# Tasks {% hint style="info" %} **Who can use this feature?** Any Project User with full Planner Access can create Tasks. Task Owners, Assignees and Admins can edit Tasks. *** Task Owners and Admins can delete Tasks. {% endhint %} When you add a Task, you can customise its properties to reflect exactly what’s being done, by who, and when, making sure the plan communicates clearly to anyone who needs to see it. Tasks can store everything from planned resource quantities and work areas to subcontractor assignments and permit requirements. This way, as your plan changes, not only does everything reschedule automatically, but things like resource forecasts, staging diagrams and daily task-lists update on the spot. ## Creating Tasks *** You can create Tasks from wherever you’re working - from the Gantt, from the Board, or imported from another source. For an easy start, try adding them directly inside your Folder structure.
#### **To create a Task:** * On the Gantt, find the Folder where you want the Task to live * Select ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FIjH2jefwEZ2q1P7VWqIH%2FAdd%20Task%20into%20Folder.svg?alt=media\&token=f6241395-b502-4d40-88a1-6cf06a5661ad) at the bottom of the group * Your new Task will appear as a line item within that Folder, ready to edit
Task Creation Rules * By default: * The user who creates the task is set as the Owner * The Project Default Calendar is automatically applied * Each task starts with a 1-day duration * Each new task will be placed on the nearest Monday within your current View (You can adjust these at any time)
Task Types There are four Task types that you can create: * Task * Parent Task * Subtask * Milestone
See also: Task Properties ## Editing Tasks *** Tasks can be edited at any time; whether you're refining the plan, making updates as work progresses, or finalising details for the as-built record. You can update Tasks one by one or in bulk. Let's look at making edits across a selection of Tasks.
#### To edit multiple Tasks: * Use the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) to select all Tasks you want to update * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click the to open the list of properties to edit - pick the one you want to change * Select the new value from the list * Click the to confirm. Your update will be applied to all selected Tasks See also: editing via Gantt Columns
Task Selection Rules * Subtasks can only be multi-selected with others from the same Parent * You can’t mix Parents and Subtasks in the same selection * You can select any Task in the project * Tasks you don’t have permission to edit will be skipped, and you’ll be notified * After each action, you’ll get a summary of how many tasks were updated or skipped with the option to undo
## Drag & Drop Tasks *** Drag-and-drop Tasks on the Gantt to easily adjust the start and end dates. #### To move a Task Bar: * Hover over the Task Bar on the Gantt * Drag either end of the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FsdUthG83Bbw0u5KrQxTk%2FMove%20Bar.svg?alt=media\&token=8e614848-0aee-4ba8-b054-3b50b079c52e)Task Bar to extend or shorten its Duration * Drag the middle to shift the entire Task forward or backward in time ## Creating Parent & Subtasks *** Subtasks work just like regular Tasks, with all the same properties, but are nested inside a Parent Task. They’re ideal for breaking down higher-level activities, especially when importing from a Master Schedule, while keeping a clear link back to the source activity.
#### To breakdown a Task: * Hover over the Task you want to break down * Click * Hover over `Add Subtasks` * Enter the number of Subtasks you want to create * Click the to confirm * Your Task is now a Parent Task with embedded Subtasks * To add more Subtasks later, click directly under the Parent Task Subtasks can only go one level deep (Parent → Subtask). If you need more structure, it's best to use Subfolders to build out your plan. See also: Subfolders
Inherited Parent & Subtask Properties Parents & Subtasks will always have the same: * Owner * External ID *(often mapped from the P6 Activity ID)* * Package * Folder If one of these Properties are edited, this update will automatically apply to the Parent and all its Subtasks. All other Task Properties can be individually allocated to Subtasks.
Parent Task Bar & Dates **Parent** **Start Date** = Start date of the earliest visible Subtask **Parent End Date** = End date of the latest visible Subtask These values update automatically when filters or date range settings are applied. See more about Group Durations & Dates
## Moving Subtasks to a Different Parent Task *** Subtasks can be moved from one Parent Task to another, as long as a few conditions are met.
#### **To move a Subtask:** * Click the column picker towards the top left of the Gantt * Toggle on the `Parent` column * Click into the cell for the Subtask you want to move * Select the new Parent Task from the list * The Subtask will move under the selected Parent
Requirements for Moving Subtasks * The destination Parent Task must already be broken down (with at least one Subtask) * Both Parent Tasks must be Owned by the same User
## Duplicating Tasks ***
#### To duplicate multiple Tasks: * Use the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) to select all Tasks you want to duplicate * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click to duplicate all selected Tasks #### To duplicate an individual Task: * Hover over the Task Name * Select * Select `Duplicate`
Duplicated Task Rules * Tasks can be duplicated by any User who holds a Task Role * All Task properties will be duplicated automatically, excluding: * Progress Updates * Comments * Documents * Milestone History * Material Actuals * All Relationship Links between the duplicated Tasks will be duplicated
## Deleting Tasks ***
#### To delete multiple Tasks: * Use the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) to select all Tasks you want to delete * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Select * Click `Delete Tasks` to delete all selected Tasks #### To delete an individual Task: * Hover over the Task Name * Select * Select `Delete Task`
Deleting Tasks Rules * Deleted tasks can’t be restored unless you undo the action during the same session * Only the Task Owner, an Owner Delegate, or a Project Admin can delete a Task
## Copying Tasks Between Projects *** If you have multiple Aphex Projects, you may want to move Tasks & assets from one to another. We'll show you how.
#### To Copy Tasks into a different Project: * Use the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FUmk4xHroFcifJzozWIty%2FGrab%20Select.svg?alt=media\&token=2d16c5b8-ca42-4e97-882e-f4bb8c21a5d8) to select all Tasks you want to copy * Hold `Shift` on your keyboard to quickly select everything in between * Once selected, the multi-select toolbar will appear at the bottom of the Gantt * Click the and select `Copy to an Aphex Project` * Pick an existing Project or create a new one * Select whether to copy all Task Properties or pick from a custom list * Review the 'Copy Task Summary' and Click * Open the destination project: your tasks will be waiting on the Gantt
Copying Tasks Rules * Links between selected Tasks will always be copied across * Task history (the activity log & progress updates) will not be copied over * If you do not select a property to be copied, a default option will be applied to the property * Copied Assets will match to existing Assets (if the Name or Code matches), otherwise new Assets will be created in the destination Project * Tasks can only be moved into Projects within the same Organisation
## Task Panel *** You can open a Task from anywhere; Gantt, Map, Board, or List View.\ Just click the task to open the full Task Panel, right on top of your current view so you won’t lose your place. Reorder the panel sections to keep the most relevant info where you need it.
#### To open a Task from the Gantt: * Right-click any Task and select `View Details` * The Task Panel will open #### To open a Task from Map * Click any Task Card from the section on the left hand-side * Or, click the Work Area on the Map and then the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2F1WzPC2ISYyHlAadpOjd2%2FExpand%20Icon.svg?alt=media\&token=7cf60b86-7b9f-4c55-b269-d0731f8d5f31) icon * The Task Panel will open #### To open a Task from Board * Click any Task Card on Board * The Task Panel will open #### To open a Task from List * Click the name of any Task in your List * The Task Panel will open
Task Panel Preferences * The Task Panel is made up of sections that can be collapsed or reordered * Drag and drop sections to arrange them however you like * Your custom layout is saved to your user - it stays consistent across all Projects and Views, including Mobile * The layout will apply every time you open a task, until you change it again * There are different task panel layouts for Tasks, Parent Tasks, and Packages
## Task Activity Log *** The Task Activity Log shows a full history of every change, from edits and delays to comments & documents, with who made the change and when.
#### To open the Activity Log: * Right-click any Task and select `View Details` * The Task Panel will open * Click to toggle the Activity Log on or off #### To comment on a Task: * Right-click any Task and select `View Details` * The Task Panel will open * Start typing into the `Add Comment` box at the bottom of the panel #### To upload a Photo or Document to a Task: * Right-click any Task and select `View Details` * The Task Panel will open * Click the ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2Fdp44tcAxEVG48uaJRMOp%2FIcon%20Buttons%20\(3\).svg?alt=media\&token=e4096dbb-b4d2-43a1-b5af-eee9a6e81a3a) at the bottom of the panel * Select or ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2F2SM3prjTHlhAotg0UeCF%2FUpload%20File.svg?alt=media\&token=b1cd1ec8-8a89-4fb1-b5e6-250c00a8747f) to upload an image or document * Uploaded files will appear in the Task Activity Log * Use filters to show only ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2FjR28TzNBY3Dxd3fpKhC8%2FComments%20and%20Docs%20Filter.svg?alt=media\&token=e255f93f-3d01-4f7b-8a89-d9f24d1cf92c)