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  • How to use the Global Task Report

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    Posted on May 28th, 2009Customer SupportReports

    The Global Task Report is one of the most important reports for the project manager. It provides an easy-to-use tool for tracking task status and progress across all tasks from all projects. To find this report, click Reports in the main menu, then Global Task in the secondary menu. Several options are available to allow you to create everything from a simple status report to a data-rich report useful for controlling the implementation and outcome of your projects.

    A report can be created as a one-time report by using the search fields and clicking the Search button, or you can save your search by creating a report template. This how-to describes creating a one-time report. See the video Creating Report Templates: Global Task and Resource Calendar Reports for a demonstration of how to create a report template.

    Select a Template

    If there are saved reports available, they will appear at the top of the search form in a pull-down menu in the Select a Template area. Selecting a template and clicking Search will generate results from that saved report. Clicking Edit will refresh the page with the search criteria for the template displayed appropriately.

    Send PDF as Email Attachment

    The Send button is available in the Select a Template area once a template is chosen. This button displays the Send PDF as Email Attachment pop-up with the Email Settings tab in view. This pop-up is used to email a PDF version of the report to one or several recipients. Recipients can be Vertabase users. However, any valid email address can be used to send the report to those who do not use Vertabase.

    Schedule PDF as Email Attachment

    The Schedule button is displayed depending upon the permission settings of the access level for your user account. This button offers settings to schedule the delivery of the PDF via email to the recipients configured in the Email Settings tab. The Schedule must be set to On for the schedule to be active. If the Stop sending report after field is left blank, the report will continue to be sent with no stop date. If the Stop sending report after field is set to a specific date, the Schedule will be disabled and set to Off on the date following the specified date. The “Stop” date identifies the last date when the email will be sent.

    Search Fields

    To the upper-left of the page you will find a section labeled Period. This allows you to search for tasks according to the scheduled start date and due date. Use the Filter field to indicate whether you want to search by the task start date, due date, both the start and due dates, the task completion date, or dates when the task is in progress. For example, if Tasks Starting is selected in the Filter field, and November, 2008 is selected from the By Month field, Vertabase will search for tasks that were scheduled to begin in November, 2008. If you need to find tasks, but your search is not dependent upon when the task was scheduled, select the option All from the Period section.

    Group By Options

    Grouping options are available to the upper-right of the page. Use the Group By section to organize the list of tasks into the categories available. Selecting Department, for example, would allow you to see the Total Actual Hours worked for each department.

    Task Name

    Click the link Show More Advanced Fields to see options in the Advanced Search section. The Task Name field is very useful when searching for tasks using parts of the task name. Using a task naming convention will allow you to make effective use of this field. Type the full task name or part of the name. Vertabase will display all tasks having the search text anywhere in the name. If you have tasks named “Approval” in several of your projects, you could run a report to find all tasks with the word “Approval” to see the status of these tasks across all projects.

    Current Status

    Use the Current Status field to find tasks according to the status they have at the very moment you are conducting your search. To search for all incomplete tasks, highlight all the options except Completed. As with all the fields listing several options, leaving all options deselected is equivalent to including all options in the search.

    Task Type

    The Task Type field can be used to search for milestones, critical tasks, tasks that are both milestones and critical or regular (non-milestone and non-critical) tasks. The User field is used to narrow the scope of the search to one or more resources that have been assigned to the tasks. Selecting a single user name, for example, would produce a list of tasks assigned to the same resource. The Project field allows you to choose which tasks should appear based upon the projects selected. For information on the other fields under Advanced Search click the Help Files link at the top-right of the page.

    Report Columns

    Below the Advanced Search section a series of checkboxes is available labeled Please choose the columns you wish to display in the report. Use these checkboxes to determine what task information should appear in the report. A simple report might display the current start date, current due date, status, and percent complete. The project name, task name and user name will automatically appear. Click the Help Files link at the top-right of the pgae for information on each of the options available.

    Report Results

    Click the Search button to run a one-time report. This will display the report results page. Only click the Reset button when you need to clear all the settings on the report Search page.

    The report results page displays the total number of tasks in the Number of Results field. You can also see the search criteria used to generate the task list in the Search Criteria field. Use the Group By field to re-group the tasks if you wish. This will provide different group totals for the Total Estimated Hours and Total Actual Hours columns. Click Select Columns to View to add or remove columns from the report. The task names serve as links allowing you to jump to the schedule page of the corresponding project. To keep the report available while jumping to a project schedule, use the PopOut option. This will display the report in a pop-up window allowing you to use the task name links to navigate to various project schedules without losing the report.

    You can choose the sort order of the tasks by clicking any column header name that is displayed as a link. The column currently used for sorting is identified by a triangle appearing next to the column name. A right side up triangle indicates ascending order. An upside down triangle indicates descending order. With each click of the column header name you can switch between ascending and descending order. Tasks are first grouped according to the Group By option chosen, then sorted by the column with sort triangle.

    Export Options

    Several options are available for printing and integrating with external software. These options are grouped under tabs labeled View, Print, Export, and Send.

    • View
      • PopOut
    • Print
      • PDF
      • Printer-friendly version
    • Export
      • Excel
      • CSV
      • Outlook
      • Google Calendar
    • Send
      • PDF

    PopOut

    A PopOut icon is available to view the report in an alternative format. The PopOut format displays the report in a separate window. This window can remain open while navigating other Vertabase pages and even while logged out of Vertabase. You can use the links in these reports to jump to different project schedules in the main Vertabase window. In this way the PopOut report acts as a navigational aid.

    PDF

    For direct output to Adobe® PDF, click the PDF link or icon. With PDF you can take advantage of its portability and collaboration features.

    Printer-friendly Version

    A printer friendly version of the report is available by clicking the Print link or icon. This will launch a pop-up window with all of the report’s data. From this page, use the browser’s print function.

    Excel, Outlook, Google Calendar

    The report can be exported to MS Excel, MS Outlook, and Google Calendar by clicking the respective links Excel, CSV, Outlook and Google Calendar or their icons. You can process your data further, share task timelines using public or shared calendars, and use the printing, sharing and other features that these software provide.

    CSV

    The Export tab contains the CSV option. CSV provides a .csv file as a download, formatted for further processing in Excel. Excel’s data sorting, filtering, subtotals, and pivot tables can be readily applied to the spreadsheet to customize the output and formatting. Cross-report spreadsheets can be created to combine data across multiple Vertabase reports using Excel formulas.

    Send PDF as Email Attachment

    The Send tab contains the option PDF. This option displays the Send PDF as Email Attachment pop-up. This pop-up is used to email a PDF version of the report to one or several recipients. Recipients can be Vertabase users. However, any valid email address can be used to send the report to those who do not use Vertabase. Email addresses must have the format name@domain.com or “FirstName LastName” <name@domain.com>.

    Refine Search

    Click the Refine Search link near the upper-right of the page to return to the report search page. Search criteria used to generate the original report will remain. You can edit your previously used search and click the Search button to run another search or save the search as a template.

    See related video: Global Task Report

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