it from archive use following steps 1 Select m
55. NE ented To change task status use one of the following ways 1 Open Edit Task dialog and select required status from Status drop down list Edit Task 1958 eo Watch List a History Custom Fields fo Reminder Resources dl Attachments 17 5 hours Due Date d 3 Created ge In Progress Date T ime 4 Put on hold h z Completed g Cancelled 9 Werfied OS 2 Right click on required task on Task List Task Tree or Calendar grid and select required status from Change Status drop down list VIP Task Manager Pro User Manual 151 Mame Status Complete Priority Sue D we New Task Ins gt Edit Task F4 i e Delete Task F Duplicate Chri D Roll up recurrence task Pye Change Status i Increase Priority Shift Ctrl Up s Decrease Priority Shift Ctrl Down Filter Sorting ais Normal Created neroa Cancelled i verified User Manual 152 VIP Task Manager Pro 4 1 8 How to set change task Due Date To set task Due Date check Due Date option and select required date from Due Date drop down list in New Task dialog while creating a new task Alternatively enter task Due Date using the keyboard Mew Task Zz Comments 2 watch List History Task Group Online Team wt Estimated Time 10 minutes v Actual Time 15 minutes W Status Q Due Date DateTime Start Time Finish Time Edi
56. Owner doe greater or equal Assignment between By Resource VIP Task Manager Pro User Manual 175 Setting filter by the Date Range To filter tasks by their Due or Start amp Finish Date select Date Range drop down box on Filters panel If you want to filter tasks only by their Due Date only by their Start amp Finish Date or by Due Date and Start amp Finish Date select corresponding field from drop down list To cancel filter by this field that was set earlier check None radio button To display the tasks with Due or Start amp Finish Date relatively definite time or definite period of time check Relative radio button and select required date or period of time from corresponding drop down list Y Task List Filters Y Task List Filters Current ko amp K7 B Common Name ID Status Created In Progn Priority High Highest Ure Actual Time egual 0h 30m Estimated T equal 0h 10m By Date Date Range day Empty date Bele Bickle Apply to task range and due date vw Date Last M oe Apply to task range and due date Date Starter Apply to due date only i Date Compl pply to task range only gm By Resource Benes ODae ens tavoavo08 Assignment Range 14 02 2008 wv to tavozv208 Show empty date Current i Hy B Common Name ID Status Created n Frogn Priority High Highest Urc
57. Paul McCartney ce Delete all preset filters i Delete Resource F Ringo Star cy Print Preview Shift Ctrl F Madonna Fikarau m Print Ctrl P Lev Tolstoy Export View To Excel Backstreet boys Export view To HTML klintar VIP Task Manager Pro User Manual 282 4 3 15 How to print out Resource List There are several ways to print out Resource List view 1 Select main menu command File gt Print enter print settings in Print dialog and click on Print button VIP Task Manager Professional Tae View Tools Help Change User Edit User Profile Archive mode Edit name of rook bask group Import from Outlook Import PXML Exit Printer Name E Vwinserver Samsung ML 1710 Series Properties Status Ready Metiwork Type Samsung ML 1710 Series Where LISBOO1 Comment Print to Eile Export view To Excel C gt l Export View To HTML Page range Copies fe all Number of Pages f Current Page Number of Copies 0 Pages 1 1 Collate Copies Enter page number andor page ranges separated by commas For example 1 3 5 12 i i I I Fage Setup Preview Cancel 2 Right click on Resource List grid and select Print from drop down list enter print settings in Print dialog and click on Print button 3 Press Ctrl P keys Administrator s New Resourc
58. Puno dakoa OE SN Sonne LL Task group 1 Getting Sl 1 Getting Sl 1 Getting Sl 1 Getting Sl 1 Getting Sl hl VIP Task Manager Pro User Interface 89 Tips e Double click on the space near Notifications panel s toolbar allows managing toolbars commands and program options via Customize window ie John Doe oe 71 Set a realistic deadline 3 Planning The g Draft r Ivan Susanin 0 Oo i jes i ead 3 Pl Th Ji i E fi Set 4 realistic deadline Planning The CE Ernst Neizvestny 0 oH il a Draft pen an naa EA List all the activities in 3 Planning The ge Draft Customize fx rite down 3 Planning The p In Progress Toolbars Commands Options Toolbars W Task Tree Ed Resource List W Calendar ist all the activities in T x Planning The 3H Created Iw Filters Task List M Filters Task Tree Prioritize planned Planning The In Progress W Filters Calendar ake your project Planning The f In Progress IW Task Groups M Task Groups on Calendar View roup tasks under Planning The 4 Created Iw Motes W Attachments ake a communication 3 Planning The 3 Created i Planning The
59. Tas a 7 Overview any k aoe Ep i g Delete Task Fa i sei Completed Identify all cone 4c In Progres 1 ka Duplicate Ctrl D Consult a Finan 4 S ae Completed eae eae ka gE Change Status Define areas be g Increase Priority Shift Cctrl Up Phal In Progres o Describe what gs Decrease Priority Shift Ctr Down be In Progres S Specify respon Filter l fe In Progres E 30 S Think who shoud Sorting Plg In Progres 25 Ensure each te EEE 3g In Progres a 20 Ho Form 4 group o 4 te In Progres En 15 Hold a meeting if In Progress 10 Make your proji fe In Progres u 5 To List all the activ I Created 0 write down der Sending taskis by Email 3 l Comnlere Group tasks um Expart Printing Print tasks Estimate how much time each Identify activities that have to 7 A Prioritize planned activities 2 Export view To Excel Make a communication plan and dl 2 Export view To HTML How to work with Print Preview Window To create your own print design open Print Preview window and use following steps 1 Open Format Report dialog by using main menu command File gt Design Design Report button on Print Preview toolbar right click on the page or Ctrl D keys Print Preview view Format to See 5 eiat za pees ign Rebuild trl F5 Ei Print Preview Figa Design Ctrl D ry BE Load cro ee File view Format Go AM Page Setup 7
60. Task Manager Pro User Interface 53 Watch minimum value of selected task property where it makes sense Watch maximum value of selected task property where it makes sense Watch the account of the tasks that are displayed on Task List grid Watch average value of particular task property where it makes sense Hide all values from the footer under selected column VVVV V Current Filter Task Group is any of 4 Monitoring The Project Drag a column header here to group by khak column Status Complete Priority Due Date U TaskGroup Estimated Time Owner Finish Date Assigned EJ rq a amp Reeprecords ofthe itl created sofosj2o0s 4 Mentoring oh Om Administrat Chosethetype ot il created 29 04 2008 4 Monitoring oh Om jAdmiristrat Rarer monitoring ands created 25 04 2008 4 Monitoring oh Om jAadmristrat o Have a Formal approval a created sofosjzo0s 4 Monitoring oh Om Administrat Adminstrat Administrat Administrat Adminstrat 37 Aprint someone to bee Created 0 nomal os os 2008 4 Monitoring oh Om Administrat 3 Pevewtheproject abl created o Normal 16 04 2008 4 Monitoring oh om administat o 9 Meeswesomeonecan ab created 0 nomal 23 0 2008 4 Montong oh Om Acministrat s0 b Setanagendafor project je created 0 nomal 15 04 2008 4 Monitoring oh Om administat fine actionpoints created o nomal 22 0 2008 4 Montoring oh Om admiristrat 2 Revewthetem
61. This Month Title Date Created Creator Task group 65 Get the business case approved by senior me 12 07 2007 13 37 71 John Doe 1 Getting St Administra __ Task was created John Doe 6 Get the business case approved by senior mar 12 07 2007 13 36 55 John Doe 1 Getting St Ivan Susar __ Task has been deleted Ernst Meiz 60 Get the business case approved by senior mz 12 07 2007 13 36 55 John Doe 1 Getting St Joe Black __ Task has been deleted Paul Mecca 63 Get the business case approved by senior mz 12 07 2007 13 36 54 John Doe 1 Getting St Jonh Lenn _ Task has been deleted Ringo star 84 Get the business case approved by senior mc 12 07 2007 13 29 57 John Doe 1 Getting 5t Madonna Due date 26 03 2008 gt Kirkorov 84 Get the business case approved by senior mz 12 07 2007 13 29 20 John Doe 1 Getting 5t Lev Tolsto Task was created 3 Backstreet 62 Get the business case approved by senior me 12 07 2007 13 79 11 John Doe 1 Getting 5t Comments File WEVA Tools Help Task L Toolbars andar Resource List Columns Y Task List Filters ion Task Dist Sroups aS if Task Tree Filters oo Gf G Calendar Groups BE Be y iE li A y Calendar Filter E Purchasing Calendar Date Navigator F Purchasing Flai wer Motes ior Ey Product ion By Supplier 2z Comments ion By Date Resource Assignment EHen Requisition List a Attach
62. User Interface 105 SR he ceed ow toh ioo chemin HOIUB2009 tone apanr a resed o Orena eeaeee monona O O eoe O P ea Sate ceed on a e Double click ime 3 Planning The ne a ll LS Fe a Pees Resource Assignment h EJ 7 E Department Job title John Doe C van Susanin I Ernst Neizvestny C oe Black Ooo O C Paul McCartney Development Developer Joon benno a singer CO Ringo star Tea member singer _ e Task history Ei Motes P Permissions a Resource A annen Resource Assignment Toolbar By default Resource Assignment toolbar is located at left top part of Resource Assignment panel Resource 4ssignment le 63 Department Job title Administrator van Susann tide tide O C Ernst eievestry Development Developer FEY oe lsc unk Paul McCartney Develo pment Developer E tonbeenmo singer Ringo Star Team member singer o OOo CG Madonna Team Member singer O Riko ringer ER as e e o Task history Motes a Attachments IEEE 2 Resource Assignment The following table describes each of the Resource Assignment Toolbar buttons Create a new resource VIP Task Manager Pro User Interface 106 Edit selected resource Delete selected resource Add resource information fields to Resource Assignment panel g Add or remove buttons to Resource Assignment Toolbar Tips v To displ
63. a New Resource Ins Ivan Susanin Edit Resource F4 Ernst Weizvestny eae co Delete Resource F Paul McCartney Delete all preset filters Ringo Star Madonna Print Preview pohift Ctr P A Print i Ley Tolstoy Fynnrk wiew Ta Ferel VIP Task Manager Pro User Manual 284 How to create print design see How to work with Print Preview Window
64. column e When task status is changed to Completed its finish date automatically appears in the Date Completed column VIP Task Manager Pro User Manual 155 4 1 10 How to set change task Start and Finish Date To set task Start and Finish Date use following steps while creating a new task 1 Open New Task dialog 2 Check Date amp Time option 3 Select required date from Start Time and Finish Time drop down boxes or enter it using the keyboard Using up down buttons set Start and Finish time Check All Day option to set only date without time os Mew Task Comments 2 Watch List History te Reminder gt Resources pt Attachments Status Que Date Dated T ime Start Time 03 08 2007 Dallbay m Finish Time at ES MIWIrE S S a Nice To change task Start and Finish Date of already existing task open Edit Task dialog of this task and repeat the actions mentioned above VIP Task Manager Pro User Manual 156 4 1 11 How to set task recurrence To set task recurrence use following steps l Open New Task or Edit Task dialog Check Date amp Time option and click Recurrence button In Edit Recurrence dialog use up down buttons or keyboard to set task start and finish time or select required task accomplishing duration from Duration drop down list Set task recurrence interva
65. cor kmail ru mcitunknown com Sort Segre nding We To clear resources sorting right click on column header and select Clear Sorting from drop down list VIP Task Manager Pro User Manual 280 4 3 13 How to group resources Resources can be grouped by any column by several ways 1 If there is no grey space above Resource List grid right click on column header and select Group By Box from drop down list Then drag this column header and drop it on the space above Resource List grid ag a column header here to group by that column reeverevvweveen N SlieSesoeoe Sort Ascending arnan iinistrator 7 i Sort Descending n Doe eee coer Ba a Clear Sorting st Neizvestny Group By This Field Black per McCartney qo Star Footer jonna Group Footers d D tye y K Se ee Department Ay yt by that column Drag a column header here to group by thak column Department Joe Black Ernst Meizvestny Development Paul McCartney Development mc unknown co j Klinton Marketing ki imail ru Ernst Neizvestny Development Team Member madonnat unknox Madonna Seat ate Klinton Marketing Lev Tolstoy talstay unknown John Doe j doe unknown c aber lepers 4 Department 2 Right click on column header and select Group By This Field from drop down list Mame Department F sa AALALA ALLAL LALALALA LLAI LALALALA LALALE LALALALA LILLEN EP Sart
66. e EIS Fit to Page OR We uasan m OR m Save Chrl 5 Margins Left 12 7 mm Top 12 7 mr EF Print Ctrl P Page Setup eee Next Page PgOn aaa GP Last Page End Close 2 In Format Report dialog on View tab check corresponding option if you want to display the report with column headers footers group footers or expand buttons Preview the settings in Preview window at the right part of Format Report dialog or click on Apply button to see the full screen preview VIP Task Manager Pro User Manual 190 Format Report View Behaviors Formatting Styles Preview Cards Charts Freies Caption Filter Bar W Caption l HOD H Be W Headers TAND G4 Challenge p a E lw Footers On Every Page Title Properties 3 In Format Report dialog on Behaviours tab check corresponding option if you want to print only selected task expand all groups or set report size equal to visible print region alternatively right click on the page and select Fit To Page from drop down list or select main menu command Format gt Fit To Page Preview the settings in Preview window at the right part of Format Report dialog or click on Apply button to see the full screen preview Format Report view Behaviors Formatting Styles Preview Cards Charts Selection Proyian Hm Gy Process Selection B Cards Of Auto Width Titl
67. eeeeeeeee ene eeeeeeeeeeeeeneeea aaa eeeeeeseseeeeeeaeaasaeeeeeeeeseaeenoas 236 2 Task 61 0 0 een eee eee ene en ee eee ee ee ee eee ee eee 239 How LO create New task OrOUD sia A RE EAE E 239 HOW TO CONTASE Or UDE aera tacts ee aE AEE EEEa EEEE 241 Howto d lk TS task OrOUD iea EAE EEEE EAE 242 How UOC notes to taskaro ai sch acs cette me nen se RAA ASENA NEERA EENE EEE ER AANE BRNE EARE RERE ERRA REAREA EARE RAER EAS 244 HOWTO SOn taSk COS ariin e E E E S EEEE A sonanxesebwutsaamenccousds 245 How to assign the resource to receive notifications of task group changeS ssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nna 246 How to set custom fields for the task graup ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nn nnmnnn nnn nnn nnnm n nnmnnn 247 How to enter custom field values of the taSk Qroup 222 ccccceeeeeeceseeeennseeeeeeeeeeeenennenanaaseeseeeeeseeesoanaaseeseeeeeseaennanaaaes 251 How to place the task group to archive and return it back ssannnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn nnnnnnnn nnmnnn nnna nnna 252 HOW todu uplicate ME ASI OTOU eset cst meses se sence en ERARE EENE ER ERARE ERRAR ERNE EAE AEAEE EER EERE 253 VIP Task Manager Pro Contents How to insert the duplicate OF task ri ose tcec cite au tecncuanesendeneseuacsaudwacicnzelsnuvaecanaslehukcatatausie mavaneunuacabueta cacueumonces 255 How to assign default resoaurce s for the task QrOUD
68. group or move selected task group when clicking on task group one position up in Task Tree grid gt Activate manual sorting of the tasks or task groups when clicking on task group gt Move the task or task group when clicking on task group to archive gt Expand all task groups gt Collapse all task groups gt Print out selected task s gt Preview Task Tree grid create and edit your own print design gt Print out Task Tree grid gt Export Task Tree grid to Excel gt Export Task Tree grid to HTML gt Add or remove columns on Task Tree Grid VIP Task Manager Pro User Interface 58 Mame ete ry San Company all Task Tree Columns peperina gt Display or hide Task Tree Grid footer Quantity lauto width Ctrlew gt Apply columns auto width on Task Tree Grid ai an a gt Apply column best fit on Task Tree Grid price 2 Left click on column header allows to sort tasks in ascending or descending order by selected column within the task groups L Created In Progress i Completed Completed a In Progress Lowest Normal In Progress Normal In Progress Normal In Progress Normal i In Progress t Draft Draft o In Progress Normal Mormal Normal Mormal Highest Highest In Progress In Progress In Progress Drag amp Drop method applied to column
69. lists out of office etc Ee Print Preview File View Formak Go Sga Haagu A YA 22860 8 amp B 8 io 1 gt o gt ie Margins Left 0 5 Top 0 5 Right 0 5 Bottom 0 41 Header 0 1 Footer me Number Mame Priority Status Complete Start Date Finish Date Due Date Time Lett Folder Assigned 1 Destroy competitors records Highest In Progress i 15 8 25 2006 10 00 9 2 2006 17 00 4 Agressive Michael Jacksan Burn em all 2 Buy all the radio airtime Low Cancelled a6 2006 11 00 8 31 2006 12 00 Agressive Michael Jacksan 3 Sell songs Free of charge Urgent In Progress E Y alzijz006 1d 5h 49m Agressive Michael Jacksan Time Limited Offer 4 Send songs by e mail Normal Craft Oo 8 21 2006 11 30 8 21 2006 1 00 Pef21 2006 1d 5h 49m Direct Tom Jons Attach texts to the letters VIP Task Manager Pro User Interface 42 3 User Interface 3 1 Interface Summary Getting familiar with VIP Task Manager Professional Interface L 2 Z IP Task Manager Pro essional User Administrator DataBase fff Info Name Status v Complete Priority Jue Date Y Estimated Time Owner v Date Last Modified v Task Group 10 g Order Placed 1 Normal Oh Om Administrator 27 09 2007 12 21 Reordering RL F Requisition Lists 11 e Draft 0 Normal Oh Om Administrator 27 09 2007 12 21 Reordering RL EEP Quotations 13 Verified 0 E Normal Oh Om Administrator 27 09 2007 12 21 Re
70. mrem SOUP eee 12m Admir ee tasks in descending order by selected JN odo Remove This Column 12m Admir column l ormal 25 03 200 H Field Chooser 12m Admir Clear sorting by selected column omal 25 03 20 alignment nae ormal 18 03 20 Align Left 12m Admir igh 26 03 20 Align Right Admir orral oyj 2al E Align Center 12m Admir armal agjpajzpi H Best Fit 12m Admir ormal 27 f03 200 Best Fit fall columns 12m Admir VIP Task Manager Pro User Interface 49 ate cha 200g ka Al Sort Ascending Sort Descending bee Clear Sorting 2008 hed I 2005 T fe croun By This Feld faaan Z Group By Box joe ted 2008 Footer Pane gt Group tasks by selected column F Group Footers oe gt Display or hide the space above Task List grid that allows to group tasks using drag amp drop method Remove This Column 2008 etl Field Chooser A Align Left 2008 J Align Right 2008 Align Center 2008 s42 j2008 g of BA Best Fit 2006 2006 M 1 cr p m ress 2 d OM Best Fit all columns 2 Sort Ascending l Sort Descending Clear Sorting Group By This Field Group By Box a Group Footers Display or hide Task List Grid footer ce ee gt Display or hide Task Group footers FF Field chooser Alignment Align Left Align Right Align Center Best Fit a M I i Best Fit Call columns
71. o Faymer i ion Requisi Eli Company Pgh i Getting Started e 2 Defining The Project e 3 Planning The Project I 4 Monitoring The Proje r fghfh ie 5 Closing Down 4 Check Start date option select Start date or Finish date from drop down list and select required date from corresponding drop down box For example you select Start date and some task of duplicated task group has 01 10 2007 Start Date 03 10 2007 Finish Date and 04 10 2007 Due Date When you select new start date e g 03 10 2007 task finish and due dates will be postponed for the difference between new and old start dates In our example new finish date is 05 10 2007 and new due date is 06 10 2007 The same situation is with all tasks of duplicated task group Task group 1 Getting Started VIP Task Manager Pro User Manual 256 5 Check Copy permissions option to save permissions assigned to task group while duplicating it and click Ok button Select Group to be inserted Task group l Getting Started Start date 06 02 2008 Note e If Copy permissions option is unchecked duplicated task group will inherit the permissions from task group it is inserted into e View permission of duplicated task group is inherited from task group it is inserted into For example particular resource or role is allowed to view task group Stage 2 If it is duplicated to Project
72. project pl ree reer Priority High Highest Urger Actual Time equal Oh 30m ae elle ANEN EERE i Estimated time equal 0h 10m List all the activities i Dale Compl Estimated T equal Oh 10m Li P Actual time equal Uh 30m kd write down depende By Resource By Date Date Range Today Empty date Date Created 14 02 2008 16 0 Date Last Modified ka Date Started equal 14 02 2008 By Date Date Range Todap Empty de Date Create 1470272008 16 w Estimate how much t Date Last M Ww Identify activities the Group tasks under di f Owner Joe Black Assignment Department Custom Field Date Starter equal 14 02 20 E critica penned ad ustom Fields Date Coroolete Date Comph w Calendar Groups BES Make a communicatir B By Resource v To display or hide Filters panel use main menu commands View gt Panels gt Task List Filters View gt Panels gt Task Tree Filters and View gt Panels gt Calendar Filters VIP Task Manager Professional User Administrato File WEVA Tools Help Task Toolbars andar Resource List Columns gt EAEE Y Task ree Titers e Current w Common Mame rg ID 4 Calendar Date Navigator Status El Notes Priority Mormal gE Comments Actual time aT Anean H VIP Task Manager Pro User Interface 79 v To move Filters panel drag it and drop where yo
73. qe Completed 3 Planning The Created 4 Wee down I Notify Events fs IW Roles arry Gtk a Full risk ake a Ganbiyghart to fe In Progress stimate how my Department al O 2 Notifications oe ay This Month o fs A A ALAE p N a e S me T E ime b Planning The 3 Planning The In Progress Double click 1 Date Created 85 Get the business case approved by senior me 12 07 2007 13 37 21 Title Creator John Doe Task group Nese 1 Getting St Task was created John Doe 1 1 Getting St 6 Get the business case approved by senior mar 12 07 2007 13 36 58 Task has been deleted i Getting St Dua doko 76 03 300 60 Get the business case approved by senior mi 12 07 2007 13 36 55 John Doe Task has been deleted i 83 Get the business case approved by senior mz 12 07 2007 13 36 54 John Doe 1 Getting St Task has been deleted
74. sections F ggregated for taskgroup EEE ae OR VIP Task Manager Pro User Manual 250 Edit custom fields options for 1 Getting Started Settings for Subgroupsitasks Ww Field qnt View in preview sections Aggregated for taskgroup 8 If you enter some formula for current custom field while creating it you can activate it for this task group by checking Calculated by custom field formula for task group In this case options Edit and Aggregated for task group become disabled Edit custom fields options for 1 Getting Started Settings for Sub qroupsitasks t Field total View in preview sections 9 Click Ok VIP Task Manager Pro User Manual 251 4 2 8 How to enter custom field values of the task group To enter custom field values of the task group use following steps I 2 3 Open New Folder or Edit Folder dialog Select Custom Fields tab Enter required values by using the keyboard or up down buttons or select custom field values from predefined drop down list according to the type of the custom field Click Ok Edit Folder Eg GD General 3 Resources amp Note d gt watch List Custom Fields Luartity price timedeliver 03 00 VIP Task
75. select it for task groups the error message will appear Tips mE To quickly select all resources click on button VIP Task Manager Pro User Manual 265 oo To quickly clear resource list click on button 6 Enter additional e mail addresses selected task group will be sent to into corresponding entry field Several e mail addresses are separated by comma or semicolon Setting parameters for sending tasks via E Mail Assigned resources for task only Custom list The list contains only resources who have e mail address in E mail field John Doe Madonna Ivan Susanin Lev Tolstoy Emst Neizvestry Backstreet boys Paul McCartney Klinton Ringo Star 7 Click Next button Assigned resources for task only Custom list The list contains only resources who have e mail address in E mail field John Doe C Madonna Ivan Susanin C Lev Tolstoy Emst Neizvestry Backstreet boys Paul McCartney C Klinton Ringo Star Additional e mail list salesdepartment yahoo com 8 Select required template from Templates drop down list This template defines the view of outgoing message VIP Task Manager Pro User Manual 266 Message header _ Message footer Note e You can create your own templates go to the folder with VIP Task Manager product by default it s path is C Program Files VIP Quality Software VIP
76. shows panel s future location while dragging it VIP Task Manager Pro User Interface 122 Planning The s Created 0 High 18 03 2008 oh 45m 18 03 2008 JohnDoe cra aaa The noes 102 re Ga oo oa oo oo oo us as gu J i nananana anuranaranaa nananana nananana a E EE A Bosarontron toes eects 8 BE E araa aranana a annman amun ama amaaa nananana nananana annama naa aana ana anamanna anara raaa anana ann anana ana aaa ara a ana a a a anann annarar a a ana a a a nna nananana ana a a atana a anana ORE RSME ana a a a a SRE MERamarome rome mpusimnasatasatnsatmeatatoasmoesstesersseraces tecstacatacat sat sastssecstesamssesscec aana ana ana a ana ana ana aana aranana na a ana a a a anann ananena a a a a a a a a a anaana nanana ESAS a ann annann anana ana a nnana n a nannaa anana ara a a anann annaa anaana nans reator Task group Roles A View Edit Delete ing permiss 4 Joe 1 Getting a DenytE a DenytE a DenytE markens dB Denel E Der 2 Der Denn TeamLeader i Denel Deny E Denne Dent unimted LER a lo Alo Alot a0 1 Getting al Comments po Permissions cat Resource Assignment dl Attachments Task history v To take Permissions panel out its default location double click on its tab Permissions DEJ i Ds mi N4 Ji r sma LLU L Edit Delete ingpermiss Developer Et DenytE a DenytE a DenytE Marketing ane Der Dam Der A enn cl
77. the corresponding drop down lists on Charts toolbar Charts A Complete Sum W Estimated time Actual time Complete 4 If the tasks are grouped by any field you can display the sum minimum maximum quantity and average value for task field on the diagrams Select required operation from corresponding drop down list on Charts toolbar Charts 5 Select required type of diagram from the drop down list in the right upper part of Chart panel VIP Task Manager Pro User Manual 259 Customize Chart gram Ih Column diagrarn E Bar diagram Line diagram h Area diagram Pig diagram TE Complete Click on Customize Chart button check those diagrams that you want to display and uncheck the rest ones From Sort by drop down list select the field you want the diagram to be sorted by and click on the button nearby to select the type of sorting ascending or descending Customization m price P complete 1 Select Data Groups tab drag data level that you want to hide and drop it to the empty space on Data Groups tab To display data level that was hidden earlier drag it on Data Groups tab and drop it where you need on Data Levels box Sc Complete Quantity p Customization EJ jata Levels Status DefaultiIn Progress Priority 4 oO r H Mor Motes Comments er Task histo
78. to its default position click on corresponding button again VIP Task Manager Pro User Interface 96 3 11 Comments Panel Comments panel features tools for adding comments to task By default Comments panel is located at the right bottom part of application window ig The g In Progress I 5 di gt Urgent 18 03 2008 2h 0m Administra 18 03 2008 John Doe ig The 3t Created 0 High 15 03 2008 Oh 45m Administra 18 03 2008 John Doe ig The 8 Created 0 Normal 18 03 2008 Oh Om Administra g The Completed High 19 03 2008 Sh Om Administra 18 03 2008 John Doe a The hi n paar Saas Pave eS ee Sra peer EE 35h 15m al Task 16 Make your project planning checklist Administrator at 12 04 2007 13 02 Please do this task as soon as possible John Doe at 12 04 2007 13 03 Task group 1 Getting St cant do this task nov John Doe at 24 05 2007 13 51 1 Getting St 7 ae It s very important to do ik right now 1 Getting St John Doe at 24 05 2007 13 52 Shall I put off my previous task 1 Getting St John Doe at 24 05 2007 13 53 1 Getting st JF S e Sm E rues als Be 1 Getting St 1 Getting St 4 Comments a Task history Motes d Attachments 4 gt Permissions 2 Resource Assignment Tips v To activate Comments panel select required task and press Ctrl Alt C hot keys v To display or hide Comments panel use main menu comman
79. wt Bl Common Hame ID Status Created n Frogn Priority High Highest Ure Actual Time egual Oh 30m Estimated T egual 0h T m By Date Date Range day Empty date w Apply to task range and due date Ww Date Create Date Last M Date Starter Date Compl By Resource Owner Assignment F ull gt None Oras ead n Range 14 02 2008 s to 14 02 2008 Ww Sh his 4 Febmuay P 4 2008 F 7 Show empty date a T reS VIP Task Manager Pro User Manual 177 If you want to display the tasks without Due or Start amp Finish Date check Show empty date option Setting filter by the Date Created Date Last Modified Date Started and Date Completed fields To quickly set a filter by the Date Created Date Last Modified Date Started or Date Completed fields select Date Created Date Last Modified Date Started or Date Completed drop down box correspondingly on Filters panel To cancel filter by this field that was set earlier check None radio button To display the tasks that were or will be created last modified started or completed by definite time or during the definite period of time check Relative radio button and select required date or period of time from corresponding drop down list Estimated T equal 0h T m By Date Date Range Today
80. 0 Reminder Resources et Attachments j Note Comments Watch List e mision Custom Fields List of comments Administrator at 12 04 2007 13 02 Please do this task as soon as possible John Doe at 12 04 2007 13 03 cant do this task now John Doe at 24 05 2007 13 51 It s very important to do ik right now John Doe at 24 05 2007 13 52 Shall I put off my previous task Comments el d Task 16 Make your project planning checklist Administrator at 12 04 2007 13 02 ms Please do this task as soon as possible John Doe at 12 04 2007 13 03 cant do this task now x Cpe m I ah E 7 L E T Ae v M black S Notes Comments o Task history di Attachments Fa Permissions Tips e To insert current date amp time into the comments position the cursor in the required place of Comments panel and press F5 key To create your own text design use Comments tab toolbar in Edit Task dialog or Comments panel toolbar VIP Task Manager Pro User Manual 166 To preview task comments section create and edit your own print design click on Print Preview button on Comments panel toolbar To print out task comments section click on TE Print button on Comments panel toolbar VIP Task Manager Pro User Manual 167 4 1
81. 1 task group with denied View permission for this resource or role then Stage 2 task group will be invisible for this resource or role VIP Task Manager Pro User Manual 257 4 2 12 How to assign default resource s for the task group If you want all tasks of particular task group to be assigned to particular resource s by default use following steps 1 Open New Folder or Edit Folder dialog 2 Select tab Resources 3 Check Default assignments option 4 Select required resources from the list 5 Click Ok Edit Folder Administrator eae Paul Smith VIP Task Manager Pro User Manual 258 4 2 13 How to make graphic reports on the task group To make graphic report on task group use following steps 1 Go to Task Tree view and select required task group on Task Tree grid or set filter by required task group on Task List or Calendar views E Task List Task Tree Calendar Resource List zs e x te Fam h Q gt G2 OF it i l A i Task List Groups le Ed i ig SUE Q wo Eg Sa m T A S EE x j x 4 ii z JE z s G H Gg Es iar Canada OR E i Set Filter asi Se USA Ghigi EE Plans ge Quotations ya iii HN i Ep Orders ya i a j i ate um F3 or Invoices ey Eha Requisition Lists 0 Payments Reordering RLiRe 3 Hg Requisition Lists be E 2 Go to Charts panel 3 Select required fields for the diagrams from
82. 17 How to group tasks Tasks can be grouped by any column by several ways 1 If there is no grey space above the Task List grid right click on column header and select Group By Box from drop down list Drag the required column header and drop it on the space above Task List grid Drag a column header here to group by that column Name List all the activities in Status 1 Created Tast tatus mpleted mpleted mpleted mpleted mpleted Progress Progress Dranrace v rn Sort Ascending ZT l line Team at Sort Descending Clear Sorting edhe line Team is Fi Group By This Field ea Group By Box n line Team E Footer n E Group Footers ha Taam Remove This Column line Team ad Field Chnnser lina Taarn Priority wv Low ID Info Estimate how much time te In Progress 17 t Normal fi Make a Gantt chart to z Completed Created e Completed te In Progress t3 Normal Name List all the activities in a i ader here to group by that column Status Created Estimate how much time Identify activities that gt Completed v Prity 0 o t Make a communication 1 Created Make a milestone plan I Created Appoint a team member Make a Gantt chart to T Completed ft In Progress oe Norme Check the project by the
83. 5 4 Monitoring The Proje Import appointments Import contacts VIP Task Manager Pro User Manual 232 Note To select task group you can highlight it and click Ok button or double click on task group To create new task group edit delete sort expand or collapse existing ones click on corresponding button on Import into drop down box toolbar Import Outlook options i Edit Folder le S a Company Pied i Getting Started 2 Defining The Project z4 or 3 Planning The Project 31 Shige 4 Monitoring The Proje LS Import appointments Import contacts Cancel 5 Check Import uncompleted tasks only option to import only the undone tasks Import Outlook options Import into 1 Getting Started Oo gai Import uncompleted tasks only Divide tasks into groups T asks Journals etc Dort import attachments Don t import tasks that were imported before Don t import contacts that were imported before Outlook groups Import tasks Import journals Import appointments 6 Check Divide tasks into groups Tasks Jornals etc option to import the tasks journals appointments etc into corresponding task groups in the same form as they are in Outlook Task Manager automatically creates Tasks Journals Appointments etc task groups If this option VIP Task Manager Pro User Manual 233
84. Black Tips e Double click on the space near Filter panel s toolbar allows managing toolbars commands and program options via Customize window VIP Task Manager Pro User Interface 83 or John Loe ge Tyan Susanin ere Double click Y Task List Filters Current wt E id Common unnunnunnnnnnuunnnunnnnnnn ll F I Task List F M Task Tree IW Resource List i Calendar Delete I Filters Task List IW Filters Task Tree Reset M Filters Calendar IW Task Groups IW Task Groups on Calendar View Iv Notes IW Attachments M Notifications I Roles t e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its right bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 84 3 9 Notifications Panel Notifications panel displays notifications of changes in task properties By default Notifications panel is located at the left bottom part of application window By Resource ial 0S write down 3 Planning The Sii LE ner w a hi ee Area ariel Cae ond Sees ener ard E Ca E ma a ol ee E mae Secinqnment Bes e 25 Notifications Resource Assidl
85. Black O Deny By Pare i amp DenyiBy Parent Jahn Pine IY allen AY Menwi Fe Garant VIP Task Manager Pro User Manual 276 4 3 9 How to filter resource To filter resources on Resource List grid by particular column click on this column header to open drop down list select required department or job title to display only resources assigned to this department or with this job title If you want to display all resources without filtering select All from drop down list E Mail yilu t Administrako ag cam nown corm now com known com da unknown com VIP Task Manager Pro User Manual 277 4 3 10 How to set task notifications To set task changes notifications use following steps 1 Open New Resource or Edit Resource dialog 2 Select Notifications tab 3 Select required fields to be informed about 4 Click Ok Tips mE e To quickly select all task fields click on Check All button oo e To quickly clear the list of fields click on 9 Uncheck All button Edit Resource a General a5 Roles Event Types Task Change Actual time Task Change Attachments Task Change Comments T 5 k E h ange Complete Task Change Due Date Task Change Estimated time Task Change Finish time Task Change Name Sending notifications by E mail yak VIP Task Manager Pro User Manual
86. Customize window VIP Task Manager Pro User Interface 141 Customize i Task List i Task Tree i Resource List W Calendar I Filters Task List i Filters Task Tree i Filters Calendar Ii Task Groups i Task Groups on Calendar View W Motes W Attachments i Notifications W Roles Administra 27 09 200 laaument 2 ED A Double click vere w T Order ID E Quotation ID RE Notes gt Comments oe Task history re Attachments a Chart Permissions 2 Resource Assignment To close the panel click on button at its right bottom corner To make the panel auto hidden click on button at its ri ght bottom corner To maximize the panel click on El button at its right bottom corner To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Manual 142 4 User Manual 4 1 Tasks 4 1 1 How to create a new task There are several ways to create a new task 1 Click on New Task button on Task List Task Tree or Calendar toolbar File View Tools Help ww Task List Task Tree Calendar i New Task ns h Task List View m ate Fos dt ah os ah 2 Press Ins key 3 Right click on Task List Task Tree or Calendar grid and select New Task from drop down list Name Status Complete 1 Order Places 1 t Edit Task F4 Delete Task Fa Duplicate Chri D Lo PL
87. D Y To take Filters Toolbar out its default location and vice versa double click on it Y Task List Filters fg oocceee Date Last M Date Starter equal 14 02 200 Date Compl By Resource Owner Joe Black Assignment Department i a ee ee CH Filters Fields Right click on Filter fields allows to carry out following operations VIP Task Manager Pro User Interface 82 Y Task List Filters Current i gt hy B Common Mame O S v Select and apply existing filter to Task List Task Tree and S Fiters current Calendar grids v Apply new filter to Task List Task Tree and Calendar grids Ooo v Set automatic applying filter Actual Time T Sie ia a Clear current filter See clea Shiftectruy Delete current filter By Date _v Save current filter Date Range Date Create H ess Date Last M Date Starter equal 1402 7200 Date Compl w By Resource Joe Black Owner By dragging columns header border you can change columns width Y Task List Filters DEJ 3 Current b y Aa 7 B Common Mame ID Status Created ln Frogn Priority High Highest Urc Actual Time egual 0h 30m Estimated T equal h 1 m By Date Date Range Today Empty de Date Create 14 02 2000 16 Date Last M Date Starter equal 1402 2700 Date Compl By Resource Owner Joe
88. E sia H E Notifications Common El Chart Mame gt eile ID mi 1 VIP Task Manager Pro User Interface 130 v To move Roles panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it Task List Task Tree Calendar Resource List amp amp amp cr aji Drag a column hear D sl Mier artmas v To take Roles panel out its default location and vice versa double click on its title Drag a column headerg Mame Ernst Meizvestny Ivan Sus Roles Joe Blach John Dod Jonh Leri Kirkoroy Developer Klinton Lev Tolst Madonna Team Leader Z o Paul Mea Ringo Stat kal kal Roles Toolbar By default Roles toolbar is located at the left top part of Roles panel lv Developer I Marketing Team Member The following table describes each of the Roles Toolbar buttons VIP Task Manager Pro User Interface 131 Edit selected role Delete selected role Tips Add or remove buttons to Roles Toolbar v To display or hide Roles Toolbar use main menu command View gt Toolbars gt Roles v To move Roles Toolbar move mouse cursor to its left border left click on it while cursor has its B Calendar w Filters Task List ae Company e Filters Task Tree pb Starting pro si Filters Calendar Ca Planning projec w Task Groups h
89. EEA AERE Ai 277 How to assign supervised resSoUrCe ss ssrsnnnnnnunnnnnnnnnnnnnnnnnnnn nnn nnnnnnnnnnnn nnmnnn nnnm nnmnnn nnne nnna 278 HOW tO SOM NO SOU CES ss cnccsceteccctndeucers anan a aa aaa A aa aA AA Ei 279 FOW tO Orup rOSOUTCOS iisipin aaa an aa EEEE Eaa eaaa iad apanata 280 How tO expor Rosau rca acc ccs at cede reste meeps eiia Eaa EE AEAEE a a EE AAEE Ea aaa E NEEDE 281 How to print out Resource GG i fs cde det cneecetie tu eknadcte cc ecnccntyedubdcdd aeda ia aaa aaa ariaa EER aaaea 282 VIP Task Manager Pro Introduction 5 1 Introduction 1 1 What is VIP Task Manager VIP Task Manager Professional Edition is a client server software for team collaboration based on access permissions Authorized users can simultaneously access the common database through Local Network LAN to see add and edit certain tasks if they are granted appropriate permissions It is the best solution for planning scheduling sharing tracking and reporting tasks appointments projects and any company activities in small and midsize business government and non government institutes non profit and educational organizations Thank you for choosing VIP Task Manager We sincerely hope you enjoy our program VIP Task Manager Pro User Start Up 6 2 User Start Up 2 1 Step 1 Setting 2 1 1 Setting Task Groups After you have successfully installed VIP Task Manager you can start organizing your company activ
90. Edit name of root task group allows to change the name of root task group only if you login under administrator account e Export View to Excel allows to export Task List Task Tree Calendar and Resource List views to MS Excel Export View to HTML allows to export Task List Task Tree Calendar and Resource List views to HTML Import VPXML allows to import tasks from VIP Team To Do List software product Import from Outlook allows to import tasks contacts journals and appointments from MS Outlook Print allows to print out Task List Task Tree Calendar and Resource List views Print Preview allows to preview Task List Task Tree Calendar and Resource List views create and edit your own print design Exit allows to exit the program Inside View menu the following options are available VIP Task Manager Pro User Interface 44 VIP Task Manager Professional User Adm gt File WEZA Tools Help pE Task GS aTa T oo v Task List Panels gt v Task Tree Columns gt v Resource List lasresr arvaps 7 Calendar E Task List Filters Task Tree Filters x A r o e7 S E Company H E 1 Getting Si v o 2 Defining The v Task List Groups o 3 Planning Th v Calendar Groups t 4 Monitoring To A Y Notes 5 Closing Dow aS g John Doe es Paeria Ivan Susanin Y Notifications Emst Neizvesti Y Roles Joe Black v
91. F Calendar Groups k o 4 Monitoring w Motes we a Attachments i S Errist CE ee o Joe Black w v Permissions o Backstreet bo F ior Goals v Resource Assignment wf v Comments Wy Y gt Current Customize v To move Task History Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need VIP Task Manager Pro User Interface 119 Task histor Ed Administrator at 26 03 2007 10 58 a John Doe at 14 05 2007 13 19 Estimated Time Oh Om gt Oh 45m Actual Time Oh Om Oh SOm Inhan Mino sk 93 00 ST 1d yt SS Notes dz Comments dl Attachments P Fermissions A Resource Assignment oe Task history v To take Task History Toolbar out its default location and vice versa double click on it Task history Administr Toue date Estimated Time Actual Time 0 John Doe at 2 Start gt 16 03 2006 0 00 Tips e Double click on the space near Task History panel s toolbar allows managing toolbars commands and program options via Customize window Urgent 11 03 2008 Oh Som Customize IMormal 18032008 Ohome oo High 20 03 2008 zhom a a Toolbars Highest 26 03 2008 E eee Tae Task List my Task Tree Rename I Resource List gt Blew
92. Field a a E B Group By Box gt Align left selected column jonh unknown carn S Footer en o o F gt Align right selected column ES croup Footers O gt Align center selected column madonna unknown co E gt Set selected column best fit Remove This Column Es Set alll columns best fit bolstoy unknown cor el Field Chooser K mail ru align Left Align Center 4 Best Fit lh al F Best Fit Call columns E 4 EJ Permissions Left click on column header allows to sort resources in ascending or descending order by selected VIP Task Manager Pro User Interface 70 der here to group by that column Sd ee dl meim known cor bolshoy unknown corm ua Drag amp Drop method applied to column header allows to carry out following operations on Resource List Grid gt Replace selected column where you need Gy that column strator Y Department Job title Address Departmenth source Administrator amp Department J eas ae B Tv m eae a e e E bevemeer eS i Developer imi F Developer i aia com BE o J AE e e A em a ae Mo M O S Team member mm comt O Teammember o M M O pae O e a Pa M o M M S Unknown com Mo tinknown U gt Group resources by selected column VIP Task Manager Pro User Interface 71 Drag a column header here to group by that column 7 Mam k here
93. Get the business case approved by senior managi 12 07 2007 13 36 54 John Doe 1 Getting Task has been deleted 4 Get the business case approved by senior managi 12 07 2007 13 29 52 John Doe 1 Getting lt Dua dako FR ee gt VIP Task Manager Pro User Interface 88 Left click on column header allows to sort notifications in ascending or descending order by selected column l Date Created N 85 Get the business case approved by senior manag 12 07 2007 13 37 21 Task was created T 6 Get the business case approved by senior manage 12 07 2007 13 36 58 Task has been deleted 80 Get the business case approved by senior manad 12 07 2007 13 36 55 Task has been deleted fi 63 Get the business case approved by senior manag 1 2 07 2007 13 36 54 Task has been deleted L 64 Get the business case approved by senior manag l 12 07 2007 13 29 52 Puno dakoa 2R n2 Sonne _ Right click on Notifications grid allows to carry out following operations Notifications Creator John Doe 7 Ge Open Task 85 Get the business case approve ee Check for a new notifications Task was created Chrl o shift Ctr O J l Mark s Read 6 Get the business case approved H p Task has been deleted aE Mark Al as Read 80 Get the business case appro Task has been deleted L 33 Get the business case ap
94. John Doe Madonna Ivan Susanin Lev Tolstoy Ernst Nezvestriy Backstreet boys Paul McCartney Klinton Ringo Star T Rs zoe Tips ck on To quickly select all resources click on E button oo To quickly clear resource list click on button 21 Enter additional e mail addresses selected task will be sent to into corresponding entry field Several e mail addresses are separated by comma or semicolon Setting parameters for sending tasks via E Mail Eg Assigned resources for task only Custom list The list contains only resources who have e mail apes EE Am foo address in E mail field Em joo John Doe F Madonna Ivan Susanin Lev Tolstoy Ernst Neizvestny _ Backstreet boys Paul McCartney Klinton Ringo Star Additional e mail list mnent tyahoo com salesdepartment yahoo com J 22 Click Next button VIP Task Manager Pro User Manual 227 Setting parameters for sending tasks via E Mail Assigned resources for task only Custom list The list contains only resources who have e mail address in E mail field John Doe Madonna Ivan Susanin Lev Tolstoy Ernst Nezvestny Backstreet boys Paul McCartney Klinton Ringo Star Additional e mail list salesdepartment yahoo corn 23 Select required template from Templates drop down list This template defines the view of outgoing message Note e You can crea
95. L 4 Double click on Task List Task Tree or Calendar grid empty space VIP Task Manager Pro User Manual 143 4 1 2 How to edit a task There are several ways to edit a task 1 Select required task and click on Edit Task button on Task List and Calendar toolbar or Edit button on Task Tree toolbar File View Tools Help Task List Task Tree Calendar Resource List oe Q TE E S f SE on Task Edit Task F4 List View E 42 Ey e co amp oy of 2 Select required task and press F4 key 3 Right click on required task on Task List or Task Tree grid and select Edit Task or Edit correspondingly from drop down list Infa Mame Status Compl a i ere E lieh New Task Ins ie 7 a i 2 Ge Delete Tas F i O ao Duplicate Chri o a 3 he 4 Double click on selected task on Task List Task Tree or Calendar grid VIP Task Manager Pro User Manual 144 4 1 3 How to delete a task There are several ways to delete a task 1 Select required task and click on Delete Task button on Task List and Calendar toolbar or Delete button on Task Tree toolbar Eile View Tools Help ab RE OF oe ttl amp x Task Grou Delete Task Fa MM EJ a me nw ear 2 Select required task and press F8 key Select required task and press Delete key 4 Right click on required task on Task List Calendar or Ta
96. Lev Tolstoy e eona Paul McCartney aie T User Start Up 26 VIP Task Manager Pro 2 2 3 Planning Time While scheduling a Task you can estimate the time this Task can take and make a more realistic timetable If the task should be done by a certain deadline you can set its Due Date Ej Hew Task 2 Comments d gt watch List a History es Custom Fields a General Reminder 2 Resources da Attachments gt Note Name VIP Task Manager Purchase Priority lt p Urgent Task Group 15 minutes ax S d Tr 20 minutes Complete 0 Due Date DateTime Select Estimated Time from drop down menu de Comments td Watch List a History Custom Fields fe Reminder 2 Resources da Attachmenta Note e Hame VIP Task Manager Purchase Due Date 10 10 2007 w 4 October 4 2007 Date Time M4 TwtTfteSs s Start Time Peo eo ar 2 z Finish Time 2 4 E Recurrence 22 23 24 25 2 29 30 31 Ta y Check Due Date and select a calendar date VIP Task Manager Pro User Start Up 27 If a Task should begin at a certain time and finish at a certain time you can set Start and Finish Date and Time History Custom Fields gt Note Name VIP Task Manager Purchase i O Priority Task Group Compay Estimated Time Actual Time Workflow Due Date 10 10 2007 we fe Reminder Comments Fy w
97. Marketing VIP Task Manager Pro User Manual 273 4 3 6 How to delete a role There are several ways to delete a role 1 Select required role and click on Delete Role button on Roles Panel toolbar ey Roles A x RBE Delete Role C unlimited 2 Right click on required role on Roles Panel grid and select Delete Role from drop down list JIR oles ra Ed a a e of GF GM To Mew Role Edit Role Kos fu Delbte Role 3 In New Resource or Edit Resource dialog select Roles tab select required role and click on Delete Role button or press Del key Edit Resource oO a gg am OO ee Re Delete Role Del Unlimited Team Leader Team Member Developer Sales manager OwA Marketing In confirmation window click Ok if you want to i Confirm delete this task or No 1f not a Doyou really want to delete selected records 1 i a VIP Task Manager Pro User Manual 274 4 3 7 How to assign resource s to role Resources may be assigned to particular role by using following steps 1 Open New Resource or Edit Resource dialog 2 Select Roles tab 3 Select the role you want this resource to assign to 4 Click Ok Tips mE e To quickly select all roles click on Check All button oo e To quickly clear the list of roles click on 2 Uncheck All button Edit Resource
98. Normal 25 03 2008 Oh Om 7182h 12m 28 B E Hoh 26 03 2008 thom JHigh 26 03 2008 28 5 7158h P Normal 271032008 0h Om 7230h 12m 28 oa 25 03 2008 7182h P Normal 27 03 2008 Oh 10m 7230h 12m 28 esi 27 03 2008 730 P normal 28 03 2008 48h Om 7254h 12m 28 gt Group tasks by selected column VIP Task Manager Pro User Interface 52 Drag a column header here to group by that calum iis Info Ta Name o Status cde plete Priority List all the activities in wie Created ka Low Ca Eten mine ps meos 10 Oera a iter O _25 __Appointateammember Completed Ka rich 30 Set a realistic deadline T o 18 Grouptasksunder Created Ei dil Make your project te In Progress cpp Urgent 1 fs P I nr ader here to group by that column Mame Status Complete Priority List all the activitiesin Created ka Low Left click on Current filter box allows to temporarily reset or edie current filter ie Curent filter fis any of 4 Monitoring The Projecti Drag a column header here to group by that column ID Status Name DueDate Info 76 ge Draft Appoint someone to be oS ee rats Mate esoromancces r geloraft a A a g 35 0 Created Agree monitoring and 25 04 2008 Grid Footer Right click on Task List grid footer under particular column allows to carry out following operations gt Watch total value of selected task property where it makes sense VIP
99. Om T 4 test 1 19 2007 1 25 PM Administrator Development Mew Assignments test Task has been created Click on Find Task button VIP Task Manager Pro User Start Up 31 2 4 Step 4 Management 2 4 1 To Do List Management VIP Task Manager allows you to manage your company or your team to do lists projects and schedules All three tools are interconnected so you create a task and manage it in Task List Task Tree and Calendar view Drag a column header here to group by that column Number Name Priority Status Complete Start Date Finish Date Due Date Time Left Folder Owner Assigned Estimated Time Actual Time Info 1 Destroy competitors records Highes In Progress 15 8 25 2006 10 00 9 2 2006 12 00 i Agressive Administrator Michael Jacksan 12h Om 7h Om Sea 2 Buy all the radio airtime Low Cancelled MESSE 8 26 2006 11 00 8 31 2006 12 00 Agressive Administrator Michael Jacksan 8h Om 2h Om oe 3 Sell songs Free of charge Urgent In Progres 25 8 21 2006 1d 8h 46m Agressive Administrator Michael Jacksan 2h Om 2h Om Ss a 4 Send songs by e mail Norma Draft O 8 21 2006 12 00 8 29 2006 12 00 8 21 2006 1d 8h 46m Direct Administrator Michael Jacksan 30m 30m Se Task List view shows you Tasks as a to do list It is very useful and powerful time and task management tool for prioritizing sorting grouping tasks VIP Task Manager User Tom Jons DataBase 197 168 0 9 C Prop
100. Sending taskisi by Email a Export Printing Print taskis Group tasks under imr erem l A E EE EE hy ena JE Print Preview ShiFk Ctrl P Identify activities that have to d J E Erint ue Prioritize planned activities 7 Export i a Baceliep Make a communication plan and dl N Export wiew To HTML VIP Task Manager Pro User Manual 183 4 1 22 How to set task changes notifications The notifications of task changes are received by the owner of the task and the persons who are assigned to this task To set task changes notifications for other employees use following steps 1 Open New Task or Edit Task dialog 2 Select Watch List tab and check the resources who you want to receive the notifications about this particular task changes 3 Click Ok button Edit Task 5 General 6 Reminder d Resources d Attachments gt Note Comments E7 Watch List l History Custom Fields OO Em OO L Administrator L Backstreet boys Ernst Nezvestry C ivan Susanin Joe Black Ley Tolstoy Madonna Paul McCartney Ringo Star T Tip e Ifa task has Draft status the notifications won t be sent In order that required resources receive notifications change task status from Draft to Created VIP Task Manager Pro User Manual 184 4 1
101. Shows the date when the Task should be started Finish Date Shows the date when the Task should be completed Due Date Shows the date by which the Task should be completed deadline Time Left Shows the time left till the Due Date Estimated Time Shows how much time the Task is supposed to take Actual Time Shows how much time the Task really took Date Created Shows the date when the Task was created Date Last Modified Shows the latest date when the Task was modified Date Started Shows the date when the task is started Date Completed Shows the date when the task was completed If you don t need any of these parameters you can easily remove them from your Task List see Customizing Views If you need more parameters you can easily add them to your Task list Edit custom fields VIP Task Manager Professional User Task List G Mew Ins fi E Type Required Filtering Grouping Active Y Filters m Si Current il Fey a 3 4 T Select Custom Fields in Tools menu Click on New button Set parameters for Custom Field Title Name of this Custom Field Type Possibility to select the type of this Custom Field Allow filtering Possibility to filter Tasks by Custom Field Allow grouping Possibility to group Tasks by Custom Field Required This Custom Field is required when adding or editing Tasks Formula Possibility to enter some mathematical lo
102. Star Madonna Print Preview Shifk Ctri P Kirknrnav E Print rrl P 4 Double click on required resource on Resource List grid Tip e To edit current resource setting select main menu command File gt Edit User Profile VIP Task Manager Professional Vale View Tools Help Change User Edit User Profile De Archive mode Edit name of rook task group m Fynnrt wiew To Ferel h VIP Task Manager Pro User Manual 270 4 3 3 How to delete a resource There are several ways to delete a resource 1 Select required resource and click on Delete Resource button on Resource List toolbar AS T A p F GJS a a i Delete Resource F8 2 Select required resource and press F8 key Select required resource and press Delete key 09 4 Right click on required resource on Resource List grid and select Delete Resource from drop down list Administrator ivan Susanin Ernst Neizvestny Joe Black Paul McCartney Delete all preset filters Ringo Star 2 Al Delete Resource c Print Preview ShiPt Ctri P Madonna In confirmation window click Ok if you want to delete this task or No if not Confirm VIP Task Manager Pro User Manual 271 4 3 4 How to create a new role There are several ways to create a new role 1 Click on Ne
103. TML gt Export Calendar grid to HTML Right click on the task on Calendar grid allows to carry out following operations VIP Task Manager Pro User Interface 63 gt Create a new task gt Edit selected task gt Delete selected task gt Make a copy of selected task Create next recurrence of the task Duplicate ert gt Change the status of selected task gt Increase selected task priority gt Decrease selected task priority gt Select and apply existing filter to Calendar grid gt Clear all filters on Calendar grid s Decrease Priority Shifk Ctri Down gt Move the task to archive Filter gt Send the tasks by e mail gt Print selected task s gt Preview Calendar grid create and edit your own Sending taskis by Email print design Export Printing t gt Print out Calendar grid gt Export Calendar grid to Excel gt Export Calendar grid to HTML a Make vour project planning checklist e New Task Ins Edit Task F4 Ge Delete Task F g Change Status Increase Priority Shift Ctrl Up Move to archive Right click on Time column allows to change schedule time interval on Calendar grid Joe Black 29 March 09 oo is Appoint a team member to manage each risk 30 min 10 E 15 min n a 12 min 13 o0 30 3 Make your project planning checklist 14 30 15 og 30 10 min emo rour project For slipping tasks Left click on and buttons allows to
104. TP Enable E Mail sending Host smtp aol com Port 587 H Default 25 Authentication User Password p Check every 10 g r Sender Mame Jones Smith Sender E Mail smith aol com min 13 Click Test button to send test message Database Manager General Databases SMTP Enable E Mail sending Host smtp aol com Port 587 4 Te Default 25 Authentication User jones a Password eects Check every 10 12 r Sender Mame Jones Smith Sender E Mail smith aol com min Apply 14 Click Close button VIP Task Manager Pro User Manual 223 Database Manager Enable E Mail sending General Databases SMTP Host Fort Authentication User Password Check every Sender Name pop gmail com a sl Default 25 5 eS Login TLS jjonesmail kesto 4 a 10 i 3 Jones oo min Sender E Mail 15 Start VIP Task Manager right click on required task and select Sending task s by Email from drop down list Name Develop a business Make Sure the project qe Complet Priority Higt Status Complete feces TOER Tae New Task Ins Pi Overview any key ris 2 i Edit Task F4 Identify all concernec I Delete Task Fa t Consult a finance i i Dup
105. Task Manager Professional and put them into XSLT folder After that your templates will be available in Templates drop down list of Setting parameters for sending tasks via E Mail window 9 Enter the header of e mail into Message header entry field Setting parameters for sending tasks via E Mail Templates Default xslt Message header a Message footer 10 Enter the footer of e mail into Message footer entry field VIP Task Manager Pro User Manual 267 Setting parameters for sending tasks via E Mail Templates Default salt ha Message header New tasks Message footer Please do it as soon as possible 11 Click Send button Templates Default xslt we Message header New tasks Message footer Please do it at soon as possible VIP Task Manager Pro User Manual 268 4 3 Resources 4 3 1 How to create a new resource There are several ways to create a new resource 1 Click on New Resource button on Resource List toolbar File View Tools Help Task List Task Tree Calendar Resource List Ae 2 S isi i New Resource Ins ah ga ga a GF ER Mam 2 Press Ins key 3 Right click on Resource List grid and select New Resource from drop down list Mame E Mail administrator John Doe Recs pean Susanin eE Resolice Ernst Neizvestny se Del
106. Tia D i oo on Users can customize Calendar view by adding or removing Resources Schedules displaying Schedules for various time periods changing Time Interval Date Navigator z Ed Tom Jons Monday August 21 Tuesday August 22 Wednesday August 23 August 2006 September 2006 b 5M TW TF5 5M TW T F 5 n 3031 12345 1 2 i e 6 7 8 9101112 3 456 7 8 9 ee 2 13 14 15 16 17 18 19 10 11 12 13 14 15 16 _ 20 REEE 2526 17 18 19 20 21 22 23 dare S27 28 29 30 31 24 25 26 27 28 29 30 about love G i234567 Ye Order more country music dit Translate songs inta native languages alil o Task Groups ma ELS Da Se 5 BE Y Filters Calendar is a rhymes tonigh so right miss kiss Notifications Show More Resources ff E 2 E Attachments Display more or less Resources Schedules VIP Task Manager Pro User Start Up 39 Task List Task Tree Calendar Resource List Gy eG amp Months Days 30min ft m7 Tom Jons week view Ctr 2 Date Navigator Monday August 21 Thursday August 24 August z006 8 00am 9 30am Wants to take part in th SM TW oT F 45 lL 23 G 6 7 91011 12 13 1415 16 17 18 19 J 20 21 22 23 24 25 26 September 27006 P 5SM TW TFS 1 2 454 6 7 6 9 10 11 l2 13 14 15 16 H 17 16 19 20 21 22 23 6 30am 4 All the songs should be about 10 00am gt or Give live concert
107. To return to margins default values click on Restore Original button Click on Print button if you are ready to print CA Page Setup Page Margins Header Footer Scaling Preview Top 12 70 mm Bottom 12 70 mm Left 12 70 mm Right 12 70 mm Header 6 35 mm Footer 6 35 mm Restore Original Center on page Wertically Cancel 4 In Page Setup dialog on Header Footer tab enter left center and right header and footer titles or select predefined information from Predefined Functions box set headers and footers font background vertical alignment Click on Print button if you are ready to print VIP Task Manager Pro User Manual 195 CA Page Setup Page Margins Header Footer Scaling Header Font 8 pt Tahoma Background Mo Fill Header Title right Header title left Header title center Footer Font 8 pt Tahoma Background Mo Fill Footer tithe center Footer title right Footer title left Vertical Alignment Predefined Functions e o mm we l coe 5 In Page Setup dialog on Scaling tab enter percentage page scale of normal size by checking Adjust To radio button and selecting required value in corresponding entry field with the help of up down buttons To divide your task list into required amount of pages lengthways and in width check Fit To radio button and enter required values in cor
108. To take Notes Toolbar out its default location and vice versa double click on it Motes TP Microsoft Sans 2 iz F F Notes entry field How to upgrade to the latest version 1 Download the latest version of the application 2 Save zip file somewhere in a shared folder and unzip t 3 Close the application on each PC in the network 4 Install the latest version on each PC from a shared folder 5 Restart each PC in the network 6 Start the application on the first PC r Update the database the application will automatically back up your old database The backing up process may take some time s0 please do not abort the process o Start the application on other computers in the network Right click on Notes entry field allows to carry out following operations VIP Task Manager Pro User Interface 95 Task 16 Make your project planning checklist How to upgrade to the latest version Save zip file somewhere 3 Close the application d 4 Install the latest version c 5 Restart each PC in then 6 Start the application orf tl 7 Update the database fh s0 please do not abort the 6 Start the application off c Select All Tips v Undo last operation iv Redo last operation v Cut selected text v Copy selected text v Paste selected text in required place of Notes grid v Delete selected text v Select all text e Doub
109. VIP Task Manager Pro VIP Task Manager Pro Contents Part Introduction 9 t Whatis VIP Task MAIDA ssassn R ea EEES 5 Part Il User Start Up 6 ME E oe a a te carers tence ese teeta tes cee bee ents ene va A E E A E E A 6 SOLU Task GR OUD S ainei A pecan scecatt a a Ei 6 SEUNG ROIS siiin EAR ERARE yet ARE AS REE E Ra 10 MOLEC JRO SOUNC CS ssis iaa EA Aa AED EA 13 SEWING WOIKHOW cccsseees ceptetspzecotsncteceesh seetanns ces a aaia Ean AAAA Aa AEEA Aaaa 15 DOUING TaSkS spion E iR AE A E oecaucnrencuy 18 2 SEPP p E S 21 Planning TASKS oise aE eaaa EEE 21 Planning ROSOUNCO S isise Eia ares ohm anap aar a O aaea aa 25 Planning TIME ssgaecencececceaccsccecizemieneieecennassesgaceaeapanceseccncsuanncessicsacacnsecncencesnckacusanaecgeencuasaueseannsnaapancenasncunmsasemcenteasonscscneis 26 3 Sp COMMUNIC AIO ssia R aaa E aa aa aa 29 Sending amp Receiving Notifications cccccecsssseesseseeseeseeeeeeeeeeeeseeeeeeneseeeeeeeeeseeeeeesesasnseneseeneaeseesseseeseeseesesesasesenesnenanenens 29 A SUED 4 Management ssuoiiierinoaiansnen sunina niai aaa aa aaan 31 TG DO LS Maina SUMAN n E E E EE 31 Proci Manag orn eril renni EEE EEEE pase nme EEEa EEE 32 Schedule Mal AC SII sssini E aR eaii 33 5 St pp 5 Trackihg S REDONO oina aa aaaea 35 APPNO FINOS ciie E 35 Wan LISE aandaa ainai e AAEE Aaea E E aaar Aaii 36 MO E E E E E E A E E ce aseuuaxembenguecaseulennen 37 Customizing VIEWS siasa a ERA ae aE Aa en aaa E Eaa aaa
110. Zoom drop down list in right click contextual menu allow to adjust the scale to your screen to display the whole pages To go to the first last or previous next page use corresponding buttons on Print Preview toolbar or Home End and Page Down Page Up keys or select required page number in Active Page field on Print Preview toolbar using up down buttons The same actions are available via Go main menu Print Prewhew Fie View Format Go If you don t need margins on your page go to main menu command File gt Options and uncheck Margins checkbox or use View gt Margins main menu command E Print Preview 50 Sis view Format i Design Ctrl D plimi Rebuild Ctrl F5 i fee ieee geal chee Zoom on ool with Intelios zoom teg af Margre Hires while Graggng lel Save Ctrl 5 OCTETS CAERSE s Print Ctrl P Paesuranient Links Marge Cala rint rl oe ts Page Setup Options E Assigne 2 2 OR User Manual 197 VIP Task Manager Pro E Print Preview YJE AEGEE h CtrlM H w Flat ToolBar Buttons Large ToolBar Buttons w Margins Bar Save your report using main menu command File gt Save If you want to load already existing report select main menu command File gt Load To print the report use main menu command File gt Print or Ctrl P key
111. a Deny E a DenyiE 2 DenytE O DenyfE 2 DenyiE 2 Deny E O DenytE Sales manager O DenyfE 2 DenyfE S DenylE amp DenyE 1 Getting St Team Leader O DenyE O DenytE 2 DenyfE 2 DenytE O O DenviE O Denyie Unlimited allow E P allow E allow e P allovute Administrator allow E 22 AllioeE EO AllowE P AlowtE BY DenyiE O DenviE O DenyiE O DenylE 1 Getting SE a Team Member O Deny E 2 DenytE 1 Getting St 1 Getting St gt Notes aA Attachments Fd Permissions Resource Assignment a Tips v To display or hide Permissions panel use main menu command View gt Panels gt Permissions VIP Task Manager Professional User Administr File WEVA Tools Help Task L Toolbars andar Resource List gk Task List Groups a E Columns Y Task List Filters YY Task Tree Titers Y Task Tree Filters Current wf vg Calendar Groups Jan Common n Y Calendar Filter Name i 8 Calendar Date Navigator Ing bi Status mes D Ei Notes F Priority a Comments a rir Actual time Resource Assignment ot Estimated Ti Gl attachments ine By Date ge Task history pee ee FS Permissions Date Create Date Last Mi S i v To move Permissions panel drag it and drop where you need There must be a gray frame that
112. a e Range 14 02 2008 to 16 02 2008 Ww d Febrian P 4 2008 F M TW TF5 45 6 fF 11 17 13 RED 1 1 18 eU 21 22 2 25 2b 2 20 2 By Resource Owner Assignment J 2 Then click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Setting filter by the Owner field To filter tasks by the task owner the person who created the task select required resources from Owner drop down box on Filters panel click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys By Resource OWwner Ww Assignment 00 E al Pe parment C Administrator Custom Fieldd _ Backstreet boys Ernst Neizvestny C Ivan Susanin lotifications C Joe Black a John Doe A a F Kirkorov L Klinton m Tolstoy L Madonna C Paul McCartney L Ringo Star ENEC Setting filter by the Assignment field To filter tasks by the task assignment the person who the tasks are assigned to select required resources VIP Task Manager Pro User Manual 179 from Assignment drop down box on Filters panel click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys E By Resource Owner af Assignment wt Department Administrator H Backstreet boys Jotifications L Emst Neizve
113. ab Task history le Eg Priority Mormal gt Urgent Administrator at 28 03 20 hlami fociqnmoanke Tahr Ce Ei Motes dz Comments Ci K history a Attachments P Permissions E Resource Assignment To return Task History panel to its default location double click on its title Double click azg Attachments Task history k Administrator at 28 03 2007 10 58 B Due date 3 22 2006 gt 3 18 2008 Administrator at 28 03 2007 11 45 Priority Normal gt Urgent Administrator at 28 03 2007 12 08 k Fe serine eee Task History Toolbar By default Task History toolbar is located at the left top part of Task History panel VIP Task Manager Pro User Interface 118 Task history DEJ John T at 14 05 2007 13 19 Estimated Time Oh Om gt Oh 45m Actual Time Oh Om gt Oh SOm Inhn Mino sk 39 0 SOT 124 561 4 d Comments A Attachments fo Permissions 2 Resource Assignment a Task history The following table describes each of the Task History Toolbar buttons So Tips v To display or hide Task History Toolbar use main menu command View gt Toolbars gt Task history VIP Task Manager Professional User Adm x Task List Panels WF Task Tree oun j Resource List lt Calendar Task List Filters Ea Task Tree Filters a a 2 Defining TH v Task List Groups 2 3 Planning Thy
114. ace 126 UL wu lt manm C g 1 1n Progress YF Normal 4 Ual Ui Un UM doministhacor Ine 25 03 2008 Oh Orn Administrator Ivan Susanin jec 271032008 Oh Orn Administrator et ee alee Options 27103 2008 Oh 10m Administrator Joe Black jec Oh Or John Doe 29 03 2008 Joe Black jed Oh Or John Doe 29 03 2008 Joe Black I Task List dea il Task Tree Oh Orn John Doe John Doe ded Resource List oh Om John Doe Joe Black John W Calend E witi ee Oh 0m John Doe Joe Black John iv Filters Task List li Filters Task Tree Reset lv Filters Calendar lf Task Groups lf Task Groups on Calendar view iv Motes k Attachments Oh Orn John Coe 2903 2008 Joe Black we a 7 a Iv Notify Events Roles n plan and communicate it with all concerned View Edit Delete Setting permissions hn Doe 1 Getting SI Developer SO Deny By Pare O Deny By Pare 2 Deny By Pe 2 Deny By Parent Marketing O Deny By Pare O Deny By Pare 2 Deny By Pe 2 Deny By Parent hn Doe 1 Getting SI Sales manager O Deny By Pare O Deny By Pare 2 Deny By Pe 2 Deny By Parent Team Leader O Deny By Pare a Deny By Pare O Deny By Pe 2 Deny By Parent hn Doe 1 Getting I Team Member O Deny By Pare O Deny By Pare O Deny By Pe 2 Deny By Parent lHnlimited SY aaway P
115. ack John Plan I Task Tree Oh 0m John Coe Joe Black John Plan z eae List Oh Om John Coe 2O03 2008 Joe Black alendar Filters Task List i Filters Task Tree Filters Calendar 35h 15m w W Task Groups i Task Groups on Calendar View fe Eg iv Motes Iv Attachments a Iv Notify Events iI Roles gt f Double h click i F 1 Getting 5 a T a E U E i Ev 1 Getting st 72S 1 Getting Sl wf JE Comments gt Notes 47 Permissions al a i l Resource Assignment ga ttachments o Task history e Double click on Comments splitter allows to display or hide comments entry field VIP Task Manager Pro User Interface 102 Comments DEJ Please do this task as soon as possible John Doe at 12 04 2007 13 03 we xa m miele fe s gt cv le lee ls eS Notes we Comments a Task history ia Attachments 2 Resource Assignment To close the panel click on button at its right bottom corner To make the panel auto hidden click on button at its ri ght bottom corner To maximize the panel click on El button at its right bottom corner To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 103 3 12 Resource Assignment Panel Resource Assignment panel features tools for creating editing and deleting resources and assigning them to tasks By defaul
116. ager General Databases SMTP Enable E Mail sending Host smtp aol com Port Authentication User Check every min Sender Mame Sender E Mail 9 Change time out value in Check every entry field if needed and click Apply button Database Manager General Databases SMTP Enable E Mail sending Host jsmtp aol com Port Authentication User Fassword Check every Sender Mame Sender E Mail 10 Enter your name into Sender Name entry field It will be added to the message VIP Task Manager Pro User Manual 221 Database Manager General Databases Enable E Mail sending Host smtp aol com Port 567 5 Default 253 r Authentication Login ka User jones Password peer Check every Sender Name Sender E Mail 11 Enter your e mail address into Sender E Mail entry field It will be added to the message to From field Database Manager General Databases SMTP Enable E Mail sending Host smtp aol com Port 587 4 p Default 25 r Authentication Fassword erie Check every 10 g5 iea min Sender Name Jones Smith Sender E Mail mikhi aal com i 12 Click Apply button VIP Task Manager Pro User Manual 222 Database Manager General Databases IM
117. ain menu command File gt Archive mode Change User Edit User Profile Edit name of mE group Export view To Excel Export view To HTML I VIP Task Manager Professional Use E view Tools Help ce List 2 Right click on required task group on Task Groups panel or on Task Tree grid 3 Select Restore from archive from drop down list ie Task List Groups Ed Sa Ge Sa E Fa Company fr Set Filter Restore From archive k gt Expand All Ehen Company OR gt Expand All ni a VIP Task Manager Pro User Manual 253 4 2 10 How to duplicate the task group To duplicate the task group follow the steps below 1 On Task List or Calendar view right click on required task group on Task Groups panel and select Duplicate task group from drop down list On Task Tree view right click on required task group on Task Tree grid and select Duplicate from drop down list or press Ctrl D keys Task List Groups le coe SB E on Purchasing O Al F m Purchasing i NEE Eg Pu m P eee Set Filter igh EM H E Hk i a New Task Ins i Reset Filter S a Qu B i G New Group Ctrl 6 E K jo B ig New Task Ins OR ga Edit F4 o aeni a i Delete F gP Quot o Mer Chrl 6 mga E Tack List F Ge Delete I o Inv Insert copy of bask group go Pas Insert copy of task group h malo Current
118. anels iv Task Tree fe m Columns k A Resource List eee Calendar gt Current ka ER Filters Task List amman 2 Filters Task Tree Hae Filters Calendar ID v Task Groups ai Status F Task Groups on Calendar view a Priority m Motes Actual time y Attachments a Estimated Ti m Motifications HR By Date e Date Range Permissions Date Create ka Resource Assignment v To move Permissions Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Permissions aa pe Task 23 Make a communication plan and communicate it with all concerne Y Roles View Developer A Denytl Marketing a Denytl Sales manager al Denytl Team Leader O Deny v To take Permissions Toolbar out its default location and vice versa double click on it Permissions Task 23 Make a communication plan and comu Roles Developer Marketing N Double click Sales ma Admini rerea Backstreet boys imho ches VIP Task Manager Pro User Interface 125 Permissions grid Roles A View Edit Delete Setting permissions Developer a Deny By Pare a DenyiBy Pare Bt DenyiBy Pe a DenyiBy Parent Marketing Sales manager a Deny By Pare a DenyiBy Pare ay DenyiBy Pe Team Leader Qt DenyviBy Pare ay DenyiBy Pare o DenyiBy Pe Team Member OF Deny Par lnlimitad HP Aa
119. arel 22 alinae Pare 2O Alini Be Pe 28 Alii Re Parent hn Doe 1 Getting SI 2 Comments Notes 4 Permissions Resource Assignment Attachments la Task history yt k e L nE e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its ri ght bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 127 3 16 Date Navigator Panel Date Navigator panel allows to select date to display its schedule on Calendar grid By default Date Navigator panel is located in the left top part of Calendar under Calendar Toolbar VIP Task Manager Professional User Administrator DataBase tas File View Tools Help Task List Task Tree Calendar Resource List 3 oO amp amp e eS 23 John Doe Joe Black E Date Navigator April 2007 May 2007 M Tw TF 5 5 M Tw TF 5 5 1 Lea a a og e345 6 T amp Sr 91011 12413 O08 9 10 11 12 13 14 15 1415 16 17 16 19 20 z0 e 16 17 1819 20 21 22 21 22 23 24 25 26 27 99 23 24 BJ 26 27 26 29 28 29 3031 F 2 30 10 EE Gii T Filters Calendar m EJ 11 no Tips VIP Task Manager Professional User Administra File Hee Tools Help Taskl Toolbars pndar Resource List Columns T Task List
120. arra The ie ceed O ow Omma aa O ohom amsa Mn rea he ono OOE a Perrot pmPoaess MA Oron 27o chon nines Perno Te iG created o roma amome hom Adi ote e ceas on roms amis amono OOO milestone pla z team memDE he project by zalistic deadlin sur project Fo DT a x MEE a h T T T Te a An uh Ah 4 a c ae ee ee E Y Creator Task group Type 1 Mame John Doe 1 Getting St Link Cim projectconmmunication dah doc John Doe Lemnos nk tof simnperstion JohnDoe 1 Getting St JohnDoe 1 Getting St Description JohnDoe 1 Getting St g oe Task history Notes dl Attachments P Permissions 2 Resource Assignment v To take Attachments panel out its default location double click on its tab Attachments DEJ Description isk e luum taskmanagementouide com ee Link _ http wow taskmanagementsoft com EE Le rii Comments Ci Task history ie Notes sy Permissions a Resource Assignment Recher To return Attachments panel to its default location double click on its title VIP Task Manager Pro User Interface 112 r ring The i created ow P o e oase click o isme ooo Attachments Mame Description C my project communication plan doc 0000 http iwi taskmanagementguide com AERA iii Kaskmanagementsoft com mae S WSS 4 gP Permissions
121. ask Notes notes of selected task Comments comments of selected task History a history of task changes Custom fields names and values of custom fields selected task has and Status w Completed g In Progres eC ea 3 Completed Pring ba Complete In Progres 1 Vo S ye Completed In Progres 4 So In Progres ss So In Progres 3 o In Progres 25 Ys In Progres iat 20 So In Progres m 15 vo In Progres Is 10 o In Progres 1 a To Created O Y skis box Report options Data sections i General ae Assignments oe Attachments ATF format O HTML format Group taskai l B Estimate how much time each c Print Preview Shifk Ctrl P Identify activities that have to Print Ctrl P Prioritize planned activities Export view To Excel Make a communication plan and git Export view To HTML Comments History aly Custom fields from drop down list User Manual 187 VIP Task Manager Pro 3 Set RTF format radio button Report options Data sections YO General Comments 2 Assignments ol History al Custom fields 4 Click Build report button Report options Data sections enera ammente 2M General 2 Comment a _ Assignments onl History Attachments 4 Custom fields SS v Notes ATF format HTML format E Butircnor You can preview Ta
122. ask List Task Tree Calendar Resource List ide e ee S E 2 BS Basos vijaomn A Date Navigator DET Tom Jons Mon 4ug21 Tue dug 2 4 August 2006 September 2006 SM TWTFS SM TWTFS 303112345 S i 3456789 p 10 11 12 13 14 15 16 a0 E pee lore a 17 10 19 20 21 ee 23 go should be native 24 25 26 27 28 29 30 e October 2006 November 2006 10 ge sve Ne em we ees SM TWTFS 30 Lup o 12345 67 4 1234 a4 Park E 00 Boost a 8 91011121314 5 67 6 91011 IT Ei ee 30 1 15 16 17 1819 20 21 12 13 14 15 16 17 16 43 72 235 24 25 26 27 20 17719 20 21 22 25 24 25 1 pr 29 30 31 13 26 27 26 29 30 1 a oo oe ee gt ee Alaska 30 4 00 Select several dates VIP Task Manager Pro User Start Up 34 Users can create Tasks for the certain Dates and Time periods Task List Task Tree Calendar Resource List oe G Date Navigator August 2006 5SM TW TFS Le E 48 6 7 6 91011 lz 13 14 15 16 17 18 19 20 21 22 23 B6925 2b S 2f 26 29 30 31 October 2006 5M TW TFS lee Ss 4 Se ye 8 91011 12 13 14 2 15 16 17 16 19 20 21 u 22 25 24 25 26 27 26 1 29 30 31 bi IOE 1 Ea B w r a Ft September z006 5 PT WoT F 5 1 2 3456 7 G 3 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 20 29 30 November 2006 SM Tw T F lf 2 a 4 5 7 a IT Th ie 12 13 14 15 16 17 18 19 240 41 22 23 24 25 Tom Jons Thursda
123. atch List 2 Resources da Attachments fl Date Time Ewent time Start 00 00 End 00 00 S Duration tday ow Recurrence pattern Daily Every day O Weekly O Monthly O Yearly Every weekday Range of recurrence Mo end date Stark 3 5 2007 we End after Occurrences C End by 3 5 2007 kd Remove recurrence Finish Time 3 14 2007 v Click on Recurrence button and set recurring Tasks VIP Task Manager Pro User Start Up 28 If you want to remind yourself or your team member of a Task you can define the exact time of pop up or the time period before Start Finish or Due Date and then select the Resource s to be reminded of the Task New Task Eg 25 a Watch List oe History Custom Fields b General Reminder Resources ee Attachments gt Note EE _ On Betar Start Time Resources a Finish Time Due Date Select Reminder tab and set Reminder New Task W e Comments i Da Watch List a History l i General 6 Reminder Reminder pu x J gj Custom Fields d Resources dd Attachments Mote OA Before Resources Administrator Backstreet boys Ley Tolstoy Madonna Paul McCartney Ringo Star
124. ave Os Style Sheets United Eingdom O Mew Title Properties User Manual 192 VIP Task Manager Pro 6 In Format Report dialog on Preview tab check Visible option if you want to print task notes and Auto Height option to set line auto height Preview the settings in Preview window at the right part of Format Report dialog or click on Apply button to see the full screen preview Format Report je Behaviors Formatting Styles Preview Cards Charts Options Presies Mamitachirer Data New e United Eingdom Title Properties 7 In Format Report dialog check Title Properties button or use main menu command Format gt Title if you want to name the report in Report Title dialog select whether your title will be on each page or only on first one from Mode drop down list on Text tab enter required title on Properties tab set title colour font and alignment Options General Zoom Parameters zoom on roll with IntelliMouse i W Margins Hints Zoom Step 10 Yo W Margins Hints While Dragging Measurement Units Margins Color Default EE oto cel VIP Task Manager Pro User Manual 193 Report Title ext Properties T W Transparent Color F Font 14 pt Times Mew Roman Bold Adjust on Scale Alignment Horizontally Center Ve
125. ay or hide Resource Assignment Toolbar use main menu command View gt Toolbars gt Resource Assignment VIP Task Manager Professional User Administrator Tools Help File HEY Task Toolbars i v Task List gk Panels i ae Task Tree l az Columns sal Resource List t Calendar isk G gt Current wo Filters Task List Do v Filters Task Tree rae a G Filters PONS l eee o PRE AN M Tee cree aroj e o ETRE B E E cloner vies Y Ee ine ee a ah a Actualtime Y attachments i ere an Notifications H B ByDate an 7 Roles ee owe galt 5 eer Date Create AY e 5 acti a Date Last M w Comments E Date Comple ee eee i v To move Resource Assignment Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Resource Assignment pn S cee Elly Administrator C Ivan Susanin Unknown quide v To take Resource Assignment Toolbar out its default location and vice versa double click on it VIP Task Manager Pro User Interface 107 Resource 4ssignment Mame _ Administrata John Do C ivan su I Ernst Ne C toe Blac Paul Mee C onh ter Ringo Star ag Madonna all Eirkoroy ag Ley Tolstoy ne ee ee oe ee Double click Resource Assignment grid He Department Administrato
126. by senior man 12 07 2007 13 36 58 JohnDoe 1 Getting st 80 Get the business case approved by senior mal12 07 2007 13 36 55 John Doe 1 Getting St eee ees E E E Ca et the business cose approved by senar mal 12 07 2007 132952 ohn Boe ng St 84 Get the business case approved by senior ma 12 07 2007 13 29 20 ohnDoe 3 Getting St D Task history Ei Motes F Permissions d Resource Assignment di 4tbhachments Notifications Toolbar By default Notification toolbar is located at the left top part of Notification panel VIP Task Manager Pro User Interface 86 Notifications fa z g Title 2 Date re Creator Task group 54 Write personal thanks notes 17 05 2007 11 35 Administrator 5 Closing Down New Assignments John Doe 55 Celebrate the close down with New Assignments John Doe Hew Assignments John Doe Start 37 18 2008 10 00 AM gt 3 18 2008 9 30 AM Finish 3 21 2006 12 00 AM gt 3 13 2006 10 00 4M Description Check for new notifications Mark highlighted notification as read Mark all notifications as read Show only unread notifications Show notifications of highlighted task Show notifications description Open task of highlighted notification Find task of highlighted notification This Month Set notifications filter by date created Add or remove buttons to Notifications Toolbar Tips v To display or hide Notifications Toolbar use main menu
127. cH Group By Box Lh Om 6846 g o5 2007 150m 7014 El Footer 2105 2007 110m 7230 Stoup Footers 4 05 2007 JhOm 6676 Remove This Column 4 05 2007 whom 7182 6 Field Chooser 5 05 2007 thom y7oi or align Righ 5 05 2007 TE IhOm 7156 Align Center 5 05 2007 hom 7iez ea Best Fit 5 03 2007 InOm 7230 Best Fit all columns 5 05 2007 Left click on column header allows to sort tasks in ascending or descending order by selected column VIP Task Manager Pro User Interface 51 Time Left l 6678h L m Adr on Oh Orn Adr Oo ow Oh 10m 7230h 12m Adr Drag amp Drop method applied to column header allows to carry out following operations on Task List Grid ate Actual Time 4 2008 2008 gt Replace selected column where you need rioriby Actual Time Time Left De dete Priority Due Date Duedste ime Li E Normal 48h Om 7254h al Low o4 os z008 Oh Om 6676h 12m 28 B Hh 19032008 eh om S Urgent 11 03 2008 thOm 6846h 12m 28 2062h S Urgent 18 03 2008 thOm 7014h 12m 28 7 3014h P Normal 18 03 2008 7014h 12m 28 or ES46h Phormal 18 03 2008 7014h 12m 28 7014h Hgh 19 03 2008 28 I 7230h P Normal 20 03 2008 2h Om 7062h 12m 28 6676h Phormal 24 03 2008 Oh Om 7158h 12m 28 af 7182h PNormal 25 03 2008 Oh Om 7182h 12m 28 B homa 25 03 2008 ohom Phormal 25 03 2008 28 i 7014h
128. ch E In Progress i 10 a Print Preview Shift Ctrl P Identify activities that se Completed EA Print Ctrl F Prioritize planned fe In Progress 25 Export view To Excel f Make a communication Q Created D So Export view To HTML 2 Check required data sections that will be included into the report Tips General task name priority task group Report options this task belongs to Estimated amp Actual Time Workflow Status Complete Due Data sections Date Start amp Finish Date kz i Assignments the names of resources selected task is assigned to a Kehmen Attachments the types names and gt Notes descriptions of attachments of selected task _ Notes notes of selected task RTF format Comments comments of selected task HTML format History a history of task changes Templates f Custom fields names and values of custom fields selected task has mE To quickly select all data sections click on button VIP Task Manager Pro User Manual 237 oo To quickly uncheck all data sections click on button 3 Select RTF radio button to make RTF report or HTML radio button to make HTML reports of the task Report options Data sections Em joo Pe Comments 2 V Assignments CA History d Attachments V Custom fields amp Notes Templates Default 4 For HTML reports select required template from Templates drop down list T
129. ck data sections you want to be sent with task group setting parameters for sending tasks via E Mail General task group name task group this task group belongs to total Estimated amp Actual Time of the tasks of selected task group average completion percent of the tasks of selected task group be oe Assignments the names of resources A dthachinert selected task group is assigned to 1S E Notes Notes notes of selected task group EC Comments History a history of task group changes o oe Custom fields names and values of custom fields selected task group has Fa General Note Attachments and Comments data sections make sense only for the tasks You can check them for task groups but they won t be included in the e mail Tips afm To quickly select all data sections click on button VIP Task Manager Pro User Manual 264 oo To quickly uncheck all data sections click on button 4 Click Next button Setting parameters for sending tasks via E Mail 1 General a Assignments i Attachments r Notes 22 4 Comments o History al Custom fields Assigned resources for task only The list contains only resources who have e mail address in E mail field John Doe Madonna C Ivan Susanin Lev Tolstoy Erst Neizvestry Backstreet boys Fal Paul McCartney Klinton Note e Assigned resources radio button makes sense only for the tasks If you
130. column header and select Sort Ascending or Sort Descending from drop down list ate Actual Time X Time Left i 2008 2008 2008 2008 n2008 2008 2008 2008 Oh Om 6678h 12m Adr Oh Om Adr Oh Orn eee Adr Oh Om Adr 2008 Ohi0m 7230h 12m Adr OR ity w aft Oy ormal z UE 12m Admin A ort Descending igh Clear Sorting 8 Admir ormal 12m Admir Group By This Field rgent 12m Admir Group By Box rgent 12m Adrnir ormal 12m Admir ormal 12m Admir JN Remove This Column 12m Admir ormal g Field Chooser 12m Admir ormal Admir ormal 12m Admir igh Align Right Admir ormal 24 03 20 Align Center 12m Admir ka Best Fit i ormal 25 03 201 12m Admir ormal 2703 20 Best Fit all columns 12m Admir To clear tasks sorting right click on column header and select Clear Sorting from drop down list Tasks can be sorted manually using following steps Right click on Task List or Task Tree grid and select Manual Sorting from drop down list or click L a on t button on Task List or Task Tree toolbar or press Ctrl O key Select the task you want to replace Right click on Task List or Task Tree grid and select Move Up Move Down from drop down list or click on J buttons on Task List or Task Tree toolbar or press Ctrl Up Ctrl Down keys VIP Task Manager Pro User Manual
131. command View gt Toolbars gt Notifications VIP Task Manager Pro User Interface 87 VIP Task Manager Professional User Administrat File WEVA Tools Help begets Task L ORECA Task List 5 Fanels t Task Tree te Columns j Resource List iO Task cist aroups my a Calendar ce d Fiters Task List ener Filters Task Tree f Ele eg v Filters Calendar an Purchasing wy Shige Purchasing Plat a By Product ay ion By Supplier Attachments Task Groups Task Groups on Calendar View Motes ior By Date Eigr Requisition List Hg Quotations ka Roles H orders l Permissinns v To move Notifications Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Notifications Title Cre Creator v To take Notifications Toolbar out its default location and vice versa double click on it Double click This Week Notification grid Title Date Created Creator Task group 65 Get the business case approved by senior managi 12 07 2007 13 37 21 John Doe 1 Getting Task was created E 6 Get the business case approved by senior manage 12 07 2007 13 36 58 John Doe 1 Getting Task has been deleted 8 amp 0 Get the business case approved by senior managi 12 07 2007 13 36 55 John Doe 1 Getting Task has been deleted 83
132. d View gt Panels gt Comments VIP Task Manager Professional User Adminis File HEVA Tools Help p Task L Toolbars andar Resource List Columns Task List Filters m ME Task LSL or ogps Y Task Tree Filters r oe c veo Calendar Groups ob HA F a Ge Gli ee y Calendar Filter Eg Purchasing a Calendar Date Navigator Shige Purchasing Plai C Ce ge By Produch OES EFP By Supplier g Comments By Date 2 Resource Assignment F3 Paa Requisition List Al Attachments I owe v To move Comments panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 97 a a E lm LIP LT IL LOW 2 UUio Sll UE ASUH SLT g Pe Pee fee STI C Pla p im Administra a oe SS oi ai Bee sik Geb Boe 25 03 2008 ope O iJ E3 ia EJ Comments l John Doe at PGA 13 51 It s very important to do it right mow John Doe at 24 05 2007 13 52 Shall I put off my previous task John Doe at 24 05 2007 13 53 Ty gt E Resource 4ssignment dl 4tbhachments v To take Comments panel out its default location double click on its tab Comments a Fa Cant do this task now John Doe at 24 05 2007 13 51 It s very important to do it right n
133. d edit Tasks in Project Task Group it will be able to view and edit Tasks in Task Group Stage I Stage 2 etc VIP Task Manager Pro User Start Up 11 VIP Task Manager User Administrator DataBase VIP Task Manager User Administrator DataBase File View Tools Help ee eee eT Task List Task Tree Calendar Resource List 3 ao ge T amp co t i li Change Status Y Filters Task Tree TEX Eher Company Eg Company ay o A r Ghor Project Brot Fhe ae 5 Stage 1 E Stage Hame Stage 2 Name Stage 2 Select Task Tree tab Highlight a Task Group Permissions panel is in the right bottom of the program window Above the permission grid there is a line that tells you which Task Group or Task is highlighted and granted permissions now Permissions Permissions eg eo Task group Project Roles WEN Create WEN Create Team Leader al Denp By Parent aN Denp By Parent Team Leader a Denp By Parent 2 Denp By Parent Team Member Derny By Parent B Derny By Parent Team Member iy Derny By Parent a Derny By Parent Administrator a AllowlBy Parent af Allow By Parent Administrator at Allow By Parent af Allow By Parent Select a permission cell Click on Allow button If don t want a Sub Group or a Task to inherit permissions of its Task Group but rather have permissions different from its parent Group you can change its permiss
134. dit Task 19 dz Comments Watch List a History wy Custom Fields E m A Resources i Attachments S Note 13 03 2008 v Dated T ime Start Time 18 03 2008 s 1200 AllDay Finish Time 18 03 2008 g hsm Select Priority of the Task VIP Task Manager Pro User Start Up 22 You should assign the task to a certain Task Group or sub Group When planning a task we recommend you to set Status Draft which Notification mode is disabled so you can edit it without sending or getting Notifications You can use RTF editor to support the task with instructions or details that will be displayed in Notes panel at the bottom when the task is highlighted Also you can format the text s font name size color style etc related e Select Note tab e Enter Text e Format Text e Click OK 2 watch List eae z i c t Reminder gt a 4 History ey Custom Fields ry Attachments Le Ei Mote Resources on Ivan Susanin 0 ar Ernst Neizvestny 0 w Fa Joe Black D Due Date i Backstreet boys T er Produces DateTime Double click on Task n 2 watch List w Reminder Comments a History 2 General es Custom Fields a Attachments SS Note E Resources ME VIF Task Manager Professional Edition is a chent ser
135. dit Task 74 3 Comments 2 Watch List History ces Custom Fields General f Reminder Resources Gil Attachments Note or John Doe 1 ion Ivan Susanin 0 on Ernst Neizvestny 0 Joe Black 0 ELD VIP Task Manager Pro User Manual 148 Alternatively use following ways to change task group 1 By drag amp drop method replace the task from Task List or Calendar grid to required task group on Task Groups Panel Task Groups on Task List view a 7 a Current filter fis any of 2 Defining The Project ge c o 89 a ot Started 3 9 sane E i Assigned Administrator Joe Black Q 2 Defining The Project 19 19 ge 3 Planning The Project EF 4 Monitoring The Project ie 5 Closing Down Te ee John Doe a Ivan Susanin aa Ernst Weizvestny EF Joe Black og Backstreet boys fis igned Ad nistrator John Doe 105 Hold a meeting with all concerned Hold a meeting with all concerned oO oOo oO amp e 2 By drag amp drop method replace the task on Task Tree grid to required task group Overview any key risks avoiding details Consider debriefing the project team at the meeting Ha Thfornn all involved in the nrenierk ahont its rinsednwn VIP Task Manager Pro User Manual 149 4 1 6 How to set change task Estimated or Actual Time To set task Estimated or Actual time select required time from Estimated Time or
136. e l 4 Click on New Status button on Edit workflow dialog toolbar or press Ins key VIP Task Manager Pro User Manual 199 Edit Workflow Sad al Ia tt gt m New Status Ins aes Se ae Se Name omplete related Complete Notification VPXML status Color Image Defaut nn M WWW ork Flows 5 In Create Status dialog enter new status name and check Complete option if you want to connect task status with of task completion To connect strong value with this status check Strong value radio button and select required value from corresponding entry field using up down buttons or keyboard To connect the range of percentages with this status select Range radio button and required percentage range from corresponding fields To set a font colour for this status select required colour from corresponding drop down list or find it in Color drop down box To set font image for this status BMP 16x16 pixels right click or double click on Image box and find required image file In case you import a database from VIP Team To Do List you can associate the Status with the one from VPXML Status list by selecting required VPXML status from corresponding drop down list To turn on the notification mode for this status select On from c
137. e Calendar Resource List GY G we O it t Er k j Filters 5 Ww Group Ckri G id 3 Planning Thel 28 28 Current a Sm amp 4 Monitoring The F 22 22 eee 2 Press Ctrl G key 3 Right click on Task Tree grid and select New Group from drop down list i id Mame ID Info g oo Comeon a Shige Planni S KAUAE elim Shep st SC bho g amp Edit F4 io S W i Devel i a ais Teeeek jee FP kael aie 4 Right click on Task Groups Panel tree and select New from drop down list Task Groups on Task List E 32 A oo ce Ea ne 1 Getting St Reset Filter P 2 Defining be 3 Planning T New Task ine 4 Monitoring r 5 Closing Do CE at o arhe fg John Doe oP Enit i n A In New Folder dialog on General tab enter task group name into Name entry field Open Task Group drop down box select required parent task group from task group tree and click Ok VIP Task Manager Pro User Manual 240 Mew Folder General Resources as watch List Custom Fields Name Marketing plar Task Group Planning project we hig Company Sige Planning project eee oh starting project EEN VIP Task Manager Pro User Manual 241 4 2 2 How to edit task group There are several ways to edit task group 1 Select required task group and click on Edit Group but
138. e Ins Tyan Za gt Edit Resource F4 Ernst Meizvestny t Delete Resource Fe Joe Black Paul McCartney lt Delete all preset filters Kirkoroy Ley Tolstoy Backstreet boys Cee bien Te TRAI You can preview Resource List view create your own print design using several ways 1 Select main menu command File gt Print click on Preview button in Print dialog VIP Task Manager Pro User Manual 283 Printer Name E winserver Samsung ML 1710 Series BA Properties Status Ready Metwork Type Samsung ML 1710 Series Where LISBOO1 Comment Print to File Page range Copies fe ll Number of Pages f Current Page Humber of Copies Pages 1 1 Collate Copies Enter page number and for page ranges separated by commas For example 1 3 5 12 i 1 I Page Setup Preview NY Cancel 2 Select main menu command File gt Print Preview VIP Task Manager Professional 26 View Tools Help Change User Edit User Profile Archive mode Edit name of root kask group l Export view To Excel Export view To HTML Import WPML Import From Outlook Ctrl F Mi Print Previews hs Shift Ctrl F i Print 3 Press Shift Ctrl P keys 4 Right click on Resource List grid and select Print Preview from drop down list Administrator 2
139. e Properties 4 In Format Report dialog on Formatting tab check corresponding option if you want to print one VIP Task Manager Pro User Manual 191 group per page or select required style from Look and Feel drop down list if you want to change it Preview the settings in Preview window at the right part of Format Report dialog or click on Apply button to see the full screen preview Format Report vje Behaviors Formatting Styles Preview Cards Charts Look and Feel UltraFlat Refinements i i w F ee MW Transparent Graphics ica 4001 T Display Graphic 4s Text W Flat CheckMarks Suppress Background Textures Consume Selection Style Pagination W By TopLevel Groups One Group Per Page Title Properties 5 In Format Report dialog on Styles tab check Use Native Styles option if you want to change report style select required object from corresponding list and select its Font Colour and Texture using corresponding buttons Return to its default settings or save new style using Restore Default and Save As buttons correspondingly Preview the settings in Preview window at the right part of Format Report dialog or click on Apply button to see the full screen preview Format Report x View Behaviors Formatting Styles Preview Cards Charts Use Native Style Restore Defaults S
140. e tasks are grouped by any column available if Always expand is not activated None hide tasks notes and custom fields Note as plain display tasks notes as plain text on Task List grid Note as RTF display tasks notes as RTF on Task List grid Custom fields info display tasks custom fields Note as plain Note as RTF Custom Fields info D OSS Select the columns that will be visible on Task List grid go a Add or remove buttons to Task List Toolbar Tips v To display or hide Task List Toolbar use main menu command View gt Toolbars gt Task List VIP Task Manager Professional User Administrato Panels Columns IJL wf Calendar v To move Task List Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need o Task Groups on Task List view a ea rei os io a re rer VIP Task Manager Pro User Interface 47 VIP Task Manager Professional User Jo File view Tools Help Task List Task Tree Calendar Resource List Task Groups on Task List view G22 Eg Cu Kee ale Ele Company ey 1 Getting Started ier 2 Defining The Proje ap 3 Planning The Pri ie 4 Monitoring The Pro ge 5 Closing Down i P John Doe Drag v To take Task List Toolbar out its default location and vice versa double click on it Y Fi
141. e the Status with the one from VPXML Status list You can turn Notification mode on and off for each Status 1 e when a Task Status changes to the one with Notification Off the Notification is not sent If you uncheck Active the Status will not be available for new Tasks Assign ID number for this status using Value entry field and up down buttons Vv Edit Workflow Saad J chew Status Ins Article Writing Click on New Status button Create Status Name nitten Complete Strong value 49 Biakht click on Color Image VPSML Status Created Notification Orn ros Active You can set the order in which Statuses will go one after another as a recommended task workflow for your employees or team members Also you can set order in which types of Workflow will appear in drop down list for selection VIP Task Manager Pro User Start Up 17 Edit Workflow Aad tb aaa is Published JD 100 on E Select a Status or Workflow Edit Workflow Click on Move Up button VIP Task Manager Pro User Start Up 18 2 1 5 Setting Tasks Besides Name all Tasks have the following default parameters ID Unique number given to the Task when it is created Info Shows if the Task has Notes Reminder or Attachment Task Group Folder to which the Task belongs Priority Shows the level of urgenc
142. eeeeeeeeseaennananaaseeseeseeeeeesoanaaseeeeseeeseaeaaananages 198 How to create a NeW taSk CUSLOIN FICIG ccccceeeeseeeeeeeenneneeeeeeeeeeeeenennansaseeeeeeeeeeaenoonanaasesseeeeeeeaeoannanaeaesseseeeeesnananaaees 202 How to enter custom field waluies Of 1NG 1aSK eects cece cece eee e ee eee ee eee ee ee eee e ee eeeeeae aac nnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn nenna 207 How to place the task to archivie and return Lt Dack 0 0 cccceeeee eee eeeeeeee eee ee eeeeeeeeeeeeeeeee eas eeeeeeeeeeseseaeaaaeeeeseseeeeeneanaeeeees 208 FIOW t duplicate WAG taSkK nosiocu Eai a EEE AEE aain aaae 210 How to create links to the tasks from other applications cccccccceeeeeeeeeee cece eeeeeeeeeeeee ses eeeeeeeeeeseseaesaseeeeeeseseeeneneeenees 211 How to make graphic reports an the LASKS 2 cece ee ee ee eee e ence eee eeee aaa ee seer ees eeeeneae aaa neeeeeeseaeeeneaeaesaseeeeseseaeeeneaeanennes 212 How to send the tasks by e rmall cceteeeeeeeeeeeeeee eee eee eee eee ieee eee eee eee 217 How to send notifications of task changes by M ail 0ee icin niin nnn n nnn i iene 230 HOW tO IMPON Font MS OU OOM siari nenne tc teianececctoaseadeteentecievacttceGescusebecienectsdvianivcedciesseteceientveatvaivecctnetecd 231 How to assign a task to its owner by defallt 0 ce icici inn i niin nnn i nnn i ieee ee eee eee 235 How to make HTML or BITE reports of tNe 1aSKkS 2 ceceeeeeee cece eee
143. elds amp General f Reminder 2 Resources Gi Attachments Note Edit Attachment WAL C Documents and SettingssUseesMy Doc yok Alternatively drag required file on your PC and drop it to required task or use the following steps to attach files or links to the task l 2 a a Go to Attachments panel Click ok New attachment button on Attachments toolbar In Edit Attachment dialog select File or Link from Type drop down list to attach files or links correspondingly Enter file path or link URL into URL entry field or choose required file manually by clicking on button Enter required description to the attachment in Description entry field Click Ok VIP Task Manager Pro User Manual 162 Hew Attachment URL C Ancoming E verbode has dream doc zh Om B 7g ey cl F o Task 16 Make your project planning checklist Task group ER Mame Description Link Ciimy projectiproject checklist doc Link http wai kaskmanagementsoft com or Motes E Comments il Atkachments Resource Assignment CE Task histor c To edit attachment select it and click on Edit Attachment button or press F4 key To delete attachment select it and click on Delete Attachment button or press Del key To open attachment select it and click on Open Attachme
144. ending taskis by Email F Export Frinting Print taskisi Group CaSe ere i i cs Print Preview Shift Ctri P Print h Prioritize planned activities Export View To Excel Estimate how much time each DE Identify activities that have to Pa Make a communication plan and a Export View To HTML VIP Task Manager Pro User Manual 186 3 Press Ctrl P keys To print selected task s follow the steps below 1 Right click on Task List Task Tree or Calendar grid and select Print task s Fa Mew Task Make sure t Edit Task F4 Overview a amp Delete Task Fa Identify all 4 Duplicate Ctrl D Consult a fi El Change Status Define areg gf Increase Priority Shift Ctrl Up a Describe wh is Decrease Priority Shift Ctrl Down 7 10 p Specify resi Filter 11 fe Think who Sorting 12 p ao Mowe to archive HEL Form a gro 14 fe Hold a meel 15 fe Make your 16 List all the d izle Sending taskis by Email Write down Export Printing 2 Select data sections that should be printed with the task in Data sections General task name priority task group this task belongs to Estimated amp Actual Time Workflow Status Complete Due Date Start amp Finish Date Assignments the names of resources selected task 1s assigned to Attachments the types names descriptions of attachments of selected t
145. eral 39 Roles Notifications d gt Watch List Ae OO Sm OO Event Types Task Change Actual time Task Change Attachments Resource will need to receive only some of these T r Comments Notifications for example when the Resource is X Task Change Complete assigned to the Task or when the Status of the Task is ES Task Change Due Date changed so it is better to check only those types of AER T ask Change Estimated time Task Change Finish tire Notifications the Resource really needs to receive The Task Change Name Resource can check Notification types himself when he starts using the software e Select Notifications tab wok e Check appropriate Event Types o Click OK Sending notifications by E mail Note You will be asked if you want to create a personal folder for each new user Click Ok if you want to VIP Task Manager Pro User Start Up 15 2 1 4 Setting Workflow Task Workflow is the number and sequence of Statuses the Task should go through from the moment of initiation to complete accomplishment For example the default task workflow starts with Draft Status when task is outlined but not scheduled assigned communicated etc Then it becomes Created i e scheduled assigned to Resource and Notification of it is sent to all concerned When the Task is being handled by assigned Resource it has In Progress Status Sometimes it may be Cancelled Whe
146. es Change User Status Read Edit User Saai Network Type Samsung ML 1710 Series Archive mode i Where USBOO1 7 Comment Edit name of root task group Print to File Export view To Excel L gt Export view To HTML j Paa rang opie all Number of Pages fall LAD Ee Current Page Number of Copies Import from Outlook Pages l i Collate Copies i Ean Enter page number andfor page ranges forint Ctrl F separated by commas For example 1 3 5 12 i i ShiFE CtrI P Exit Fage Setup Preview Cancel 2 Right click on Task List Task Tree or Calendar grid and select Print from drop down list enter print settings in Print dialog and click on Print button Info ID Status Complete M Completed l gh New Task Ins e Make sul e Edit Task F4 2 p In Progres P OVerviE g Delete Task F 3 e Completed iii Identify 4 In Progres 1 Duplicate Ctrl D L am esa Sy Completed D Define a Increase Priority Shift Ctrl Up Consult 3g In Progres o To Describe 05 Decrease Priority Shift Ctrl Down 10 ge In Progres es a Specify t Filter 11 be In Progres ie 30 Think wh Sorting gt 12 b In Progres lll 25 Yo ENsure te to archive l 13 pe In Progress B 20 Form ag 14 In Progres E 1a Yo Hodam i fe In Progres B os Make vo nee 16 f In m i 5 o List all tH z IE Created 0 EE S
147. es users Edit Task 63 a General fe Reminder IEN Resources e Attachments IE Note Comments Watch List a History vj Custom Fields List of supervisors Administrator Tom Jons WebDesignes Developer Financial Director Marketing Manager Sales Manager d al a ad d LI Technical Support or Select Watch List tab in Edit Resource dialog VIP Task Manager Pro User Start Up 37 2 5 3 History You can track the history of all changes in Tasks from their creation to completion e Select History tab in Edit Task Dialog Edit Task 14 Eg 2 General i Reminder a Resources 5 Attachments gt Mote d Comments 2 watch List i History Custom Fields List of changes Tom Jons at 1 29 2007 3 50 PM Task has been created Comment has been changed cant do this Task now have to finish my previous task Administrator at 1 29 2007 3 51PM Comment has been changed Put off all other tasks This one is T important
148. esource is allowed to create edit and delete other Resources you should check g Dont even think about Administration Permission Set password Permigsiorns Login Assignment ah e Enter Resource information e Check or uncheck checkboxes o Click OK VIP Task Manager Pro User Start Up 14 When you assign a Resource to a particular Role or Roles you created this Resource is granted permissions of this Role For example If you assign a Resource to Team Member Role which allows only ma OO to see and edit the Tasks in Task Group Projects this Resource will not be able to create and delete Tasks in Task Group Projects It saves your time as you don t have to set permissions for each Resource individually all you need to do is to assign the Resource to appropriate Role that is granted certain permissions Edit Resource i General Roles E Notifications 2 Watch List C Unlimited Team Leader Team Member e Select Roles tab e Check appropriate Roles e Click OK vo Notifications tab lets you choose the types of Notification this particular Resource will receive if he or she is associated with the Task somehow The Resource is either Owner or Assigned to the Task By default all types of Notifications are checked so the Resource will receive Notifications each time any attribute of the Task is changed In practice the Hew Resource GD Gen
149. ete Resource F Joe Black Paul McCartney co Delete all preset Filters Ringo Star RENTA Print Preview Shift Ctrl P 4 Double click on Resource List grid In New Resource dialog on General tab enter Pe sey rie resource name e mail department job title address and phone into corresponding entry fields Into Password entry field enter the password that you Name Joe Black will be asked during program setup Assign E Mak lee avenoaveon Login Assignment and Administration 3 permissions to resource if required and click Ok General ao Roles Notifications Watch List Department development Job title developer Address Phone 1234567 Oe Password CC Sawa a Permissions Login Assignment Administration ag Ok a Cancel User Manual 269 VIP Task Manager Pro 4 3 2 How to edit a resource There are several ways to edit a resource 1 Select required resource and click on Edit Resource button on Resource List toolbar Resource List Task Tree Calendar Task bisi oh a Ra Mame 2 Select required resource and press F4 key 3 Right click on required resource on Resource List grid and select Edit Resource from drop down list Administrator John Dos i Resource Ins Ivan Susanin Ernst Weizvestny Joe Black g Delete Resource paa Me artney Delete all preset Filters Ringo
150. ews to MS Excel or HTML 1 Select required view select main menu commands File Export View To Excel or File Export View To HTML enter export file name and path in Export File Name dialog VIP Task Manager Professional Use File View Tools Help Change User ce List Edit User Profile J Archive mode Edit name of root task group a Export View To Excel Export View To HTML Import VPXML J J 2 Right click on Task List Task Tree or Calendar grid and select Export View To Excel or Export View To HTML from drop down list enter export file name and path in Export File Name dialog Status Complete Prio mm al Name Info oe New Task Ins amp Make sure the g gt Edit Task F4 2 ge In Progres i Overview any Ha Delete Task FS B Completed cl ia Se Duplicate Ctrl D Ic a WAGER ee al Consult a Finan l a Change Status b Define areas be Increase Priority Shift Ctrl Up JF l G Describe what Decrease Priority Shift Ctrl Down f 9d in Progres B lt a Specify respon Filter 1 te In Progress 0 30 B Think who sho Sorting bs te In Progress 25 is Ensure each te Moye to archive 3 pe In Progress M 20 F Form 4 group o 4 Ge In Progres 15 a Hald a meeting 5 fe In Progres a 10 H Make vour praj i 3 fe In Progres i oo lt b List all the activ 7 ae Created 03 E rea a Je
151. g 6 15 2006 10 55 AH Show UnRtead Only Date Created 871572006 11 30 AM 3 15 2006 10 46 AM Show Notifications of Highlighted Task 9 Order more country music 1712 Order more country music 1729 Translate songs into native languages 6 15 2006 10 47 AM 1729 Translate songs into native languages 6 15 2006 10 47 AH 1712 Order more country music 6 15 2006 10 46 AH Click on Show UnRead button Click on Show Notifications of Highlighted Task When users activate Notification Description they will be able to see the Types of Notifications they are subscribed to and changes that took place in Task attributes such as Status Assigned Resource Start and Finish Date Priority etc If they want to see the Task on the list they can highlight it there by click on Find task button y Ed lt o Notifications ane inti Date Created Cea Show Description i 1848 Wants to 3 a Status Draft gt Created 6 1572006 11 00 AM Administrator Stark gt 872572006 Finish gt 6 25 2006 Hew Assignments Tom Jons Estimated Time 30m gt 3h m Actual Time 30m gt 2h Om 1814 Ordered a march Due date gt 6 25 2006 12 00 4M Click on Show Description button 015 2006 10 58 AM Administrator NokiFicakions a A F zh paf Find task _ E K Title be miaskas Creator Task group 2 testi 1 19 2001 5k Em Administrator Marketing Estimated Time 0h Om gt 2h
152. g and drop it wherever you need Charks s Complete Quantity wo Avera _ m Paul Smith H Data Data Levels Y To take Charts Toolbar out its default location and vice versa double click on it Charks Data Levels PEATE Paul Smith Double t click 3 So Complete vera a VIP Task Manager Pro User Interface 138 Customization zone Customization zone 1s located under Charts toolbar Chart a g Ea fo Order ID Quotation ID Ww Avera _ CEATA select value Customize Chart hill Column diagram O Order ID E Quotation ID Administrator ath x m a ia niece E E E WA ee ccc AAEE E A ce ce P L L OE PSS ah a ec ee ae eT a ee ae eo ea On the right of the Customization zone there is an option that allows to select column bar line area or pie type of the diagram lesour Customize Chart Comin diagram E Bar diagram ca Line diagram fe Area diagram iG Pie diagram Left click on Customize Chart button allows to display or hide diagrams sort the data on the diagram in ascending or descending order display or hide Data levels and set the appearance of the legend titles and Customization zone VIP Task Manager Pro User Interface 139 Customization a 7 a Daka Groups C Complete E Quantity Series Data Levels ities select value O Complete D Quantity
153. gical and statistical formula for this custom field Active This Custom Field is activated Default value The data used by default when creating Tasks VIP Task Manager Pro User Start Up 20 Note that you can edit and delete Custom Fields as well as change their order Edit Custom Field Title Allow grouping Code Allow filtering Formula 1 cf price c my Additional parame Default value 0 00 Active VIP Task Manager Pro User Start Up 21 2 2 Step 2 Planning 2 2 1 Planning Tasks All users granted Permission to create edit and delete Tasks and Task Groups can take part in planning company activity using Task List Task Tree and Calendar view If your company workflow supposes that only managers may plan work for the staff the staff should be denied the permission to create Tasks in Task Groups When you name a task be specific but don t go Erm into details you can describe in Notes see below E E By watch List History i Custom Fields ra You can change Normal priority set by default Reminder 3 Resources i Attachments J Note to the more suitable one Lowest Low High aE Highest or Urgent Due Date 14 03 2008 Diated T ime Start Time 18 03 2008 1200 AD Finish Time 18 03 2008 1300 rem Feree Enter Name of the Task E
154. group v Move selected task group to archive v Expand all task groups v Collapse all task groups v Refresh Task Tree e Double click on the space near Task Groups panel s toolbar allows managing toolbars commands and program options via Customize window VIP Task Manager Pro User Interface 7 Ea Company Task Groups on Task ham Doubleclick aE Cr bi Fee SN 2 i e 1 Getting Started q ie 2 Defining The Proj 15 Drag a column header here ID Info 16 eE a CE 5 Closing Down 10 Customize Toolbars Task List Task Tree Rename Resource List Calendar Delete Filters Task List Filters Task Tree Filters Calendar Task Groups Task Groups on Calendar view Motes Attachments Notify Events Roles akaka ka kaka ikaiaaia iaia a a Peebe e L a i T To close the panel click on button at its right bottom corner To make the panel auto hidden click on button at its ri ght bottom corner To maximize the panel click on El button at its right bottom corner To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 78 3 8 Filters Panel Filters panel features tools for filtering tasks by their properties on Task List Task Tree and Calendar views By default Filters panel is located in the left part of views Task List Gro
155. h PC from a shared folder Motes d Comments AE Task history a Attachments as Chart f Permissions d Resource Assignment The followine table describes each of the Notes Toolbar buttons Add a new note to task Bo a Cancel last changes of the note a Preview highlighted task s notes create and edit your own print design VIP Task Manager Pro User Interface 93 Oa emae T a eC a pere Oooo i eee i ee m Add or remove buttons to Notes Toolbar Tips v To display or hide Notes Toolbar use main menu command View gt Toolbars gt Notes VIP Task Manager Professional User Administra File WEYA Tools Help Task Toolbars d a Task List ae Panels i w Task Tree Columns we Resource List o ri ia w Calendar E e ep ee dl Fiters Task List eer B Filters Task Tree Filters Calendar v Task Groups if a a a g Purchasing Shier Purchasing Pla ier By Product v Task Groups on Calendar view ahots k al Attachments k F teu eure v To move Notes Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need VIP Task Manager Pro User Interface P dy 0 Jil Ic i IE z B i Microsoft Sans iz Ml F This will help you define the boundaries of your project what should and shou Included Y
156. hat the tasks of selected task group have or click on the corresponding diagram for this value For example you select Low priority and in that way you diagram the values of price field for each value of Complete field of the tasks with Low priority VIP Task Manager Pro User Manual 261 Charts fi price Mone price For Low is 4 Low Normal Highest Charts E ag gt price Mone Mn w Data Levels Priority Low Complete select value Customize Chart hil Colunn diagram O price By selecting definite value of Complete field from corresponding drop down list or clicking on the diagram for this value e g 10 00 you will diagram the price value of the tasks that have selected Complete value 10 00 Charts A a price Mone vw Mn w 110 00 50 00 2 yi Data Levels ata OR price For 10 00 is 4 10 00 50 00 VIP Task Manager Pro User Manual 262 Charts lt price Discuss the plan You can return to required data level by selecting corresponding field on Data Levels box or right clicking on the diagram in series 8 Print out required diagram or preview it and create your own print design by clicking on Print or Preview button on Charts toolbar correspondingly Charts price Mone Hi Mir M ae Print
157. header allows to replace selected column where you need on Task Tree Grid VIP Task Manager Pro User Interface 59 te Infa Complete Assigned O John Doe POOR John Doe O John Doe me5 John Doe 5 John Doe O Joe Black OM Ivan Susanin ADD D So ton Ee D So mim 10 D So ES Priority e Normal High Low lt i gt Urgent lt P Urgent t Normal a Normal 4 Normal a Normal e Mormal High Highest a Normal z Normal a Normal Due Date 18 03 2008 19 03 2008 04 03 2008 11 03 2008 18 03 2008 27 03 2008 25 03 2008 25 03 2008 18 03 2008 27 03 2008 20 03 2008 26 03 2008 25 03 2008 26 03 2008 24 03 2008 Ac AC AC d d d d d d Ad d d d Ad d d d d Ac AC Ac Assigned Priory Assigned OS Cwner John Doe John Doe John Doe John Doe John Doe Joe Black Ivan Susanin S Normal High Low lt P Urgent cpp Urgent Mormal t4 Normal i Normal S Normal 4 Normal High Highest S Normal a Normal t3 Normal 18 03 2008 19 03 2008 04 03 2008 11 03 2008 18 03 2008 27 03 2008 25 03 2008 25 03 2008 18 03 2008 27 03 2008 20 03 2008 26 03 2008 25 03 2008 26 03 2008 24 03 2008 Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Admin
158. hecked duplicated task group will inherit the permissions from task group it 1s inserted into e View permission of duplicated task group is inherited from task group it is inserted into For example particular resource or role is allowed to view task group Stage 2 If it is duplicated to Project 1 task group with denied View permission for this resource or role then Stage 2 task group will be invisible for this resource or role VIP Task Manager Pro User Manual 255 4 2 11 How to insert the duplicate of task group To insert the duplicate of task group follow the steps below 1 Go to Task List or Calendar view right click on required task group on Task Groups panel or select Task Tree view and right click on required task group on Task Tree grid 2 Select Insert copy of task group from drop down list Task List Groups el Ed Steg B El Purchasing Oe or Purchasin o 8 Set Filter By Pr Reset Filt PAL eset Filter By De e New Task Ins Ehi Requisitio ts EHP Quotation Mew Ctr G i Sa dE H Edit PR G Delete SY Task List Filters Insert copy of task group Current kd b i Duplicate task group Ehe Purchasing rs EEEE S iani er H mm ig New Task Ins o Quotat o New Group Chrl 6 Eo Du H G Edit F4 OR da a ee oul Delete Fe Hig Orders Duplicate Ctrl D i or Invoice Insert copy of task group be l
159. hese Stage 2 0 Task Groups automatically when adding new users see Setting Stage 3 u Resources Tom Jone o Dolly Paton Pog Bob Marli rgd Phil Collin VIP Task Manager Pro User Start Up 10 2 1 2 Setting Roles A role allows you to assign specific permissions to a user group 1 e permission to view create edit and delete Tasks and Task Groups For example Team Leader Role can allow to view create edit and delete Tasks and Task Groups while Team Member Role can allow only to view and edit Tasks and Task Groups If you don t want to restrict your users at all there is a default Role Unlimited that automatically grants all permissions for all tasks VIP Task Manager User Administrator File View Tools Help Task List Task Tree Calenda Resource List L iA Ss Be allak Roles a ee a GF GH r P Hame Select Resource List tab VIP Task Manager User Administrator File View Tools Help Task List Task Tree Calendar Resource List 3 amp amp amp isi ally vo Enter Name of Role and click OK When you create a role it is denied any permission by default You should grant each Role its permissions to manage Task Groups The permissions granted for a Task Group are automatically inherited by its Sub Groups and Tasks For Example if you allowed Team Member Role to view an
160. his template defines the view of the report Report options 58 oo Data sections KAE Gereral 2 Comments 2 v ee ee aoe 7 History l Attachments pak Custom helds O Notes Report options x B Daa sechons Se joo hd Gerea 22 4 Comments S eee oe e History lgl LI Attachments pai Custom helds Notes t gt i RTF fonnat emolates E Af auk sli User Manual 238 VIP Task Manager Pro Note e You can create your own templates go to the folder with VIP Task Manager product by default it s path is C Program Files VIP Quality Software VIP Task Manager Professional and put them into XSLT folder After that your templates will be available in Templates drop down list of Report options window 5 Click Build report button Report options gt lt Data sections mmj joo bA General 2 Comments d Assignments on History A Attachments aly Custom fields gt Notes ATF format HTML format Templates Default xslt VIP Task Manager Pro User Manual 239 4 2 Task Groups 4 2 1 How to create new task group There are several ways to create new task group 1 Click on New Group button on Task Group Panel toolbar or Task Tree toolbar Task Groups on Task List El 22 3 File View Tools Help Task List Task Tre
161. ick al Comments Notes P Perm sins a Resource Assignment dd Attachments io Task history To return Permissions panel to its default location double click on its title VIP Task Manager Pro User Interface 123 19 The In Progress Normal 24 09 2008 Gh Om Administ o OTH jm In Progress 10 25jasj2008 0h om Administra O o BE E EE SEE Eee ae HZ T as a 35h 15m a f Double click 4 ia 42 ES Resource Assignment 3 g Sa lai cad Permissions Roles Al view Edt Delete ing permiss gt a DenyiE a DenytE B DenyiE Marketing Se Deve E vene Der Deny Le 2 DenyiE 2 DenyiE 2 DenylE 2 Deny E Permissions Toolbar By default Permissions toolbar is located at left top part of Permissions panel Permissions Roles A View Ed I Developer Bt DenytE aN DenytE a Marketing Beery E ben A g a Team Member a DenytE a DenyiE E The following table describes each of the Permissions Toolbar buttons Description VIP Task Manager Pro User Interface 124 Tips v To display or hide Permissions Toolbar use main menu command View gt Toolbars gt Permissions VIP Task Manager Professional User Administrator NEVE Tools Help Toolbars iv Task List gs P
162. ields info Apply columns auto width Select columns that will be visible on Task Tree grid a Add or remove buttons to Task Tree Toolbar v To display or hide Task Tree Toolbar use main menu command View gt Toolbars gt Task Tree VIP Task Manager Professional User Administrata View Tools Help ii EI Task List Panels Task Tree Soe d ba Resource List v To move Task Tree Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need File View Tools Help Task List Task Tree Calendar Resource List thes oe e o o t t eEG a He M Filters Task Tree ek Fa Name ID v To take Task Tree Toolbar out its default allocation and vice versa double click on it VIP Task Manager Pro User Interface 56 Task Tree grid VIP Task Manager Professional User Eile View Tools Help Task List Task Tree Calendar Re Y Filters Task Tree gt My filter we Common Mame ID Status Priority By Date Date Range Date Create Date Last Mi By Resource OMWNer 4ssignment EI i 1 b Hip 1 Getting Started H 2 Defining The Project E on 3 Planning The Project ig Prioritize planned activities ig Make your project planning check m Appoint a beam member bo mare ig Carry out a Full risk analysis io Write down dependencies of all Chec
163. ign Center 4 Best Fit Best Fit all columns a 22 EJ Permissions I Usera l dministrator ml a al Sort Ascending a a I Sort Descending Clear Sorting Group By This Field w W Group By Box oe Remove This Column etl Field Chooser Align Left Align Fight 4lign Center 4 Best Fit i ahi M F Best Fit all columns gt Group resources by selected column gt Display or hide the space above Calendar grid that allows to group resources using drag amp drop method gt Display or hide Resource List Grid footer gt Display or hide Resource Group footers VIP Task Manager Pro User Interface 69 column ee gt Remove selected column from Resource List grid va Administra E gt Phone a Sort erd REEN l Sort Descending 7415285 Group By This Field A s Department Phone pia Customizat X gt Add or remove columns to Resource List grid Cnohimons Team member Team Member T o m Unknown Aion Right Align Center BTS Best Fit Marketing 7416459 Best Fit all columns Pee 3216595 Lo ht MM T re to group by that column E Mail Lee Resource Asal A Sort Ascending j doe unknown com A Sort Descending ee Clear Sorting Loo o F Group By This
164. ilters Current wO fe Common POUR ROCCE TO VIP Task Manager Pro User Interface 135 v To move Charts panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it OTP ETPT OTT EEPE TOU CEPT TE POPPI AEEA EEEE EEEE EEE ASAAN t F EJ Charts Complete Quantity v Averayv _ a John Doe E Paul Smith v To take Charts panel out its default location double click on its tab Charts DEJ Complete w Quantity v Averai Data Levels Greate Paul Smith Customize Chart Pie diagram O John Doe E Paul Smith Double click g Notes 2 Comments lez Task history la Attachments a x s Resource Assignment To return Charts panel to its default location double click on its title VIP Task Manager Pro User Interface 136 Doubleclick Job title Complete wv Quantity vo Averay _ Data Levels Resource eau Smith H Data Customize Chart Pie diagram E John Doe E Paul Smith i Notes 2 Comments on Task history Attachments 2 Resource Assignment Charts Toolbar By default Charts toolbar is located at the left top part of Charts panel Charts EJs ie as Complete e Quantity vw Avera _ _ Data Levels Resource Faul Smith Customize Chart Pie diagram COMPLETE Quantity O John Doe P Paul Smith
165. ions individually Permissions Task List Task Tree Calendar Resource List my oc G amp w amp ft il i Change Status Y Filters Task Tree Roles Geny View Create ie io Company Team Leader Allow By Parent al Derny By Parent av E 5 Project E Team Member L Allow ayy Deny By Parent El Stage 1 Administrator an Allow By Parent af Allow By Parent Highlight a Task Sub Group Select a cell and click on Deny button Alternatively if you need a Sub Group or a Task to inherit permissions from its parent Task Group you can cancel its own permissions VIP Task Manager Pro User Start Up 12 Permissions e Highlight a Task Group or Task e Select a permission cell Inherited From Parent Beate e Click on Inherited From Parent button Team Leader Dery A Deny Bu Parent a Allow a Deny Bu Parent Administrator al Allow By Parent af Allow By Parent Note You can grant the same permissions to several Roles at once if selected appropriate cells Permissions DEJ Roles A View es oe a Fleet g Setting permissions Team Leader A Dery Dery By Parent Dery By Parent Beets O Deny By Parent i Allow Deny By Parent Dery By Parent Denby Parent 2N Deny By Parent Administrator af Allows By Parent 2 Allow By Parent Allow By Parent Allow By Pare kja Allow By Parent VIP Task Manager Pro User Start Up
166. istrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator VIP Task Manager Pro User Interface 60 3 5 Calendar View Calendar Toolbar By default Calendar toolbar is located at the left top part of Calendar view 3 File view Tools Help Task Lis List Task Tree ST List The following table describes each of the Calendar Toolbar buttons a no oee OOO a Ce e feere Oo f n peren CE e enmeno E e a Mili C a ea OO O emoa VIP Task Manager Pro User Interface 61 EE TT Add or remove buttons to Calendar Toolbar Tips v To display or hide Calendar Toolbar use main menu command View gt Toolbars gt Calendar VIP Task Manager Professional User Administrato Eile WEYA Tools Help enn Toolbars d a Task List d a Task Tree Panels Columns d v Resource List iiil aenga Cae Marh s i q September 2007 Filters Task List Ee es ee nf Filters Task Tree Calendar s27 z0 29 30 31 1 v To move Calendar Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need VIP Task Manager Professional User John Doe DataBase 192 168 0 9 C Program Files WIP Quality Software W File View Tools Help Task List Task Tree Calendar Resource List
167. it w oo oo os oo a Planning The 98 Created 0 High 15 03 2008 Oh 45m Administra 18 03 2008 John Doe Planning The Created 0 H Mormal 16 03 2008 Oh Om Administra Planning The Completed High 19 03 2008 Sh Om Administra 18 03 2008 John Doe Planning The aber i a High ios eooe bre idroiiste a gt pamane 7 Oh Orn Administra 35h 15m By Tahoma va fe AF T 1 Getting St _ ersion of the application re in a shared folder and unzip tt 1 Download the lates 2 Save zip file somem 1 Getting St 3 Close the application fn each PC in the network 4 Install the latest version on each PC from a shared folder Z 6 Restart each PC in th network 1 Getting St 6 Start the application orgthe first PC 7 Update the database the application will automatically back up your old database The backing up process may take some time s0 please do not abort thd process T Getting Fels 8 Start the application on ther computers in the network 1 Getting St we a Task history 9 Notes d Atkachments 47 Permissions 2 Resource Assignment lt v To take Notes panel out its default location double click on its tab 35h 15m EJ Notes e Eg e Bo uE BBY T Microsoft Sans Se M OE Task 19 Write down dependencies ofall activities T Al Make sure that you linked tasks in the correct order and d didnt overlooked any dependencies
168. ity roles resources and workflow into one common database As program Administrator you can change these setting anytime and permit other users to change them if there is a team that manages your company workflow Company activities should gather logically related tasks into task groups Your company may have process project product client etc oriented activity so you should decide which way is better for your company Task Groups DEJ Task Groups DEJ o D7 Gs 3 mi F Gy oF of Fa ac er of fa mo a q q Ege Company mia Company io Production 0 ov Start Up Project 0 Sales U Stage 1 U io Marketing U ion Stage 2 0 ion Customer Service U io Stage 3 U ov Technical Suppor U ov Launch Project 0 ion Accounting 0 ion Stage 1 0 ion Human Resources 0 ion Stage Z 0 io Administration 0 ion Stage 3 0 Process oriented Project oriented Task Groups DEJ Task Groups fe 2 ES o oe Gy 3 o o Gy or ow GE a or of oS ao L q E q E Company a IBM Wall Mart io General Motors Boeing Ser I io Shower Gel ion Orange Aroma ion Lemon Aroma Apple Aroma ior Coca Cola ion Procter amp Gamble ior McDonalds AIG E ion Shampoo ion For Men or For omer For Kids D OOo oO oO oO Oo A D Z Co C co co co co Product oriented Client oriented The parent Task Group is created by default and has a name of the database file You can rename it if you want
169. ity ae nc nectar canna 3 Right click on required task on Task List Task Tree or Calendar grid and select Decrease Priority Increase Priority from drop down list Info Name Status aa New Task Ins g Edit Task F4 ies Delete Task Fa Duplicate Crrl D 56 CF Shif Ctrl U Filter Aea d 4 Select required task and press Shift Ctrl Up Shift Ctrl Down keys To change the priority of several tasks simultaneously select each of them while holding Shift key and change the priority using one of the ways mentioned above VIP Task Manager Pro User Manual 147 4 1 5 How to set change task group To set task group select the name of required task group from Task Group drop down box in New Task dialog and click Ok button while creating a new task Hew Task a History es Custom Fields gt Watch List a General Reminder Resources fil Attachments Note Name Develop a business plan ge Comments Que Date Planning The Project J Monitoring The Proje 21 1 Closing Down 10 10 John Doe i 1 Start Time 17077 a Ok Finish Time eee eer DateTime To change task group follow the steps 1 Open Edit Task dialog and select the name of required task group from Task Group drop down box 2 Click Ok button E
170. k on button at its ri ght bottom corner e To maximize the panel click on button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 129 3 17 Roles Panel Roles panel features tools for managing roles and assigning them to resources By default Roles panel is located in the left part of Resource List view under Resource List Toolbar VIP Task Manager Professional User Administrator Dat File View Tools Help Task List Task Tree Calendar Resource List i Mame Ernst Meizvestny Developer Ivan Susanin l T 3 Marketing Joe Ef k Sales manager John Doe Team Leader l Jonh Lennon Team Member Kirkorov Unlimited Klinton Tips v To display or hide Roles panel use main menu command View gt Panels gt Roles VIP Task Manager Professional User Administr File Hen Tools Help TaskL Toolbars gt andar Resource List a B o tkt ours Columns Y Task List Filters oo Task CISt aruups p ii Task Tree Filters IE La da W oF e S Calendar Groups Lal oe Company o R E E Starting ae i v Calendar Filter Planning projed Al Calendar Date Navigator i Developing Prcl S Notes ES comments 2 Resource Assignment A Attachments SY Task List Filters Task history Ea Permissions a Curent AE R
171. k the project by the milestor Make a Gantt chart to monitor th Filter your project For slipping tas igi i i je Estimate how much time each act ie Identify activities that have to be jo Make a communication plan and c ig Make a milestone plan For the ste fg Set a realistic deadline For the pri m Group tasks under different cate i List all the activities in work breal Eir 4 Monitoring The Project ig 5 Closing Down John Doe fe 16 25 4 19 29 ef 26 20 Zl ee ee Status In Progress In Progress Completed Created Completed In Progress In Progress Created In Progress Completed 23 0 Created 23 08 Created 30 2 Created 13 9 Created 17 36 Created Info Complete Assigned me5 John Doe 5 John Doe nb Oe Hem O S EA John Doe ea Oo j 10 O gt 0 Ivan Susanin O Joe Black O John Doe O John Doe Priority AE Urgent cE Urgent Highest High High a Normal t Normal tj Normal t Normal t3 Normal a Normal t4 Normal S Normal 3 Normal Low Due Date 11 03 2008 18 03 2008 26 03 2008 20 03 2008 19 03 2008 27 03 2008 24 03 2008 2 03 2008 25 03 2008 25 03 2008 18 03 2008 25 03 2008 27 03 2008 18 03 2008 od fosi2008 Owner Date Last Modified All of Sub Tasks Sub Tasks 28 03 2007 10 44 Administrator 28 03 2007 10 52 6 Administrator 12 04 2007 14 00 g Administrator 23 03 2007 10 52 15 1 Administra
172. key VIP Task Manager Pro User Manual 206 Edit custom fields Hellt Edit F4 6 Code Type Required Filtering Grouping Active Quantity lef quantity Integer price cf_price total o cftotal Float timedelivery ch tinedelvery Time To delete custom field select it and click on Delete button on Edit custom fields dialog toolbar or press Del key Edit custom fields Delete Del Code Type Required Filteting Grouping Active och quantity Integer jclprice eee mi Float P a cf total Float cf_timedelivery Time T To move custom field select it and click on Move Up Move Down buttons on Edit custom fields dialog toolbar Edit custom fields Title Move Down Code Type Required Filtering Grouping Active Quantity cf quantity Integer ct_total i LI Oo timedelvery ch timnedelyvery yok VIP Task Manager Pro User Manual 207 4 1 27 How to enter custom field values of the task To enter custom field values of the task use following steps 1 Open New Task or Edit Task dialog 2 Select Custom Fields tab 3 Enter required values by using the keyboard or up down buttons or select custom field values from predefined drop down list according to the type of the custom field 4 Click Ok Edit Task 132 hal General t0 Reminder 2 Resouces di
173. l Daily Weekly Monthly Yearly Every Weekday or enter required day interval Set task recurrence start date using Start drop down box or keyboard Set task recurrence finish date it may be unlimited after required number of recurrences or exact date Edit Task 1960 22 Comments S Watch List b History es Custom Fields Reminder Resouces i Attachments ISF Note Priority Task Group Online Team w Estimated Time Actual Time 0 minutes t workflow Status g In Progress Que Date VIP Task Manager Pro User Manual 157 Edit Task 1960 x Comments de Watch List a History Custom Fields a General fo Reminder Resources Al Attachments gt Note Edit Reccurence Event time Stark 10 01 End 10 31 Duration 0 minutes Recurrence pattern o minutes 10 minutes Daily DE ao d 15 minutes ee to a 20 minutes Weer 30 minutes Q Every weekday are Monthly 2 hours Yearly Range of recurrence No end date Stark 23 07 2007 Ww End after Occurrences C Endby 23 07 2007 s Remove FEecCUFrence Aecurence pe wE Cancel To cancel ta
174. l 142 T TASKS aeon A E O E eatecyee wtiemameeueecacaemenivese 142 How t create a new GAM ccteycers caso eeattacsctaneceecneesecnatacnsncuaseaeseseeatesiuabanaeecseoneces Enea E eA ra naa iaar aadar aiaiai 142 FIOW to edita 1aSK vesvecesassnccteceacadeceseteceacersiedecssstesneeessnstaiesetnsscneeeceucsesnixsncedennaversiconsstoaessenecstdszeveetedsonenssseeecuedveccecaseastvenecs 143 Howto delete g ASK eE ts es ecw nese E E E E EE EE ASAREE Er 144 How to set changetask OMA Y oe secassoccesptceesnacecesivexsewaesotaseonsdizenshwadectasecsssiversaacnaseatyecesiussaswedneveavenaasudsedastebeuenscboseessenis 145 How to SOU CANOE SASK Cl OU Deco ssestsdescanceceecinsssesd ca vissendcennsaseeceetaranedcecasesscdesdusavatecancebesdcasucecnencerencesasszeeapaiescenecteuseseeces 147 How to set change task Estimated or Actual TIMG 00 0 cj titi i ninn innit ene 149 How to SEU CIAMOG TASK Sia soi cptccachenaccencstececdeweuseccacscceuserseucensnesstsaphsusceecsavatconetensesnsacssnesasecdoncuanaaanensseseedonteseeochenacens 150 How to Seu Change taSK DGB Ate is coccccpcceectasscesnavesseveesctssedsseacsasswensctasedsssadstanavenweuspscbastiiecswooteuseteuastdsesneiebeusetesesyenseans 152 How to set change task Campletion 0 0 ee iin i in iin i ini ni i niente 154 How to set change task Start and Finish Date 0 0 0 0000 ceee ene iii i nin nnn ieee eee 155 How to set t sk GUNN E sicrie aa a a iadaaa ancosaaachesssbskasseebe
175. lbars commands and program options via Customize window Planning The Ss b mo oer aiaz ons Oh Om Administrator a 2008 OhOm Administrator arn poet ononon ven Senin z me monas ps on ionamin froen P homfotnpos 25706 joek a 28iosja0ms moea mmen O ionos o hooho eaka T Task List Task Tree Rename Resource List Calendar Delete Filters Task List Filters Task Tree Reset Filters Calendar Ill T Uy Uy Uy Uy 0 Uy 07 0 WII Task Groups on Calendar view ey i aa ance zoman oeme Attachments Notify Events Roles click L Getting S ernst teeven OO opret O ever O Dimasen ede LGettings Q we nin 1 Getting 51 d comments Notes p gt Permissions 2 Resource Assignment dl Attachments o Task history e To close the panel click on button at its right bottom corner VIP Task Manager Pro User Interface 109 e To make the panel auto hidden click on button at its right bottom corner e To maximize the panel click on El button at its right bottom corner e To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 110 3 13 Attachments Panel Attachments panel features tools for adding opening saving and deleting attachments By default Attachments panel is located at the right bottom part
176. le click on the space near Notes panel s toolbar allows managing toolbars commands and program options via Customize window Goa oe ee MOTE Ora Toolbars gt Task List Task Tree Resource List y Calendar Filters Task List Filters Task Tree Filters Calendar Task Groups Task Groups on Calendar view Motes Attachments Notify Events Roles 2 Save zip file somewhere in a shared folder and unzip it tting SI 3 Close the application on each PC in the network 4 Install the latest version on each PC from a shared folder 5 Restart each PC in the network tting SI 6 Start the application on the first PC Oh Orn Administrator Oh 10m Administrator Oh Om John Doe Oh Om John Doe Oh Om John Doe Oh Om John Doe Oh Om John Doe Oh Om John Doe 35h 15m Tahoma w g Joe Black 29 03 2008 29 03 2008 Joe Black Joe Black John Doe Joe Black John Joe Black John 29 03 2008 Joe Black Double click T Update the database the application will automatically back up your old database The backing up process may take some ins tting SI nel 25 Comments HES Notes Permissions 2 Resource Assignment d Atbachments o Task history e To close the panel click on button at its right bottom corner e To make the panel auto hidden click on button at its ri ght bottom corner e To maximize the panel click on button at its right bottom corner e To return the panel
177. licate Chri D Define areas be a Change Status ei Describe what Ap Lg Increase Priority Shift Ctrl Up Specify responsibility ig Decrease Priority Shift Ctr Down Think who should be i l ink who shou 2 oe eT Ensure each team saii r s Form a group of H Move to archive F Hold a meeting with 3 Make your project E 7 List all the activities ir PPan A Write down Group tasks under ae eon Estimate how much i eee sta Note To select several tasks simultaneously click them while holding Ctrl or Shift Gf the tasks are one by one key 16 Check data section you want to be sent with the task VIP Task Manager Pro User Manual 224 General task name priority task group Setting parameters for sending tasks via E Mail fx this task belongs to Estimated amp Actual Time Workflow Status Complete Due Date Start amp Finish Date Assignments the names of resources selected task is assigned to fou General Attachments the types names and H Assignments descriptions of attachments of selected E Z Attachments gt Notes task 2 Comments Notes notes of selected task BHE Histon Comments comments of selected task S Custom fields History a history of task changes Custom fields names and values of F Also send attachments custom fields selected task has Tips ojo To quickly select all data section
178. list Name ID Info SHer Purchasing S lqutains OOO oo l ee eee aosan 1 LS Duplicate Chri D OR Duplicate Ctrl D Filter b Drag a column header here to group by that column Filter Restore from archive Restore From archive gt Expand All OR SU 9 0 30 107 30 440 Mi Print task s VIP Task Manager Pro User Manual 210 4 1 29 How to duplicate the task There are two ways to duplicate the task 1 Right click on required task on Task List Task Tree or Calendar grid and select Duplicate from drop down list Be AREER EESSEEEEETE RSSEBEEEE ES estiettt Discuss action oe l mm ig New Task Ins F Call the mana i le Edit Task F4 Attend th i ihain Delete Task Fa Duplicate Chri D Dal re rar IFForn o Faol g Change Status d 2 Select required task and press Ctrl G keys VIP Task Manager Pro User Manual 211 4 1 30 How to create links to the tasks from other applications To place links to the tasks in other applications use following steps 1 Open the application where you want to create a link e g Microsoft Word Excel Outlook or other mail client 2 In the place where you want to insert the link create a hyperlink that has following form viptm tid lt task ID gt e g viptm tid 10 Edit Mail Message gt john yahoo com Fm UrlLink Text viptrastid 10 i a gt
179. lters Task List gt Current v w ar Task List grid Current filter Task Group is any of i3 Planning The Projecti Drag a column header here to group by that colurnn Mame Status ka Complete Task Group Make your project te In Progress i 5 Yo 3 Planning The I Created 0403 2008 Oh 30m Administrat 18 03 2008 John Doe 3 Planning The Created T High 18 03 2008 Oh 45m Administrat 18 03 2008 John Doe 2 Planning The s Completed moe gg High 19 03 2008 Eh Om Administrat 18 03 2008 John Doe 3 Planning The te InProgress P 25 d Urgent 11 03 2008 Oh 50m Administrat 11 03 2008 JohnDoe 3 Planning The J Created 27 03 2008 Oh 10rn Administrat Joe Black 3 Planning The 35h 15m Right click on the task allows to carry out following operations gt Create a new task gt Edit selected task gt Delete selected task VIP Task Manager Pro User Interface 48 Mame Status Complete Prior gt Make a copy of selected task Develop a business E gt Create next recurrence of the task Tear o a he ins i gt Change the status of selected task eer Pea en Edit Task FA gt Increase selected task priority Gy Delete Task F gt Decrease selected task priority E i gt Select and apply existing filter to Task List grid Consult a finance ai ae gt Clear all filters on Task List grid Write project defini gt Move selected task one position down in Task List grid Send project defini Change Statu
180. main menu command View gt Toolbars gt Comments VIP Task Manager Professional User Administrato File YEN Tools Help Task Toolbars i v Task List iv Task Tree Columns l iy Resource List or Tas DAN v Calendar at E oY ep et a Fiters Task List wf Filters Task Tree i Panels ao oe 2 ide Sa Filters Calendar A ae Purchasing P Task Groups ae me we Task Groups on Calendar view oj v Produch E By Supplie a ja m E By Date uk Attachments iH ge Requisition List Notifications Hg Quotations cal Roles w Permissions Hee Orders ge Invoices Resource Assignment Y Task List Filters Comments eee m Charts VIP Task Manager Pro User Interface 100 v To move Comments Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Comments EJ Administrator at 12 04 2007 13 02 Please do this task as soon as possible i John Doe at 12 04 2007 13 03 z v To take Comments Toolbar out its s default EEE aad vice versa double click on it Comments Administrator at 12 04 2007 13 02 Please do this task as soon as possible John Doe at 12 04 2007 13 03 Double Comments click missio cant do this task nov j John Doe at 24 05 2007 13 51 It s very im
181. meeting with all concerned 1 15 o i 2 Defining The 28 03 2007 10 52 te In Progress 0 W in Progress 2 Defining The 28 03 2007 10 52 69 Make the calls 0 32 Draft 2 Defining The 11 06 2007 14 08 70 Discuss the marketing olan 0 ra Draft 2 Defining The 11 06 2007 14 10 19 drag amp drop o Creator Task group lo data to dis m Resource Assignment ces Name Department C Administr W JohnDoe ma Unknown L _ Ivan Susanin guide i l Ernst Neizvestny Development Il Joe Black a Paul McCartney Development pe Notes 2 Comments 2 Resource Assignment le Task history 1a Attachments VIP Task Manager Pro User Manual 161 4 1 14 How to attach files or links to the task To attach files or links to the task use the following steps l 2 3 4 gt Open New Task or Edit Task dialog Select Attachments tab Click ck New attachment button or press Ins In Edit Attachment dialog select File or Link from Type drop down list to attach files or links correspondingly Enter file path or link URL into URL entry field or choose required file manually by clicking on button Enter required description to the attachment in Description entry field Click Ok Edit Task 99 5 2 Comments watchlist we H story Custom Fi
182. ments ES ier Quotations o Task history Hir Orders ye Permissions GigE voices e Y Task List Filters v To move Notifications panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 85 Pee n nee ere en nn ee nes a O Estimate hory much time 3 Planning The be In Progress a id oy t Horm partment of iFications Task group 1 Getting St Creator John Doe Date Created hse approved by senior mz 12 07 2007 13 37 71 et the busines ASS CEU o E A A URL t the busines c has been de chas been deleted et the busing case approved by senior me 12 07 2007 13 96 54 JohnDee 1 Getting St gff deleted et the business ca t has begti deleted et th business case approved by senior mz 12 07 2007 13 29 57 bHehn Dee _ 1 Getting st J eonen a TEER AL ompress SN 0 v To take Notifications panel out its default location and vice versa double click on its title Sere eee eer ree ere er reer reer rr rer rrr errr rrr er reer reer errr Co 3 Planning The Created D Planning The Completed 0 By Resource Notifications Title Date Created Y Creator Task group 65 Get the business case approved by senior ma 12 07 2007 13 37 21 John Doe 1 Getting St 6 Get the business case approved
183. mi Bu Dara AP Aiai PRo Darel HO Marias Os 4 alles Darant Left click on Roles column header allows to sort roles in ascending or descending order Roles i a i ales manager eam Leader eam Member Deny By Pare B Deny By Pare i Deny By Pare Et Deny By Pare DenyviBy Pare a DenyiBy Pare aN DenyiBy Pare A llea O I Mi w Deny By Pare I fo e eT re Mae Right click on Permissions grid allows to carry out following operations Task 62 Filter your project for slipping tasks Inherit permissions from Roles Hie E Delete parent role Developer aks Pare OO Deny bare O DenyfBy Pe t Y Grant selected permission Marketing aE to corresponding role Sales manager Fi Becam ie v Deny selected permission Team Leader 7 to corresponding role Team Member PEY AOS J 2 Deny By Pz linlimikerd Bll Ai Pare Elia Rar Pare f Bll As Pus 2 By dragging columns header border you can change columns width Developer a DenyiBy Pare a Deny By Pare a Marketing B Deny By Pare 8 Deny By Pare 2 Sales manager i DenyiBy A O Deny By Pare a Team Leader 8 Denvi6y Pare C Deny By Pare Teammember 87 benylBy Pare 2 Deny By Pare Lita i HA Tips e Double click on the space near Permissions panel s toolbar allows managing toolbars commands and program options via Customize window VIP Task Manager Pro User Interf
184. n the Task is Completed by assigned Resource it can be Verified by Owner or Supervisor VIP Task Manager Professional User A Toals Task List 4 Custom workFlow io 7 a 4 Senora oo Task Eeepc E b Company 0 3 EH Marketing 2o 6 b Development 1 1 b Quality Assurance Oo 0 a Select Custom Workflow in menu Tools Each company has its own workflow so you can create your own Task Statuses as well as create multiple workflow for different types of Tasks v Edit Workflow aa tl tA Hew workflor Active Name Complete related Complete Notification YFSML status Det m e e O On ain S Created 0 Completed 100 On Ok 3 Click on New Workflow button Created In Progress 1 997 On Open Cancelled On Cancelled Vertied C n Hone Color Image VIP Task Manager Pro User Start Up 16 New workflow Name Article Writing Active Enter Name and Click OK Give a name to the status and decide whether Task Status is connected with of Task Completion For example if you create Half Done Status checked Complete and selected Strong Value 50 each time you change Status of a Task to Half Done the in the Complete column of Task List and Task Tree view will be changed accordingly to 50 You can set a font color and image bmp 16x16 px for this Status If you import a database from VIP Team To Do List you can associat
185. ns Notifications 3 es Ge gt Mark all As Read fShift ctrl 03 Date Created Date Created 1848 Wants to take part in the orchestra 8 15 2006 11 00 AM I 1848 Wants to take part in the orchestra 1814 Ordered a march 6 1 6006 10 58 4M 1814 Ordered a march 15 2006 10 58 4M 1797 All the songs should be about love 61 6006 10 58 4M 1797 All the songs should be about love 61 64006 10 58 4M 1780 Try to omit the rhymes tonigh so right miss kiss oT 5 2006 10 56 AM 1780 Try to omit the rhymes tonigh so right miss kiss oy 15 2006 10 56 AM 1763 Leave more music writing for outsourcing 6 15 2006 10 55 AM 1763 Leave more music writing for outsourcing 6 15 2006 10 55 AH 1746 Reduce time to 2 minutes for a song 15 2006 10 57 4M 1746 Reduce time to 2 minutes for a song 15 2006 10 57 4M 1729 Translate songs into native languages 6 15 2006 10 47 AM 1729 Translate songs into native languages 6 15 2006 10 47 AH Select a Notification and click on Mark As Read Click on Mark All As Read Also users can filter Notifications to display those you haven t read yet or display only those Notifications that belong to a highlighted Task User Start Up 30 VIP Task Manager Pro Notifications Notifications Date Created LE nien MEETER TEE o Begane al ea 1848 Wants to take part in the orchestra 6 15 2006 11 00 AH 1763 Leave more music writing for outsourcin
186. nt button double click on this attachment or press Ctrl O key e To save attachment to your hard drive select it and click on C Save Attachment File button or press Ctrl S key User Manual 163 VIP Task Manager Pro 4 1 15 How to add notes to the task To add notes to the task use following steps 1 Open New Task or Edit Task dialog and select Note tab or go to Notes panel 2 Enter the notes 3 Click Ok button in Edit Task dialog or Apply button on Notes toolbar Edit Task 1 2 Comments Watch List History g Custom Fields General 4 Reminder 2 Resouces dl Attachments 2 Note E template it will save your time in the future ZAIELA OR ata my EF 7 U ml TESSAN En kaii ka z Task 1 Develop a business case for the project Make a standard business case template it will save your time in the future Notes Comments e Task history dl Attachments g Permissions e To insert current date amp time into the notes position the cursor in the required place of Notes panel and press F5 key e To create your own text design use Note tab toolbar in New Task or Edit Task dialog or Notes panel toolbar e To preview task note section create and edit your own print design click on Print Preview
187. ntacuscaanincetiaeaensepnacnie 156 How t S t task MOM cose che acsienecieoceueacacensenansctaseneeneapsotasyenssixsqutwonsctasecsssinerssacnqeentueeasiasaaenunaceotedsentcsasevasauewansceaseesseses 158 How to assign the task to particular re SOUrCe S c ceeeeeeeeeeeeeeeeeeeeeeeee eee eeeeeeeeeeeeeneenae sas nnnnnnnn nnmnnn nnmnnn nnnm nnn 160 How to attach files or links TO ARG TASK ccs cen ssecinacenceewaseieseaivnevendiwaniceseauesevasenisessendedvestustaicunisveuteunstdacnncesdeianseeeasdasais 161 How to add notes to Ihe eas i seinci deuevanedcevacevcsusexssssducavetsecvinsnsansceudecdenevesenczenccededdsecsnaeecnesedes 163 How to add comments ta the taSk snsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nenn eee eee 165 How to group CAS MS eea E e ea e EEE E ai Eear EEN rair 167 How to rack task TN ceo oe ooccse tesa nc eeagec ensue seeren arane Ekaina Dra E EEE EAE ESEA E aped REESEN EEEE ETERS AD 169 HOWTO SOS ES e E e E E E 170 BOW o E WAS IS E E E E 172 How to exon taS 6S iie aaa aa Ee a E EE E E e ara 182 How to set task changes notifications snsnsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 183 How CON CO TAS ES cer secs ecedvsrcath on ntcatncosceansacbenatcescennsvssatheyvatensatencennacasenatnsea ouconcaucne sstatnenncsccnacusceanhneatuanctessepnaenis 184 FIOM TOP OUI 1 So E E E 185 How to create NeW task WOrkKELOW cceseeeeseeeeeeeeeeeeeeeeeeananseeeeeseeeeaeenoeneansas
188. nts Import contacts 9 Check the data groups from Outlook groups section to import from Outlook tasks journals appointments contacts and click Ok button Import Outlook options Import into 1 Getting Started we Import uncompleted tasks only Divide tasks into groups T asks Joumals etc Dont import attachments Don t import tasks that were imported before Import tasks Import journals Import appointments Import contacts 10 MS Outlook asks your permission to access its e mail database Check Allow access for option select time interval from drop down list and click Ok button VIP Task Manager Pro User Manual 235 4 1 35 How to assign a task to its owner by default You can set the program to automatically assign newly created task to its owner This will work only for task groups that don t have default resource how to assign a default resource to tasks within certain task groups To assign a task to its owner by default use the following steps 1 Goto main menu command Tools gt Options VIP Task Manager Professional File View Suite Help Task List T Custom fields v e m e e e e e e a Custom workFlow E f 1 fread O Attachments ieee Global Hotkeys Task List and Tree L Automatically load program on Windows startup Sounds ae Run program minimized Minimize to tray Format Esti
189. nu of Task List Task Tree and Calendar grids To edit workflow name select it and click on Edit Workflow button on Edit Workflow dialog toolbar 4 Edit Workflow J Active Name mplete rela Complete Yotificatior ML stat Color Image Value Default Approved 1 99 On Created g M y work flowy PE Err RTI 7 VIP Task Manager Pro User Manual 201 To delete workflow select it and click on Delete Workflow button on Edit Workflow dialog toolbar Edit Workflow EOE EE Delete workflow Active Mame Complete related Complete Notification VReML status Color Image Halidon FO On Created My statu m 1 994 On Created My workflow Bl VIP Task Manager Pro User Manual 202 4 1 26 How to create a new task custom field Custom field of the task may have one of the following types Integer String Date Time Date amp Time List Currency Float Duration To create a new task custom field use following steps 1 Select main menu command Tools gt Custom fields File view BEEE Task List 7S iene te Lis E Custom workflow g os 7 N y Options 2 Click on New button on Edit custom fields dialog toolbar or press Ins key Vv Edit custom fields New Ins lle 7 Code o Type Required Filtering
190. o Ernst Neizvestny Joe Black Created 3 Planning The Completed 26 03 2008 Oh Om Administrator Group tasks under 3 Planning The 18 03 2008 Oh 45m Administrator 18 03 2008 John Doe Backstreet boys Write down 3 Planning The Completed 19 03 2008 Sh Om Administrator 18 03 2008 John Doe Goals i Plannin Ceoakod MUNIN a oth fire udeainicty akor L Y Filters Task List z s lt gt Current Identify activities that 3 Planning The z Completed is Normal 25 03 2008 Oh Om Administrator Make a communication 3 Planning The Created t Normal 18 03 2008 Oh Om Administrator Filter your project For 3 Planning The Created 64 Normal aainalanna 24h Nm v To take Task Groups panel out its default location and vice versa double click on it j ZF Company E o ig o o 1 Getting 2 Definin 3 Plannir 4 Monito 5 Closing John Doe Ivan Su Ernst Mei Joe Black Ardministratnr VIP Task Manager Pro User Interface 74 Task Groups Toolbar By default Task Groups toolbar is located at the top part of Task Groups panel o Task Groups on Task List view E 48 Eg Sor Fen Compan 1 Getting Started gp 2 Defining The Proj 18 og 3 Planning TheP 28 G i 4 Monitoring The Pr 21 3 A o 5 Closing Down 10 a o John Doe aa wr van Susanin
191. oCo Coe CoeD Coe Coe Coe Coe CoeD Coe Coe Coe Coebeoel Soe SoeD Coe Coe Coe Coe Coe CoeD Coe Coe Coe Coe CoeD Coe CoeDeo BANNAN eb CoelSoelCoel Coulee PEIES ieee Coe Coe Coe Soet oe Coe Coe oe eee Coe Coe oD Coe Coe Coe eee Coe eee Coe Coe Coe CASED Coe CoeD Coe CoeD Coe CoeD Coe CADE CoD Coe CoD Coe CoD CoD CoD CMeD CoD Coe p rang nesnasr nan neencanasnnae oa SEEGER RSIS RSS aia SS E a u h tine 3 Planning The p In Progress P 25 03 2008 Oh Om Administra a E z E z jenna Creator Task group amp Name Department Job title i Doe 1 Getting St F Administrator 7 gehen ink CO Ernst Neievestny velopment Developer O aoe Blk tink S C Paul McCartney 0 Devepprment Developer all 0 Jonhlennon OOO o Ringo Star Team m ter a Task history EE Motes d Attachments p Permissions 4 Resource Assignment v To take Resource Assignment panel out its default location double click on its tab Resource Assignment le Eg a a a a A ial eee F Mame Department Job title A Administrator O iivan Susan guide tide C Ernst Neizvestny 0 E oe Black C Paul Mecartney o C fonbtenmom ii a Comments a Task history ee Nokes P Permissions 2 Resour enmen d Attachments To return Resource Assignment panel to its default location double click on its title VIP Task Manager Pro
192. of application window Attachments 4 Ed cates a es Task 23 Make a communication plan and communicate it with all concerned Type Name Description Link Camy projecthcommunication plan doc Link http ie Faskmanagementguide cor Link http ie Faskmanagementsork com Notes Comments Resource Assignment dl Attachments J Permissions Tips v To display or hide Attachments panel use main menu command View gt Panels gt Attachments VIP Task Manager Professional User Administrata andar Resource List l Task List Groups lI Columns Y Task List Filters Y Tase ree riers Task Tree Filters Current wt a Calendar Groups dame Common s j Y Calendar Filter Mame ID E Calendar Date Navigator mgp titi Status E Notes sven gt ma Priority Comments ai rice Actual time Resource Assignment otal Estimated Ti PAR Attachments By Date if ol rice Date Range r P nka v To move Attachments panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 111 meee Steet ieee Metal ee Stanek cremate oer os ian are sehen Pt w a E enama a i T r activities tha eT A aa k e P
193. olbar or press Ctrl Up Ctrl Down keys Alternatively select required task group on Task Groups panel and click on Move Down Move Up buttons i Task Groups on Task List E 6 IS on Company gone og je 1 Getting Rc q Z Defining The Pre 19 19 CH2 Planning Thel 28 28 VIP Task Manager Pro User Manual 246 4 2 6 How to assign the resource to receive notifications of task group changes To select the supervisors for task group use following steps 1 Open New Folder or Edit Folder dialog 2 Select Watch List tab 3 Select required resources 4 Click Ok Edit Folder w General 2 Resources e Note Watch List List of supervisors E Administrator John Doe Paul 5 mith g Custom Fields Tips ofo To quickly select all resources in the list click on Check All button oo To quickly clear the list of supervisors click on 9 Uncheck All button VIP Task Manager Pro User Manual 247 4 2 7 How to set custom fields for the task group To set custom fields for the task group use following steps 1 Right click on required task group on Task Groups panel or on Task Tree grid 2 Select Custom fields options from drop down list Task List Groups 4 Ed pepeg 4 lt Set Filter L Reset Filter m New Task Ins o gt New Chrl G
194. ome Page Enter license information L i e About option allows users to get information about product version and software company e Home page option allows users to open product home page in default Internet browser e Enter license information option allows users to enter the path to license file in order to register the product VIP Task Manager Pro User Interface 45 3 3 Task List View Task List Toolbar By default Task List toolbar is located at the left top part of Task List view Eile view Tools Help Task List Task Tree Se TEE List 7 ar cl F T TO Task List Groups Gl Current Filter Task Group Starting projecty ell a de ce A The following table describes each of the Task List Toolbar buttons Shift Ctrl as Shift Ctrl Up Increase task priority Move the task one position up button is available if Manual sorting Ctrl Up l l button is activated Move the task one position down button is available if Manual Ctrl Down sorting button is activated RS Refresh the tasks on Task List grid Always expand all task groups when the tasks are grouped by any column ji Expand all task groups when the tasks are grouped by any column available if Always expand is not activated VIP Task Manager Pro User Interface 46 Collapse all task groups when th
195. on on each PC from a shared folder 6 Restart each PC in the network 6 Start the application on the first PC T Update the database the application will automatically back up your old database The backing up process may take some time 20 please do not abort the process L Getting S 8 Start the application on other computers in the network 1 Getting St 1 Getting St 1 Getting St 1 Getting St 1 Getting St Comments a Task history JS Notes al Attachments 47 Permissions 2 Resource Assignment Tips v To activate Notes panel select required task and press Ctrl Alt N hot keys v To display or hide Notes panel use main menu command View gt Panels gt Notes VIP Task Manager Professional User Adminis File p Task L Toolbars endar Resource List g Task List Groups Columns y Task List Filters Task cst sroups F Y Task Tree Filters o gt G Co d l Calendar Groups Calendar Filter Ja Ee Fai E Gla ee Sa Eh Purchasing E Calendar Date Navigator Shige Purchasing Plat we By Product i By Supplier oF io By Date Comments 2 Resource Assignment v To move Notes panel drag it and drop where you need There must be a gray frame that shows panel s VIP Task Manager Pro User Interface 91 future location while dragging
196. oney Developing pro a Task Groups on Calendar View al Motes za Attachments SY Task List Filters 6 crosshair status drag and drop it wherever you need a Roles F E PRR Developer ag Marketing ag Sales manager al Team Leader ag Team Member E unlimited Y To take Roles Toolbar out its default location and vice versa double click on it VIP Task Manager Pro User Interface 132 Roles Grid Developer Marketing Sales manager Team Leader Team Member Unlimited Sales manager Team Leader Right click on Roles grid allows to carry out following operations noes Mame fk d Marketing on New Role Sales manage all Team Leader lh ey al Team Member 9 Delete aoe Unlimited Tips v Create a new role v Edit selected role v Delete selected role e Double click on the space near Roles panel s toolbar allows managing toolbars commands and program options via Customize window VIP Task Manager Pro User Interface 133 4 Roles Double click Drag a column header here to group b aS ye ge gt a a oe Mame amp Resource T Ms Ernst Weizvestny Unlimited Ivan Susanin ag Team Leader Lag Team Membeg ETA On eas O Developer Po a ag Sales MAMA i en a r Marketing a I Task List B Rename IW Task Tree IW Resource List W Calendar Delete M Filters Task List _
197. ordering RL iH Orders s S Invoices A i E Payments Ee Suppliers Purchasing Plans Order Placed Normal Oh Om Administrator 27 09 2007 12 21 Order 1 ge Draft e Normal Oh Om Administrator 27 09 2007 12 21 By Product r Draft A Normal Oh Om Administrator 27 09 2007 12 21 By Product amp Draft Normal Oh Orn Administrator 27 09 2007 12 21 By Supplier amp Draft t4 Normal Oh Om Administrator 27 09 2007 12 21 By Supplier Normal Oh Om Administrator 27 09 2007 12 21 Payment 1 status Bia Priority Actual Time ty d Eea 7 Completed Oh Om Administrator 27 09 2007 12 21 ites g J Draft 0 Normal Oh Om Administrator 27 09 2007 12 21 By Supplier DateLat M i a g i e Completed is Normal Oh Om Administrator 27 09 2007 12 21 Date Compe Draft Normal Oh Om Administrator 27 09 2007 12 21 l Date Create Qttns Received Normal Oh Om Administrator 27 09 2007 12 21 Normal Oh Om Administrator 27 09 2007 12 21 lel verified Normal Oh Om Administrator 27 09 2007 12 21 Order Placed Normal Oh Om Administrator 27 09 2007 12 21 Las Oh Om SEE a Administrator at 20 09 200710 22 dministrator at 20 09 2007 10 22 Task was created dministrator at 20 09 2007 10 22 Sen EE peee operes i REA r a Deny E 2 Deny E BF Deny E
198. orresponding drop down list or Off vice versa Assign ID number for this status using Value entry field and up down buttons Check Active option if you want your status to be active and click Ok Create Status Name Written Complete Strong value 49 Binkt chek an Color Image YESML Status Created Motification On Z Active To edit status select it and click on Edit Status button on Edit Workflow dialog toolbar or press F4 key VIP Task Manager Pro User Manual 200 Edit Workflow SEIR ft J Mame Default hy workflow To delete status select it and click on Delete Status button on Edit Workflow dialog toolbar or press Del key Edit Workflow Blie c ft J Name aated Complete Notification VWReML status Color Image Default 1 Ee On Created My workflove To move status select it and click on Status Move Up Status Move Down buttons on Edit Workflow dialog toolbar or press Ctrl Up Ctrl Down keys Edit Workflow ECEE Name Active Mame Default j My statu biy workflow E Halfdori w The order of statuses that is set in Edit Workflow dialog will stay the same in Status drop down list on New Task and Edit Task dialogs and in right click contextual me
199. ou can change columns width Type Mame H gt amp Description Link inn projectcomnmunication plan doc description of communication plan bin http ifie baskrnianagementquide com learn it to beach yourself to manage your time tink http Saw taskmanagementsaft com ae acquaint yourself with these products VIP Task Manager Pro User Interface 115 Tips bor Double click on the space near Attachments panel s toolbar allows managing toolbars commands and program options via Customize window 3 Hanning Ine 8 Created ri Morne af03 2008 24h Om Administrator Customize fx t4 03 2008 Oh Om Administrator Toolbars al Polos 2008 0h Om Administrator Ivan Susanin ia PF los 2008 0h Onn Administrator PF los 2008 0h 10m Administrator Joe Black Task List Oh Orn John Coe 2O 03 2003 Joe Black Task Tree Oh Or John Doe 2903 2008 Joe Black Resource List Calendar Oh Om John Doe John Doe Filters Task List oh Om John Doe Joe Black John Filters Task Tree a Filters Calendar Oh Or John Doe Joe Black John Task Groups on Calendar view Notes Attachments Task Groups Oh Orm John Doe 29 03 2008 Joe Black Notify Events 35h 15m Roles El 7 E ask 23 Make a communication plan and communicate Task group ow Type Name Description 1 Getting SI Link Cim projecticommunication plan doc description of communication plan Link http Saw baskmanagemen
200. ow John Doe at 24 05 2007 13 52 Shall I put off my previous task John Doe at 24 05 2007 13 53 lt ilil ilil Pai li 47 Ti on lt lt le Task history gt Motes e Permissions E Resource Assignment a Atbachments To return Comments panel to its default location double click on its title VIP Task Manager Pro User Interface 98 Double click a FJ Task history Comments be ask grog Administrator at 12 04 2007 13 02 Getting Please do this task as soon as possible fl Ej ilil ilil Eel by fe lil dTi Tr oo lt lt 4 4 Yes Getting Getting Getting St Getting St ne oc Task history f Permissions 2 Resource ssignment a Attachments Comments Toolbar By default Comments toolbar is located in the middle of Comments panel above the comments entry field Comments E 4 Ed Administrator at 12 04 2007 13 07 Please do this task as soon as possible John Doe at 12 04 2007 13 03 Exe e T ele The following table describes each of the Comments Toolbar buttons IE Lil __ en a pit design jl pesni O RE oe ee Sort the comments in ascending order of the date VIP Task Manager Pro User Interface 99 O eeen OOOO i OO eea O eee O eee a a B a Add or remove buttons to Comments Toolbar Tips v To display or hide Comments Toolbar use
201. p click on New Task button VIP Task Manager Pro User Start Up 33 2 4 3 Schedule Management Tom Jons Wednesday August 23 gt Monday August 71 Tuesday August 22 Thursday August 24 Friday August 25 Fi oo 30 git Translate songs into native languages 8 oer wants to take part in the 30 eo Order more country music os a 30 f Ordered a march a 30 er Try to omit the rhymes SETS tonigh so right miss kiss ies 30 Calendar view shows Tasks as schedule It is useful and powerful schedule management tool for making time tables of meetings appointments and events Task List Task Tree Calendar Resource List Se a S B E WS ere jaon E Date Navigator f Ea Tom Jons E Monday August 21 August 2006 September 2006 a 5SM TW T F amp 2 3 45 Z 1 2 amp 9101112 4 345 6 7 68 YG 617 18 19 1011 12 13 i4 15 16 Hi ll 2 43242526 17 18 19 20 21 22 23 g O31 3 24 25 26 Z7 20 29 30 Ockober 2006 Movember 2006 5M TW T F 5 5M TW T F 5 17345 6 Ff H 1 3 4 u 6 Flo 11121314 5 5 6 7 amp Fioll 2 15 16 17 1819 20 21 0 12 13 14 15 16 17 18 a 22 23 24 25 26 27 20 47 19 20 21 22 25 24 25 29 30 3l 76 27 20 29 30 1 mE ee se T E 30 Ss All the songs should be gm about love 30 10 o0 i Give live concerts in Central eae ee Park 30 ja 30 JE 30 1 00 Select a date T
202. portant to do it right now John Doe at 24 05 2007 13 52 Shall I put off my previous task Right click on Comments grid allows to carry out following operations Comments Sort the comments in ascending order of the date Sort the comments in descending order of the date Copy all comments Print out Comments grid contents Preview Comments grid contents create and edit your own print design Administre n ain Tison escendng LN NAN Comments oe Task history ia Attac VIP Task Manager Pro User Interface 101 It s very important to do it right now Right click on Comments entry field allows to carry out following operations v Undo last operation v Redo last operation v Cut selected text v Copy selected text Vv Paste selected text in required place of Notes grid v Delete selected text v Select all text gt Notes 22 Comments E Task Tips e Double click on the space near Comments panel s toolbar allows managing toolbars commands and program options via Customize window a NES ne Ty e ene p Lill I y Baa et et kL a iL ee 2 ar feereeee id vin mM PP ad a at Plan tee Fx Ha Oh 10m Administrator Joe Black Plan Peeer reer rr reer rrr rer rrr a oh Orn John Doe 29 03 2008 Joe Black Plangi TAR Options Oh Om John Doe 2OOS 2008 Joe Black Plan Toolbars Oh Ora John Doe John Doe Plan 7 Task List Oh 0m John Coe Joe Bl
203. prove ae bao hone inicio io Show Notifications of Highlighted Task 34 Get the business case appro John Doe ZH Show Description John Doe Aa Show UnReading Only John Doe John Doe fe Ed Task group 1 Getting 1 Getting 1 Getting 1 Getting wt By dragging columns header border you can change columns width TENE lohn Doe SOKS ON ON SSS Task group 1 Getting 1 Getting 1 Getting 1 Getting 4 Find task of selected notification Open task of selected notification Check for new notifications Mark selected notification as read Mark all notifications as read Show notification description Show only unread notifications Show notifications of highlighted task Title h Date Created Creator 85 Get the business case approved by sen 12 07 2007 13 37 21 John Doe Task was created 6 Get the business case approved by seni 12 07 2007 13 36 58 John Doe Task has been deleted 30 Get the business case approved by sen 12 07 2007 13 36 55 John Doe Task has been deleted 33 Get the business case approved by sen 12 07 2007 13 36 54 John Doe Task has been deleted 4 Get the business case approved by sen 12 07 2007 13 29 52 John Doe
204. r Job title O ivan susan tide tide Lal Ernst Weizvestny Development F EE Paul McCartney Development Developer C donb benno singer O Ringo ster Term inet singer Left click on column header allows to sort resources in ascending or descending order by selected column Mame Department u Team member I Ringo Star riter nger Ley Tolstoy Madonna Team Member nton resident Ernst Neizvestny Development eveloper Paul McCartney Development eveloper Administrator Joe Black nooo 000 Unknown Right click on Resource Assignment grid allows to carry out following operations a F Eg T cn 3 cr T ey Ww T Job title gt VIP Task Manager Pro User Interface 108 v Create a new resource v Edit selected resource v Delete selected resource E livan Susann f New Resource v Delete all preset filters is available only for administrator a 3 E Ernst Meizvestn IR perro all Joe Black O Pau McCartney Key Ringo Star By dragging columns header border you can change columns width A Mame Department Y Job title C Ringo Star Team member singer E Ler Tolstoy Team member writer C Madonna Team Member singer C Kirton Mating president I Ernst Neievestny Development Developer C Paul McCartney evelopment Developer Adeainicke akrar Tips e Double click on the space near Resource Assignment panel s toolbar allows managing too
205. r creating editing and deleting task groups and subgroups on Task List and Calendar views By default Task Groups panel is located in the left part of the Task List view under Task List Toolbar and in the left part of Calendar view under Filters panel VIP Task Manager Professional User Administrator DataBase task File wiew Tools Help Task List Task Tree Calendar Resource List i ajo o t t G ei aja El er Company 0 53 1 Getting Started 9 9 er Z Defining The Project 15 15 ogy 3 Planning The Proj 28 28 er 4 Monitoring The Proje Z1 2i yey 5 Closing Down i0 10 a John Doe 0 o Ivan Susanin be a a jon o Joe Black sil o Backstreet boys a Write down of l a Current OR Date Range Date Created Date Last Modified oer 1 Getting Started 2 o 2 Defining The Project EP 3 Planning The Project o 4 Monitoring The Project os o 5 Closing Down g John Doe g Ivan Susanin gt Notifications Sle elaela dlm w Tips v To display or hide Task Groups panel use main menu commands View Groups and View gt Panels gt Calendar Groups oo Task Groups on Task List view Current filter fis any of 3 Planning The F oar T La ee um oP or Gy lt x Drag a column header here to group by that ID Info Mame Filter your project Make your project 0 Set a realistic deac poy o Erns
206. required name of the task or required words in Name entry field on Filters panel click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Y Filters Task List DEJ Current Gy Hy 7 Se Apply Filter For Task List ShiFt Ctrl T Common evelop a business case ID Status Ww Setting filter by the ID field To display the tasks with definite id number enter required number of the task in ID entry field on Filters panel click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys VIP Task Manager Pro User Manual 173 SY Filters Task List azg H Common Mame Setting filter by the Status field To display the tasks with definite statuses select required statuses from Status drop down box on Filters panel click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Y Task List Filters DEJ Current k E Ay 7 i Common Hame ID Status ated ln Progress OO E By Date M Progress or ane e Cancelled ate Lreate ar Completed Date Last M F Werified Date Starter Date Comph By Resource Owner Assignment yw Ok ojo oo Press button to select everything and BEI button to clear Setting filter by the Priority field To display the tasks with definite priorities select
207. required priorities from Priority drop down box on Filters panel click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys VIP Task Manager Pro User Manual 174 Y Task List Filters Current ib KaT l Common Mame ID Status Created Frogn Friority Highest Urgent Actual Time Estimated T By Date Date Range Date Create Date Last M Date Starter eM gent Date Compl By Resource Owrer Assignment ojo oo Press button to select everything and BEI button to clear Setting filter by the Actual Time and Estimated Time fields To filter tasks by their Estimated or Actual time select Estimated Time or Actual Time drop down boxes on Filters panel correspondingly from the first drop down list select whether the time should equal be greater or less than the value selected from second drop down list click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Y Task List Filters DEJ Current b HT B Common Manne ID Status Created ln Progr Friority High Highest Ure Actual Time equal 0h 30m Estimated T By Date Date Range None Is empt Date Create Sil Is not empty Date Last M equal a Ol Date Starter not equal Date Compl le or equal greater
208. responding entry fields using up down buttons Click on Print button if you are ready to print Lf Page Setup Page Margins Header Footer Scaling f Adjust To normal size Taj pagels wide by tall You can display thumbnails in the left part of Print Preview Window using Show Thumbnails button on Print Preview toolbar main menu command View gt Thumbnails or Ctrl U keys VIP Task Manager Pro User Manual 196 If you want to adjust the page to print visible region click on Shrink to Page button on Print Preview toolbar Using Background button on Print Preview toolbar main menu command Format gt Background or Ctrl K keys you can change page background colour Change the scale of your pages with the help of Zoom 100 Zoom Page Width buttons Zoom drop down list on Print Preview toolbar or Ctrl Ctrl 0 keys correspondingly You can also display one two four or multiple pages on the screen using Whole Page Two Pages Four Pages Multiple Pages buttons on Print Preview toolbar or Ctrl 1 Ctrl 2 Ctrl 4 keys correspondingly The same options are available if you right click on the page and select Zoom drop down list Left click on the page allows to decrease its scale from 100 to 50 and vice versa Widen to source width Ctrl W or corresponding field of
209. ri URL john yahoo com Message Edit Search Format Utilities Spell Checker Pri ae Ourier New MBZ Ue Internal links Hi John Please pay attention to this task It sho Joe English Stream Eih HTML only VIP Task Manager Pro User Manual 212 4 1 31 How to make graphic reports on the tasks To make graphic report on the tasks use following steps 1 Go to Task List or Calendar view and set filter to display required tasks 2 Group the tasks by required fields 3 Go to Charts panel 4 Select required fields for the diagrams from the corresponding drop down lists on Charts toolbar Charts w Sum Y 5 If the tasks are grouped by any field you can display the sum minimum maximum quantity and average value for task field on the diagrams Select required operation from corresponding drop down list on Charts toolbar Charts 6 Select required type of diagram from the drop down list in the right upper part of Chart panel Fie diagram Y hi Column diagram E Bar diagram 2 Line diagram he Area diagram Pig diagram _ Mtr 7 Customize Chart Complete 7 Click on Customize Chart button check those diagrams that you want to display and uncheck the rest ones From Sort by drop down list select the field you want the diagram to be sorted by and click on the button nearby to select the type of sorting ascending or descending
210. rnated amp Actual time In Hours a VIP Task Manager Pro User Manual 236 4 1 36 How to make HTML or RTF reports of the tasks To make HTML or RTF reports of the tasks do the steps below l Right click on required task on Task List Task Tree or Calendar view and select Print task s from drop down list 2 Mame Status Complete Priority JUE Date gt Estimated 1 Develo Ra se Highest 12 03 2008 45 1 gh New Task Ins Make sure i ap Edit Task H E Highest 13 03 2008 2 Overview d Delete Task ae fe High 12 03 2008 Oh Identify all Highest 13 03 2008 z Duplicate Ctrl D l Consutaf e E Highest 14 03 2008 Oh roe Change Status Define are go Increase Priority Shift Ctrl Up e Hormal OF Hesg A igs Decrease Priority Shift Ckrl Eowrn ie farm ck Specify re Fiter B Highest OF Think who Sorting e Normal OF Ensure eag Move to archive L seats oF Form a gra if Mormal OF Hold a meg 7 i e Mormal OF Make your 0 io Urgent 18 03 2008 2 List all the a Low 04 03 2008 Oh Write dow 22nding taskis by Email ka al i Stet Ta fan St ink taskis ereapsteel Expor H ai Print ams J z Estimate how mu
211. rojecticormunication plan doc AKO iew taskmanagementguide com http wi taskmanagementsoft com 7 TEE we gt Permissions Resource Assignment gt Notes a Attachments 22 Comments a Task history v To take Attachments Toolbar out its default location and vice versa double click on it VIP Task Manager Pro User Interface 114 Attachments Type Name Link Cr Bject communication plan doc sagementquide com Oom w Ow h ementsort com ak Save Attachment Ci Task history ei Nokes d Attachments Attachments grid Type Mame amp Description Link Crlmy project cormunication plan doc description of communication plan AEE ivi taskmanagementguide com learn it to teach yourself to manage your time Link http ww taskmanagementsoft com acquaint yourself with these products Left click on column header allows to sort resources ascendingly or descendingly by selected column jescriptio O auuu A Unk Patel tesimenegerentgdecom Unk fttp tesimenegementsoR con Right click on Attachments grid allows to carry out following operations Type A Description v Add a new attachment Eee v Edit selected attachment v Delete selected attachment v Open selected attachment v Save selected attachment to your hard dl Delete Attachment disc il Open Attachment ty Save Atkachment By dragging columns header border y
212. rtically Center Restore Defaults 8 Click Ok To set up page properties open Print Preview window and use following steps 1 Open Page Setup dialog by using main menu command File gt Page Setup Page Setup button on Print Preview toolbar or right click on the page and select Page Setup from drop down list E Print Preview View Format Go is Design Ctrl D amp ee K Teade Rebuild Ctrl F5 Es Print Preview Tova ie Design iF B Load chlo mm File view Format Go TOR osou a a OR Margins Left 12 7 mm Options 2 In Page Setup dialog on Page tab select required paper style dimension orientation page source print order and check corresponding option if you want to print using grey shading Click on Print button if you are ready to print VIP Task Manager Pro User Manual 194 CA Page Setup Page Margins Header Footer Scaling Paper Orientation Type Letter i Portrait E Executive a4 E AS f Landscape 315 BS Folic M4 No 10 Envy Dimension Print Order Width 215 90 mm Fea EE m Down Ea Height 215 90 mm ppr ese f Over then down Paper source shading ganto Select Print using gray shading Cancel 3 In Page Setup dialog on Margins tab enter required margins values check corresponding option to centre margins horizontally or vertically on page
213. ry IFA Attac qnr Select Options tab and set required appearance for diagram legend title and customization zone If you want value hints to be shown while directing the cursor to the diagram check corresponding option on Options tab or uncheck it otherwise VIP Task Manager Pro User Manual 260 Customization p m E Series Data Groups Options Legend Position Default B Mone Left Top Right O Bottom Alignment Default enter End Ww Orientation Default w 7 Data Levels option demonstrates the order of the diagramed fields To change their order drag required field s title and drop it where you need on Data Levels box Charts Charts price None iMn M price None omn w Data Levels Complete 10 00 rss YA select value H Data B Low For example the tasks in your list are grouped by Priority and Complete fields In Data Levels box you will see the same sequence of fields You want to make a diagram per Price field By selecting Priority field in Data Levels box you will diagram price priority relation the value of Price field for each value of Priority field Charts oa Customize Chart Ball Column diagram pice Left click on Select value drop down list to select one of the values of Priority field t
214. s Move selected task one position up in Task List grid gt Activate manual sorting of the tasks Define areas be agf Increase Priority Shifk Ctrl Lp SS Movedhe task o archive Shirt Ctr Down gt Always expand all task groups when the tasks are grouped by any column gt Expand all task groups when the tasks are grouped by any column available if Always expand is not activated gt Collapse all task groups when the tasks are grouped by any column available if Always expand is not activated gt Send the tasks by e mail gt Print out selected task s gt Preview Task List grid create and edit your own print design gt Print out Task List grid gt Export Task List grid to Excel gt Export Task List grid to HTML Describe what each igs BEWEER he arity Specify responsibilil Think who should b Filter Sorting b Ensure each team l Move to archive Form a group of Hold a meeting with Make vour project List all the activities Write down Sending taskis by Email E el ang Group tasks under Column headers Right click on column header allows to carry out following operations on Task List Grid Se Sort Descending 19 03 20 Clear Sorting ormal eS 12m Admir 4 Group By This Field 1 rgent 19 03 20 12m Admir Group By Box 3 gt S TE di d b d rgent 11 03 20 12m Admir a tasks In ascending order by selecte Ta TE io E Footer TRE a VeA ormal
215. s E Print Preview View Format ta i Design Chr D amp w Rebuild Cbrl F5 7 Gi Load CtrHo E mj Jave Ckrl sS Print Ctrl P by ne Options Close Print Preview Window using main menu command File gt Close VIP Task Manager Pro User Manual 198 4 1 25 How to create new task workflow To create new task workflow use the following steps 1 Select main menu command Tools gt Custom workflow File View BWS Help gt Options Task Groups o Tase cist EW chy Hame plete rel omplel otificatic ML ste Color Image Craft E Hone i E S v l Createc E Created In Prog BA 14 r Open o j m I i i E EEE Cancel C Sai Cancel Comple x 100 On Ok Verifies C Mone E n EEn sp 2 3 Enter new workflow name in New workflow dialog Check Active option if you want your workflow to be active and click Ok vv Edit Workflow ad tsladadadlt sy chy Name plete rel omplel otificatic MiL ste Color Image Draft J Of None iD Create A Ox On Creater Inpo 9 Open i Hre EH Hew workflow Ed j Cancelli Ok Name My workflow i REE Activ
216. s can easily open the files or Internet pages and save files from Database to their PC s or to shared folders of other PC s in the Local Network saving is possible only after you have clicked on OK and saved the task VIP Task Manager Pro User Start Up 24 New Task 22 Comments a Watch List oe Histor General Description zi Select a Link or File and click on Open Attachment New Task d Comments e Watch List oe History ail General fe Reminder 2 Resources a Save attachment File Ctrl 5 Athos wi bask managementsofh com iW Fie Version History doc vo Select a Link or File and click on Save Attachment VIP Task Manager Pro User Start Up 25 2 2 2 Planning Resources Users can assign a resource or several resources to the task only if they are granted Administration Permissions see Setting Resources Also users can assign to tasks only those Resources which are granted Assignment Permission see Setting Resources If a Resource is not granted Assignment Permission it will not be displayed in the list of this window New Task Ed d Comments Fy Watch i istory sa Custom Fields gt i f Fi i i _ e Select Resource tab et General l to Reminder SU 2 Attachments amp Note e Check Resource s Administrator Backstreet boys e Click Ok Emst Neizvestry Ivan Susann Joe Black John Doe ODIO SOO Klintoni i
217. s click on button To quickly uncheck all data sections click on 24 button 17 Check Also send attachments option to send the files or links attached to selected task together with the task Setting parameters for sending tasks via E Mail wa General SA Assignments g Attachments pE Notes Comments onl History ail Custom fields 18 Click Next button VIP Task Manager Pro User Manual 225 Setting parameters for sending tasks via E Mail we General EA Assignments d Attachments gt Hotes S y Comments anM History al Custom felda 19 Check Assigned resources radio button to send selected task to the resources assigned to this task The list contains only resources who have e mail address in E mail field Setting parameters for sending tasks via E Mail uP Assigned resources for task only ustom list The list contains only resources who have e mail address in E mail field John Boe Madonna van Susann Ley Tolstoy Erst Nervestny backstreet boyz Faul MeCartney kinton Ainge Stal Additional e mail list 20 Alternatively select Custom list radio button and check resources for sending e mail VIP Task Manager Pro User Manual 226 Setting parameters for sending tasks via E Mail Ed Assigned resources for task only ie Custom list Y The list contains only resources who have e mail address in E mail field
218. s in Centr S29 28 29 30 31 October 2006 5M TW 7T F 4 Poet a t ae G y o 91011 127 13 14 15 16 17 16 19 20 21 a zz 25 24 25 26 27 20 24 25 26 27 26 29 30 November 2006 S BT w TFS LZ a4 2 6 7 910ll 12413 1415 16 17 16 19 20 21 22 25 24 25 Task List 129 30 31 oh GG GF Date Navigator August 2006 5M TW TF5 L323 8 6 7 68 91011 12 13 1415 16 17 18 19 20 A22 23 24 25 26 S27 26 29 30 31 October 2006 5 HM TW TFS Il 2 a 4 3 amp F a 91011 12 13 14 15 16 17 16 19 20 21 i 22 25 24 25 26 27 20 1 29 30 31 Task Tree Calendar 26 27 26 29 30 Tuesday August 22 Friday August 25 9 30am 11 00am Ordered a march 8 30am dl Translate songs into mative la Select Weekly Monthly or Yearly Schedule Resource List E Ea September 2006 5S hM TW TF5 1 2 345 6 7 6 9Q 10 11 12 13 14 15 16 17 16 19 20 21 22 23 24 25 6 27 26 29 30 Movember 2006 5 HM oT WoT F amp l 2 3 4 5 6 7 8 9JlOl 12 13 14 15 16 17 16 19 20 41 22 23 24 25 246 27 20 29 30 Sesion dem E 60 min 01 min Tom Jons Monday August 21 All the songs should be about love Give live concerts in Central Park ic i Change Time Interval VIP Task Manager Pro User Start Up 40 2 5 5 Exporting Users can export Task List and Task Tree view to HTML and MS Excel to add this information to their reports or publish on corporate website Ed Microsoft
219. show more or fewer resources schedules on Calendar grid accordingly Left click on and buttons allows to show first and last resource s schedules on Calendar grid accordingly VIP Task Manager Pro User Interface 64 B corrent filter Task Range or Due Date 18 07 2007 or is empty and Owner is any of Joe Black John Doet and Resource is any of Joe Black John Doet T Joe Black 19 4p 5 Baul McCartney 19 April j List all the activities in work breakdown structure t List all the activities in work breakdown structure GO 4ppoink someone to be responsible For the project quality il m gt E FA comments ae es are EJS Notes e Tasks background color is orange if the task is overdue e Tasks with the different statuses may have different font colors See How to create new task workflow VIP Task Manager Pro User Interface 65 3 6 Resource List View Resource List Toolbar By default Resource List toolbar is located at the left top part of Resource List view VIP Task Manager Professional User Ac File View Tools Help es _ Add or remove buttons to Resource List Toolbar v To display or hide Resource List Toolbar use main menu command View gt Toolbars gt Resource List VIP Task Manager Professional User Administrator Eile WEYA Tools Help Toolbars d v ca Task List Panels
220. sk List Task Tree and Calendar views create your own print design using several ways 1 Select required view select main menu command File gt Print click on Preview button in Print dialog VIP Task Manager Pro User Manual 188 Printer Mame E Wwinserver Samsung ML 1710 Series Properties Status Ready Network Type Samsung ML 1710 Series Where LISBOO1 Comment Print to File Page range Copies all Number of Pages All f Current Page Number of Copies Pages 1 1 M Collate Copies Enter page number and or page ranges separated by commas For example 1 3 5 12 i i I I Page Setup Preview R Cancel 2 Select required view and select main menu command File gt Print Preview VIP Task Manager Professional Caley View Tools Help Change User Edit User Profile Archive mode Edit name of root task group Export view To Excel Export View To HTML Import YPAML Import from Outlook my Prink Preview Shifk Ctri P 3 Press Shift Ctrl P keys 4 Right click on Task List Task Tree or Calendar grid and select Print Preview from drop down list VIP Task Manager Pro User Manual 189 Mame ID Status Complete Frig J Ti i Develop a busaa A i New Task Ins Make sure the p 2 ae O Paie inrrocres ME ES Edit
221. sk Tree grid and select Delete Task or Delete correspondingly from drop down list A Mame Status Complete L e New Task Ins Edit Task F4 e 4re vou sure you want to delete allf1 selected taskisi Wit VIP Task Manager Pro User Manual 145 4 1 4 How to set change task priority To set task priority select required priority from Priority drop down list in New Task dialog while creating a new task Mew Task 22 Comments d gt watch List History cy Custom Fields General 4 Reminder 2 Resources d Attachments Note Hame Discuss ation plan i Task Group Online Team w Actual Time 0 minutes Complete Date Time Start Time Finish Time To change task priority use one of the following ways 1 Open Edit Task dialog and select required priority from Priority drop down list Edit Task 3 d gt Watch List AE History es Custom Fields Reminder 3 Resources Attachments S Note Date T ime Start Time 12 03 2008 v Al Day Finish Time 12 03 2008 Jno 2 2 Select required task and click on Decrease Priority Increase Priority buttons on Task List Task Tree or Calendar toolbar VIP Task Manager Pro User Manual 146 File view Tools Help Task List Task Tree slendar Task Groups on Decrease Prior
222. sk recurrence click Remove recurrence button VIP Task Manager Pro User Manual 158 4 1 12 How to set task reminder To set task reminder use following steps i 1 Open New Task or Edit Task dialog Edit Task 99 2 Sel Reminder n heck pe ect 4 de tab and oe Comments d Watch List we History cee Custom Fields Reminder option e Femmde 2 3 If you want to be reminded at exact date and time check At radio button enter required date and time using drop down box and _ up down buttons or keyboard correspondingly Before Resources vo 4 If you want to be reminded before exact date PATEE I anid Wane Cheek Bee miodu Seed 2 gt Comments S gt Watch List History Custom Fields Start Time Finish Time or Due Date CRcenaad Wt Reminder from drop down list and select interval you Z want to be reminded before from i corresponding drop down list 2 Resouces dl Attachments amp Mote Cy At Start Time Start Time eee Resources area Due Date T 5 Select resources to be reminded about this task from Resources drop down box To quickly select owner resource click ae button to quickly select resources this task is assigned to click ofo oo _ button to quickly select all resources click
223. sonthe ai created o nomai 15 04 2008 4 Montong oh Om Administat 8 Reporeithe costortime a created 0 nomal 22 0 2008 4 Monitoring oh Om Administrat o Reporbprogressatthe ie created 0 nomal 22 0 2008 4 Montoring oh Om admiristrat a Normal 22fo4i2o08 4 Monitoring Oh Om Administra ais Week Aaka Ara Skad a fehl as VIP Task Manager Pro User Interface 54 3 4 Task Tree View Task Tree Toolbar By default Task Tree toolbar is located at the left top part of Task Tree view f File view Tools Help l Ea on t J eS ao a Se oe a CE a e O O it Ctrl U Move the task one position up in the task tree within its task group P button is available if Manual sorting button is activated J Ctrl Down Move the task one position down in the task tree within its task group button is available if Manual sorting button is activated a Display the tasks of all task groups on Task Tree grid VIP Task Manager Pro User Interface Roll up all tasks and task groups to the root group on Task Tree grid Refresh the tasks on Task Tree grid None hide tasks notes and custom fields Note as plain display tasks notes as plain text on Task List grid Note as RTF display tasks notes as RTF on Task List grid Custom fields info display tasks custom fields Mote as RTF wf x Custom F
224. source x J General Roled 7 Notificatipgs J Watch List A r all einen Phone 9685241 Set password Permissions Login Assignment Administration 4 Check Sending notifications by Email option and click Ok button Edit Resource General 2 Roles E Notifications ta Watch List Event Types Task Change Actual time Task Change Attachments H Task Change Comments w Task Change Complete Task Change Due Date Task Change Estimated time Task Change Finish tine Task Cha vo twee VIP Task Manager Pro User Manual 231 4 1 34 How to import from MS Outlook To import the tasks from MS Outlook use the following steps 1 Start MS Outlook 2 Start Task Manager 3 Go to main menu command File gt Import from Outlook VIP Task Manager Professional P26 View Tools Help J Change User Edit User Profile Archive mode Edit name of rook task group F Export View To Excel l Export view To HTML Gz Print Ctrl F Print Preview Shift Ctri P i Exit 4 Open Import into drop down box and select task group to import the tasks from MS Outlook Import Outlook options E a Company T ar RANET jor 2 Definiriy The Project 24 or 3 Planning The Project
225. stry L Faul McCartney L Ringo Star Notifications ls Setting filter by the Department field To filter tasks by the employee s department select required departments from Department drop down box on Filters panel click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys dE ID Status Priority Actual Time Estimated Ti l By Date Date Range Date Create Date Last M Show empty field Date Compl Ye ONo 2 By Resource Assignment Department i Check Yes radio button to view the tasks with empty Department fields or No button vice versa Setting filter by the Custom fields To filter tasks by custom field with list type select required custom field in the list of Custom Fields on Filters panel select required custom field values click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys VIP Task Manager Pro User Manual 180 Custom Fields Current Status ToDo Fact Time Total Position Cc qty Total Price Daily Need Delivery time Safe Stock Lewe Resource 4ssignment ia C Administrator 46 Created m RF 47 Created p Select Purchase Method Analyze Requisition List _ Create Tender Document C Manage Orders Define Daily Needs Analyze Quatations C Make Payments Check Invoices
226. t Neizvestny j j 3 0 0 Listli the activitie gt Panels gt Task List VIP Task Manager Pro User Interface 73 VIP Task Manager Professional User Administr File Task HETE Tools Help andar Resource List G Task List Groups Ei Task Tree Filters Toolbars anels d ch Mi Columns a Task List Filters o iG C 25 oe SS Sa Purchasing E Ca urchin Pla h ek net Calendar Groups ad ki Calendar Filter E Calendar Date Navigator mites Notes v To move Task Groups panel drag it and drop where you need There must be a gray frame that shows panel s future location while dragging it Task List Task Tree F Resource List PA Current filter is angof 3 Planning The Project Drag a column header here to group by that column oo Priority vw ay Urgent Name Make your project v Due Date w 18 03 2008 Task Group Status Complete Owner 3 Planning The gs In Progress 5 Estimated Time W Finish Date Y Assigned 1 Getting Started E 2h Om Administrator 18 03 2008 John Doe 2 Defining The Proj 3 Planning The P Prioritize planned 3 Planning The g In Progress 25 11 03 2008 Oh 50m Administrator 11 03 2008 John Doe Urgent 4 Monitoring The Pr Appoint a team member 5 Closing Down John Doe o Ivan Susanin
227. t Resource Assignment panel is located at the right bottom part of application window Resource Assignment E Ed a Name Department Job title Administrator Dh ae E A TTET Paul Smith Sales sales man gt Notes gt Comments io Task history d Attachments p gt Permissions a Resource Assignment Tips v To display or hide Resource Assignment panel use main menu command View gt Panels gt Resource Assignment VIP Task Manager Professional User Administrat File WEYA Tools Help Toolbars andar Resource List Task L m 2 ae Panels d G Task List Groups Y Columns Y Task List Filters TEs Ei Task Tree Filters Current we H Common G Calendar Groups SETAE m 7 eee Mame eee es C Calendar Date Navigator ng RE nee cs ean N bat Status Mnistalaniniecicin nani ie aT a TE a EA TE ATST 1 hil Priority EEE CEE AEE RECESS EEPEETL PEGE ESE ECEEE ERE p ria Actual time Ae Estimated Ti l Rv Nake v To move Resource Assignment panel drag it and drop where you need There must a be gray frame that shows panel s future location while dragging it VIP Task Manager Pro User Interface 104 Bak act 3 Planning The p In Progress ff 5 lt P Urgent 18 03 2008 18 03 2008 Jer 3 Planning The 3 Created 0 Ea High 18 03 2008 oh 45m Administra 19 03 2008 i J ee OO SS See coel Coe oobCoel Coosa Coe CoeDCoeDCoal Coe Coe C
228. t Task 34 2 2 Watch List Histoy ij Custom Fields Comments I A General ie Reminder i Resources a _ Attachments ll Note Hame Choose the type of control that i needed Estimated Time 0 minutes v Actual Time o minutes Workflow Defaut st Status E Created v Complete 0 Due Date z Date T ime Start Time Finish Time VIP Task Manager Pro User Manual 153 Tips J To quickly select today s date click on Today button in Due Date drop down box To clear Due Date entry field click on Clear button in Due Date drop down box VIP Task Manager Pro User Manual 154 4 1 9 How to set change task Completion To set task completion enter required completion value in Complete entry field using up down buttons in New Task dialog Mew Task Comments gt witch List a History a Custom Fields W General iS Reminder Resources Gi Attachments amp Note Name Discuss action plan Due Date DateTime Start Time Finish Time Alternatively enter required completion value using keyboard To change task completion value open Edit Task dialog of the required task open and repeat the actions mentioned above Note e When task completion value is changed from 0 to 1 this day date appears in the Date Started
229. te fields In Data Levels box you will see the same sequence of fields You want to make a diagram per Price field By selecting Priority field in Data Levels box you will diagram price priority relation the value of Price field for each value of Priority field Charts le E price Mone Min M Customize Chart imi Column diagram O price Normal Highest Left click on Select value drop down list to select one of the values of Priority field that the tasks of selected task group have or click on the corresponding diagram for this value For example you select Low priority and in that way you diagram the values of price field for each value of Complete field of the tasks with Low priority Charts i price None A fema Mig ral i Complete OR VIP Task Manager Pro User Manual 215 price For Low is 4 Low Normal Highest Charts fe E f price None Mn w Priority Low Complete select value H Customize Chart hil Colunn diagram O price By selecting definite value of Complete field from corresponding drop down list or clicking on the diagram for this value e g 10 00 you will diagram the price value of the tasks that have selected Complete value 10 00 Charts lea price t Mone Min es r oaao i
230. te your own templates go to the folder with VIP Task Manager product by default it s path is C Program Files VIP Quality Software VIP Task Manager Professional and put them into XSLT folder After that your templates will be available in Templates drop down list of Setting parameters for sending tasks via E Mail window Setting parameters for sending tasks via E Mail Ed Message header Message footer VIP Task Manager Pro User Manual 228 24 Enter the header of e mail into Message header entry field Setting parameters for sending tasks via E Mail Templates Default xslt ka Message header Message footer 25 Enter the footer of e mail into Message footer entry field Setting parameters for sending tasks via E Mail Templates Default xslt we Message header New tasks Message footer 26 Click Send button VIP Task Manager Pro User Manual 229 Setting parameters for sending tasks via E Mail Templates Default xslt s Message header New tasks Message footer Please do it at soon as possible td VIP Task Manager Pro User Manual 230 4 1 33 How to send notifications of task changes by e mail To send notifications of task changes by e mail use following steps 1 Enter SMTP settings 2 Open New Resource or Edit Resource dialog 3 Select Notification tab Edit Re
231. tguide com learn it to teach yourself to manage your time 1 Getting SI Link http Saw taskmanagementsoft com acquaint yourself with these products 1 Getting Sl x FF E 1 Getting SI Comments Notes 47 Permissions Resource Assignment g Attachments jr Task history To close the panel click on button at its right bottom corner To make the panel auto hidden click on button at its ri ght bottom corner To maximize the panel click on El button at its right bottom corner To return the panel to its default position click on corresponding button again VIP Task Manager Pro User Interface 116 3 14 Task History Panel Task History panel displays changes of the task and its properties By default Task History panel is located at the right bottom part of application window le ees Sera Seen P eS lt p ml cr a E EE PEDS 32h10m z z g Task history Task 16 Make your project planning checklist 2 Administrator at 26 03 2007 10 58 Ea Due date 3 22 2006 gt 3 18 2008 Administrator at 28 03 2007 11 45 Priority Normal gt Urgent Administrator at 28 03 2007 12 08 hian Aecinanmanke Tahr Mas Notes Comments oe Task history a Attachments ge Permissions 2 Resource Assignment hl Tips v To display or hide Task History panel use main menu command View gt Panels gt Task history VIP Task Manager Protessional User Administra
232. the value formula or logical expression that will be assigned to this custom field if first parameter is true parameter3 is the value formula or logical expression that will be assigned to this custom field if first parameter returns false Types of the second and third parameters must be the same as current custom field type VIP Task Manager Pro User Manual 205 Edit Custom Field Title total i Code cf total aa Allow filtering Type loat Formula l iifi cf quantityed cf_ quantity e c price 0 Edit Custom Field Tithe Code Allow filtering Type v Required Formula A Additional params Default value 5 Display format 0 00 USD v Active f r N You can set format for custom field values and their unit by using Display format field For example 1f you want to display custom field value to three decimal digits and its unit is USD you should enter 0 000 USD Custom field value will have only one decimal digit and EUR unit if display format is 0 0 EUR Check corresponding options if you want this field to be filtered grouped active or necessary while creating a task and click Ok To edit custom field select it and click on Edit button on Edit custom fields dialog toolbar or press F4
233. tions option to display current custom field in custom field info in task screen tips on Calendar grid and Print Preview Window VIP Task Manager Pro User Manual 249 Edit custom fields options for Starting project Settings for E ubgroups Subtasks FC i Field Quantity price total S timedelivery eg View in Preview sections 4 Edt Aggregated for task group Count v Quantity v 7 If this custom field may be entered by user check Edit option For task group it may be calculated per other tasks custom fields that are enabled for this particular task group For the latter case check Aggregated for task group option and select one of the arithmetic operations and required custom field from corresponding drop down lists Arithmetic operations that are available for calculation per tasks custom fields Count the quantity of the tasks that have definite custom field Sum the sum value of this custom field per all tasks in current task group Avg the average value of this custom field per all tasks in current task group Min minimum value of this custom field per all tasks in current task group Max maximum value of this custom field per all tasks in current task group Edit custom fields options for 1 Getting Started Settings for Subgroupstitasks al Field qnt View in preview
234. to group by that ci e E jonhi unknown cor Backstreet boys Ernst Neizvestny E Mail m Paul McCartney mc er owm cor finten_ sm madonna unknown c Lev Tolstoy tolstoy unknown corn ua l Ringo Star j doe unknown com Ley Tolstoy tolstoy unknown corr Grid footer Right click on Resource List grid footer under particular column allows to carry out following operations Watch total value of selected resource property where it makes sense Watch minimum value of selected resource property where it makes sense Watch maximum value of selected resource property where it makes sense Watch the account of the resources that are displayed on Resource List grid Watch average value of particular resource property where it makes sense Hide all values from the footer under selected column VVVVV V Drag a column header here to group by that column Name E Mail User Resource Administrator Department 4 Phone Administrator Ivansusanin gt a ee e e S rhtemon _eni urdvonmcom E A o 1234578 Kirkoroy J ete Backstreetboys I sts Ernst Neizvestny R ff IE veloped 7415285 Paul McCartney a ee klintar kimmail ru Marketing 74164859 TO U Rigosta o o oo Y OM MA O emeber Lev Tolstoy _tolstoy unknown comua M Moo ooo Teammember Unknown A view Create Edit Delete Sett VIP Task Manager Pro User Interface 72 3 7 Task Groups Panel Task Groups panel features tools fo
235. ton on Task Groups Panel toolbar je Task Groups on Task List E 42 E Ea Come Edit Group 1 Getting Started 2 Defining The Pre T 3 Planning The 238 40 Manitnrina The F OJEE t f 3 Select required tasks group and press F4 key 4 Right click on task group on Task Tree grid and select Edit from drop down list Hg Company ae T gt New Task Ins ig Consul ig Devel io a Get th Ge Delete ig Identif 5 Double click on task group on Task Tree grid 6 Right click on task group on Task Groups panel and select Edit from drop down list VIP Task Manager Pro User Manual 242 4 2 3 How to delete task group There are several ways to delete task group 1 Select required task group and click on Delete Group button on Task Group panel toolbar Task Groups on Task List E 32 B o e n Ee Company Delete Group i 1 Getting Started 3 4 2 Select required task group and press Delete key 3 Select required task group and click on Delete button on Task Tree toolbar Task List Task Tree Calendar Resource E Filters Task Tre Delete a bd 4 Select required task group on Task Tree grid and press F8 key 5 Right click on selected task group on Task Tree grid and select Delete from drop down list ig Company on Get i ig Ider Ee BP 2 Defir g 3 Plan
236. tor 25 05 2007 12 38 Administrator zpos 2007 13 53 Administrator oF 06 2007 10 38 Administrator 2 06 2007 10 36 Administrator 25lOS 2007 12 37 Administrator 25 05 2007 12 37 Administrator 25 05 2007 12 37 Administrator 14 05 2007 13 47 Administrator 2o 0S 2007 12 36 Administrator 2olOS 2007 12 36 Administrator zpos z007 18 06 Administrator 26 03 2007 12 08 Administrator 14 05 2007 13 48 Administrator 22 05 2007 13 53 Administrator 2405 2007 10 57 Administrator 28 03 2007 10 52 15 1 Administrator 28 03 2007 10 57 10 1 Administrator 28 03 2007 11 16 Oo l D Right click on the task or task group allows to carry out following operations gt Create a new task gt Create a new task group gt Edit selected task or task group when clicking on task group gt Delete selected task or task group when clicking on task group gt Make a copy of selected task or task group when clicking on task group VIP Task Manager Pro User Interface 57 gt Insert a copy of selected task group into current task group 5 1 Getting Started Sloe oe ig Describe what ear w Specify responsibil ig Think who should t ig Ensure each team ig Form a group of pi ig Hold a meeting wit ig Make the calls ig Discuss the markel ig Make the calls ig Hold a meeting wit ey Hold a meeting wit ig Describe what ear 1 E ae New Task Write project defir a hew Gro
237. tton VIP Task Manager Pro User Manual 181 To display the tasks with required custom field relatively definite time or definite period of time check Relative radio button and select required date or period of time from corresponding drop down list To display the tasks with required custom field relatively exact date or to display all tasks except exact date check Date radio button select required field from Equal drop down list and select required date in corresponding drop down box Delivery Terms w Payment Que De Payment Date Reordering poinl O None Approved O Relative TRdade Resource Assignment care oslee007 O Range 19 y ow 19 Show empty date Administrator Cis vo To display the tasks with custom field value from required time interval check Range radio button and set required period of time with the help of drop down time boxes Then click Ok and click on Apply Filter button on Filters toolbar or press Shift Ctrl T keys Tips e To save the filter click on Save filter as button e To clear the filter click on Clear Filter button or Ctrl F9 e To delete current filter click on Delete filter preset button e To automatically apply filter click on Automatic Applying Filter button VIP Task Manager Pro User Manual 182 4 1 21 How to export tasks There are several ways to export Task List Task Tree and Calendar vi
238. u need There must be gray frame that shows panel s future location while dragging it ir WI WPS wi 0 Backstreet boys Oy sk List Filters Status Created n Progr rity High Highest Lre i ual Time egual 0h 30m mated T equal Uh 1 m te Range Today Empty de te Create 14 02 2008 16 te Last M y te Starter equal 14 02 200 v ite Compl Pes OUrce Current E Common Mame ID Status we Priority w ME Ernst Seizvestny or Joe Black I VIP Task Manager Pro User Interface 80 Filters Toolbar By default Filters toolbar is located at the top part of Filters panel Status Priority v To display or hide Filters Toolbar use main menu commands View gt Toolbars gt Filters Task List View gt Toolbars gt Filters Task Tree and View gt Toolbars gt Filters Calendar VIP Task Manager Professional User Administrator File WES Tools Help Toolbars i Ww Task List Panels j we Task Tree Columns wf Resource List Ber Purchasing we Task Groups EL it Th weak mimm nil n VIP Task Manager Pro User Interface 81 v To move Filters Toolbar move mouse cursor to its left border left click on it while cursor has its crosshair status drag and drop it wherever you need Filters Task List Common Mame I
239. ue The result of this operation is true if at least one of the operands is true 2 VIP Task Manager Pro User Manual 204 Greater or equal Examples If you want to programme 25 expression you should write 2543 The result of the expression 25 10 gt 30 or 5 3 lt 15 is true The result of the expression 45 9 gt 6 and 12 3 9 is false While carrying out any arithmetic operations pay attention to their types and the type of obtained result For example you can t multiply two variables one of which has date type and other is integer Or it s impossible to assign float variable to the field with time type All formula s elements must have the Same type There are special functions to convert the variable of one type to another Convert any type variable to time format Convert any type variable to date amp time format Convert any type variable to string If the argument of the function can t be converted to required type the result of this function work will be undefined or user will receive error message Note When string variable is used in formula it should be written in double quotes For example if you want to sum up integer 41 and string 12 you need to write 41 ToInteger 12 The syntax of if statement is following lif parameter1 parameter2 parameter3 parameter1 is any logical expression which result can be only true or false parameter2 is
240. up Send project defin Define areas be in g Edit G Delete Duplicate Ins CtrHeg F4 F Ctri D Insert copy of task group ote Custom fields aptions Filter Sorting Move to archive Expand all gt Collapse All Sending taskisi by Email Export Printing Column headers Right click on column header allows to carry out following operations bk k feat Task Tree Columns EET zij Footer EY gt l Auto width Ctrl Best Fit Ia LA 31 T a Created Sieh ee at 3 35 action plan z 2lad a Created moore Lob Fie towiks LT ID Info k Mame Status Complete ajaj sjes Frioriky Start Date Finish Date Due Date iy OWNeF a Tasks v Assigned m H gt Create next recurrence of the task is available only for tasks gt Change the status of selected task is available only for tasks gt Increase selected task priority is available only for tasks gt Decrease selected task priority is available only for tasks gt Set task and task group custom fields options is available only for task groups gt Select and apply existing filter to Task Tree grid gt Clear all filters on Task Tree grid gt Move selected task one position down within its task group or move selected task group when clicking on task group one position down in Task Tree grid gt Move selected task one position up within its task
241. ups le Ed F Fa J File wiew Tools Help Eher Company VIP Task Manager Professional Use Task List Task Tree Calendar Resource List pa 1 Getting Started VIP Task Manager Professional User Adminis sah Mame File View Tools Help ier 2 Defining The Proyec err ee ee gk o oe of z 3 Planning The Proje Develop a business Task List Task Tree Calendar Resource List thige 4 Monitoring The Pro _ Make sure the projec a ae es d a t i Calendar Date Mavigator a 22 Fa a i 5 Closing Down Overview any key ris 4 November 2007 P John Doe W Task Tree Filters MotfW TES Ss Identify all concerne je Ivan Susanin E current i iaa 4 jor Emst Neizvestny Consult a finance ex 5 7 6 91011 ie Joe Black Common 12 13 14 15 16 17 18 for Backstreet boys Hame 19 20 21 22 ped et 25 D 26 27 20 29 30 ey Task List Filters Define areas be incl Status Created n Progress 3 Fo f i aes YY Lalendar Filters Current v Describe what each Friority High Highest Urgenl El specity responsibility Actual time equal 0h 30m gt Current Think who shouldbe f Estimated Ti equal 0h 10m SS Common i are Ensure each team mi El By Date Rane iD Form a group of proj Date Range Today Empty date Status CreatedIn Progn Hold a meeting with a oes Neal dele Mee Status Created In Progres w a ate Last e Priority High Highest Ure w Make your
242. ver sothaare tor team collaboration based on access permission Authorized users can simultaneously access the common database through Local Network LAN to see add and edit certain tasks if they are grunted appropriate perrmssions It is the best solution for planning scheduling sharing tracking and reporting tasks appomtments projects and any company activities in small and midsize business government and non government institutes non profit and educational organizations Select Status of the Task VIP Task Manager Pro User Start Up 23 You can attach a Link or a File to the task If you select Link it will connect the task with a page in the Internet or a file stored at your PC or in a shared folder in the Local Network If you select File it will automatically upload a file to the database The attachments will be displayed in Attachments panel at the bottom when the task is highlighted e Select Attachments tab e Click on Add Attachment button Edit Attachment x Edit Attachment Mew Task Eg ae Comments y Watch List a Hi E A E aa Fields ail General oe Reminder I Resources gt Note New Attachment Ins Description T Edit Attachment UAL www taskmanagementsalt com download UAL wai taskrmnanagementsott com download g Zo ve Select Link or File Enter hyperlink or file location Enter description for attachment click OK User
243. w Role button on Roles Panel toolbar ee Mew Role Mame l inlirnikedd 2 Right click on Roles Panel grid and select New Role from drop down list 45 Roles Ed wo wo wo d EE mi parai r C Unlimited 3 Double click on Roles Panel grid 4 In New Resource or Edit Resource dialog select Roles tab and click on New Role button or press Ins key A Motitcations D W New Role Ins Unrilircited Team Leader Team Member Developer sales manager Marketing LJ VIP Task Manager Pro User Manual 272 4 3 5 How to edit a role There are several ways to edit a role 1 Select required role and click on Edit Role button on Roles Panel toolbar ae Rol id oF Edit Role Name Unlimited CI La Developer biii 2 Right click on required role on Roles Panel grid and select Edit Role from drop down list ey Roles et Ed os New Role ERJ Edit Role p Sod Delete Role 3 Double click on required role on Roles Panel grid 4 In New Resource or Edit Resource dialog select Roles tab select required role and click on Edit Role button or press F4 key Edit Resource Se Roles Notifications l e 5 Watch List i I T Edit Role F4 Unlimited Team Leader Mem eam Member Developer Sales manager C
244. y August 24 wants to bake part in the orchestra 8 26 27 20 29 30 Select a Time Period O E E Task List Task Tree Calendar Resource List io eo IG Tom Jons Thursday August 24 a S 5 Dat i a Wew Task Ins 4 August 2006 5M TW TFS Lee ey September 2006 P 5M TW TFS 1 2 8 p Wants to take part in the 6 7 8 9101112 3456789 archera 13 14 15 16 17 18 19 1011 12 13 14 15 16 30 20 21 22 236212526 17 18 19 20 21 22 23 go 27 28 29 3031 s 24 25 26 27 28 29 30 T October 2006 Movember 2006 10 SM TW TOF S SM TW TF S 30 e es ee eo ee amp 91011 i 13 14 715 16 17 18 19 20 21 u zz 235 24 25 26 27 20 129 30 31 2 a At 1 5 6 7 amp Floll 12 13 14 15 16 17 16 7 19 20 21 22 23 24 25 i 26 27 20 29 30 11 30 ED 3 Click on New Task button User can reschedule Task by dragging and dropping it all over the Schedule Task List Task Tree Calendar Resource List Date Navigator 4 July 2006 5M TW TFS 1 foe Soa 0 Fe sE i0 11 12 13 1415 16 17 18 19 20 21 22 23 24 25 26 27 26 29 30 31 September z006 5M TW T F 5 4 15 14 15 16 17 1619 4 20 21 22 23 24 25 26 27 26 29 30 31 Task List Task Tree Calendar Resource List Date Navigator le 7 a August 2006 Sih TW TFS iJ2 345 6 7 amp 910 11 iz ee July 2006 August 2006 b 5M T WoT F 5 5M TW T F 5
245. y or importance of the Task Status Shows the current state of the Task in given Workflow Complete Shows how much of the Task is already done in percentage Attachment Shows the first attached file or link of the Task Owner User who created the Task Assigned User who is assigned to the Task Department Department to which Assigned user belongs to VIP Task Manager Professional User Administrator DataBase ta File RET Tools Help Task L Toolbars b ndar Resource List Columns E ES or Task cer eruups Task Tree Columns w Info coe ce E 1 Resource List Columns w Mame ior Company tant 1 Getting Started z Complete o 2 Defining The Projec v Priority 3 Planning The P l ee 6 4 Monitoring The P 17 i 4 Monitoring The Pro ee ion 5 Closing Down John Doe Er Ivan Susann i iw Due Date 18 Time Left l Estimated Time l w Owner 22 B Assigned 7 Date Last af Actual Time ma Ernst Nezvestriy Joe Black Y Task List Filters 25 a4 Current wt gt ha B Common r5 Attachment Department Mame IS ID Task Group Status w 2 v Permissions Priority wt e3 Date Completed Actual Time wt a0 Date Starked VIP Task Manager Pro User Start Up 19 Start Date

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