Task Management Calendar

Updated in 8.4

The Task Management Calendar is a global calendar that enables you to browse several personal work calendars for a group of technicians simultaneously and see the Tasks or Work Orders assigned to them. You can always view the work schedules of your teammates, know who is in charge of what, when deadlines are due, who is overloaded, and who is available to take on more work.

To access the Task Management Calendar, select Service Desk > Task Management Calendar from the navigation menu. You can view the calendar information by day, by week, or by month. For details, see Changing Calendar views. You can also choose what type of information you want to browse: Project Tasks or Work Orders. To switch between those views, use the corresponding options below the mini-calendar in the top-right corner of the window.

NOTE: To refresh the calendar view, press F5.

Choosing the technicians whose schedules the calendar displays

The Task Management Calendar displays parallel horizontal time lines for all technicians you want to track. Instead of choosing particular technicians, you can choose one or more groups of technicians, and the calendar would display time lines for all members of the selected groups. You can also combine these two methods: select several technicians and one or more groups of technicians.

  • ClosedTo specify technicians for the calendar:

    1. To expand or collapse the Assignee or Group panes, in the right side bar under Filter by, double-click Assignee or Group, respectively. These panes must be expanded if you want to specify technicians.

    2. Select the check boxes in either or both of the Assignee and Group panes. To choose all technicians, select the <All> check box under Assignee. Clearing the <All> check box will clear all other check boxes in the pane.

    NOTE: The Group pane displays only technician groups.

  • ClosedTo view the details of a technician:

Time lines are sorted alphabetically by the technician's Full Name. When there are many technicians selected, use the scroll bar to scroll through their schedules.

Managing personal events for technicians

Technicians have personal events such as vacations, training days, meetings, and other exceptions to their standard working time, specified using the Work Calendar tab of their Person details window. The Task Management Calendar displays all personal events for the selected technicians, so you can quickly visualize when personal events overlap the Work Order flow and reschedule the Work Order or the event before it's too late.

You can manage personal events right from the calendar as follows:

  • ClosedTo view the details of an event:

    • Rest the pointer on the event to display its details. The ScreenTip displays the event name, its dates description.

  • ClosedTo reschedule a personal event:

    • Drag the start or end border to the new position. You can also drag events between dates within the calendar area.

    NOTE: To change other event details (for example, add a new description), double-click the event and make your changes using the [Personal Event Category] window.

  • ClosedTo add a personal event for a technician:

    1. Select the cell that you want to bind with a new personal event and click New > [Personal Event Category] on the right side of the Module menu. Alternatively, right-click the cell, and then click New > [Personal Event Category]. You can also select a range of cells to immediately specify the event's start and end date and time. The [Personal Event Category] window opens.

    NOTE: The list of personal event categories is configured by your Alloy Navigator administrator.

    1. Specify the event details and click OK. A new event bar appears in the calendar.

  • ClosedTo delete a personal event:

    • Select the event and click the Delete button on the Module menu. Alternatively, right-click the event, and then click Delete.

Filtering Work Orders in the calendar

The Task Management Calendar displays Work Orders assigned to the selected technicians. Work Orders are shown as bars from their Scheduled Start Date (or Start Date, if specified) to Scheduled End Date (or End Date, if specified). You can filter the Work Orders in the Task Management Calendar to display only those that belong to one or more particular Types, Categories, Statuses, or Projects.

  • ClosedTo filter Work Orders:

    • Expand the corresponding pane in the right side bar and select the appropriate check boxes. You can combine any properties as you want.

      • Type shows Work Orders of the selected types.

      • Category shows Work Orders of the selected categories.

      • Status shows Work Orders in the selected lifecycle phases, i.e. having the selected Status values.

      • Project shows Work Orders that belong to the selected Projects.

    NOTE: The most of panes have the <Unassigned> check box, which allows you to decide whether the calendar would display Work Orders having an empty value in the corresponding field.

  • ClosedTo remove filtering:

    • To remove filtering by a particular Work Orders field, select the <All> check box in the corresponding pane. This will select all other check boxes in that pane, and the calendar will show Work Orders having any value in that field.

    NOTE: Clearing the <All> check box will clear all other check boxes in the pane. Make sure that you have selected some values in each of the Type, Category, Status, and Project panes. Otherwise, your calendar will be empty.

Viewing and rescheduling Work Orders

The Task Management Calendar shows Work Order flow from their Scheduled Start Date to Scheduled End Date and enables you to reschedule or re-assign them before the work actually begins.

  • ClosedTo view the details of a Work Order:

    • Point to the Work Order to display its status, start and end date and time. If you want to view more details, such as the priority and description, double-click the Work Order to bring up the Work Order window in a new Tab of your browser.

As soon as the work begins, a Work Order gets the Start Date value, and the calendar displays that Start Date instead of the Scheduled Start Date. When the Work Order is completed, the technician specifies the Completed Date value, and the calendar displays that Completed Date instead of the Scheduled End Date.

The Start Date and Completed Date are fixed, and you cannot "move" them.