Task ID 

1. You can enable/disable Task ID in Portal configuration.
   
2. You can edit the task prefix when you edit a project.
   

Once a task is deleted, the task ID number of that task will also be deleted. All task IDs are unique, a deleted task ID will not be reused for subsequent tasks.

Recurring Tasks  

Recurring tasks help manage work that repeats at regular intervals. Instead of creating the same task multiple times, you can set a recurrence schedule so new task instances are created automatically based on the defined frequency.

Feature Availability : All Paid Plans

Set a New Task as Recurring

1. Click Tasks from Overview and click Add Task, or open the required project, navigate to the Tasks tab, and click Add Task.
2. Enter the task details and click the Recurrence field.
3. Select the Repeat Type as Daily, Weekly, Monthly, Yearly, or After.
   
If After is selected, specify the time interval and choose whether the recurrence should occur after a number of days or hours from the task completion date.
4. Select Based On to define the reference field for recurrence.
   
1. Due Date : Recurs on the same due date for each cycle and adjusts the start date based on the task’s duration.
   
2. Start Date: Recurs on the same start date for each cycle.
   
3. Schedule : Creates each recurrence based on the custom schedule defined.
   
   
5. Set how often the task should recur in the Repeat Every field.
   
1. For example, if the frequency is Daily and Repeat Every is set to 3, the task will recur once every 3 days.
   
6. Specify when the recurrence should stop in the Ends field.
   
1. After : Stops the recurrence after the specified number of instances.
   
2. On: Select the date from the calendar to stop the recurrence.
   
3. Never : Creates recurring instances indefinitely.
   
7. Configure On holidays to define how recurrence behaves if the scheduled date falls on a holiday.
   
8. Select a Trigger to define when the next recurring task should be created.
   
1. On Completion: Starts the next recurrence when the current task is completed.
   
2. On Schedule : Starts the next recurrence on the scheduled date, regardless of task completion.
   
3. First to Occur: Starts the next recurrence when the task is completed or when the scheduled date arrives, whichever occurs first.
   
9. Click Manage fields for recurring task and select the fields that should be included in each recurring task instance.
   
10. Click Set Recurrence.
    

Edit an Existing Task to Recur

1. Navigate to Overview in the left navigation panel, click Tasks, and open the required task.
   
2. Click the Recurrence field.
   
Configure the recurrence settings by following the same steps mentioned in Set a New Task as Recurring.
3. Click Set Recurrence.
   

Task Reminders

 Set Reminder while adding task 

1. Click the Tasks module and select Add Task.
   
2. Click the Reminder field.
   
3. Reminders can be set based on due date or on a specific Date.
   
4. Based on due date lets you set reminders daily, on the due date, or on certain days before the due date. Enter the number of days if you select the Day(s) before due date option.
   
5. Specific date allows user to set a date and get notification on that particular date.
   
6. Set the time.
   
7. Select users or teams in the Notify Users field.
   
8. Click Set Reminder.
   
9. In Remind on, if you select:
   

1. Daily: The reminder mail will be daily until the due date.
   
2. On due date: A reminder mail will be sent on the due date.
   
3. Day(s) before due date: A reminder email will be sent before the due date based on the number of days set.
   

Log Hours for Tasks 

1. Scroll to the Timelog Total column against the task.
2. Click on the field corresponding to the task.
   
3. Enter the details in the New Time Log form and click Add.

Set Work Hours 

1. Track progress by measuring planned vs actual hours spent on tasks
   
2. Forecast project costs based on work hours
   

 Set Default Work Hours   

1. Click    in the top-right corner of the top navigation bar.
   
2. Navigate to Customization  > Layouts and Fields > Tasks.
   
3. Cliick on the desired Layout, under Task Information, click  beside Work Hours .
   
4. Click Edit Properties and select the work hour format and the default value.
1. Business Hours: While creating a task, Work Hours will be prefilled with Business Hours.
   
2. Empty:  While creating a task, Work Hours will be empty.
5. Click Done and click Save Layout.

 Set Standard Work Hours in New Task 

1. Navigate to the Task module in a project and click Add Task in the top-right corner.
2. Enter the work hours, then click Add.

1. Work hours per day - You can set the number of hours a task owner is expected to spend on the task each day.The hours per day is the number of hours a user must spend on the task each day across the task schedule. If the work per day is four hours for a span of five days, then the task is allotted 20 hours for completion.
2. Work % per day - You can set the work percentage for the task owner for each day. If the business hours per day is eight hours, and the resource is allocated only 50%, then the task is allotted four hours per day.
   
3. Work hours - You can set the total work hours for the task owner. The work per day is automatically calculated based on the task duration. If the task is allotted a total of 20 hrs, and the duration of the task is five days, then the work per day is automatically set as four hours per day.

 Set Work While Editing a Task 

1. Click on a task to open the Task Details page (click open a task to view its Task Details page)
   
2. Click the Work Hours field in the Task Information section.
   
3. Make the necessary changes, then click Save.
   

1. In the List view of tasks, you can view the planned work hours and actual hours taken to complete the task.
2. The Work and Time Log columns indicate if you have logged fewer or more hours than the planned work hours.
   
3. A green arrow in the Time Log column indicates that you have logged fewer than the planned hours displayed in the Work column. 
   
4. A red arrow indicates that you have exceeded the planned hours.

 Set Flexible Work Hours in a Task   

1. Click the Tasks tab in the top navigation band.
   
2. Click on a task to open the details page.
   
3. Click the Work Hours field and select Flexible.
   
4. Enter the number of hours for each day.
   
5. Click Done. 

Users can select either Standard or Flexible option for a task.

The work hours can also be entered in % based on Business Hours.

If your portal was created before Dec 15, 2020, please contact support@zohoprojects.com to enable this feature.

Import Tasks   

1. Select a project from the Recent Projects section or the Projects tab in the left navigation panel.
   
2. Click the Tasks tab in the top band.
   
3. Click  in the top-right corner and click Import Tasks.
   
4. Select the File Type and choose a file that you want to upload.
   
5. Click Import.
   
6. Map the columns in the MPP file with the list of fields available in the tasks module.
   
7. Select if you want to keep the tasks unassigned or mapped to project users.
   
8. Click Continue to import the tasks into Zoho Projects.
   

Export Tasks

Export Tasks Without Filter and Custom Views

1. Select a project and select the Task module.
   
2. Click  in the upper-right corner and select Export Tasks.
   
3. You can select a task view to export. For example, if you select Unscheduled Tasks in predefined views, then all the tasks which are not scheduled will be exported. You can also export tasks based on a custom view.
   
4. Select the file format.
   
5. You can choose the columns to export.
   
6. The Selected pane lists the fields that you have selected in Customize task columns. The fields listed in this pane will be exported.
   
7. The Available pane lists the fields that you haven’t selected in the Customize task columns. Hover over a field name and click to move it from the Available section to the Selected section, or you can drag and drop the columns between the sections.
   
8. Check the Export with file information box to export tasks along with the task metadata.
   
9. Click Export.
   

Click Show export history to view the history of exports.

You can also export tasks across all projects. Navigate to Work Overview > Tasks >  and select Export Tasks.

 Export Tasks with Filter and Custom Views 

1. Select a project in Projects and choose the Task module.
   
2. Select in the top-right corner.
   
3. Choose the filter values and click Find.
   
4. Click Save as, then click New Custom View. Save the custom view.
   
5. Click  in the top-right corner and select Export Tasks.
   
6. Select the custom view from the Task View field.
   
7. Click Export.

Reopen a Completed Task 

1. Click  in the top-right corner and choose Closed in Task Status.
   
2. Click Find to filter closed tasks.
   
3. Click on a closed task to open it.
   
4. Change the status to Open.