Gantt view (module: Timeline)

You can easily create and optimize project plans and keep an eye on the progress and the total duration of the project by using the timeline module. Potential bottlenecks are visible at a glance and can be prevented in time. All parties involved remain up to date at all times and know what needs to be done and when.

Basics for working with the Gantt View

The Gantt view is a bar chart, often used in project management, that shows all tasks in their chronological order and according to their dependency on other tasks.

What does the view consist of and what can I read from it?

Task list: The vertical axis of the diagram represents all tasks (or milestones, project steps,...). The displayed tasks can be limited using filters. In addition, the task name, for example, can be displayed as an extra column on the left.

Timeline: The horizontal axis shows the time course / time span of the project. The total project duration can be determined by the time of the first and last task.

Task bars: Within the time schedule, all tasks are visualized and arranged by due date in the form of bars - i.e. they are put "in the right order". The bar indicates the title of the corresponding task. If the bar is too short for the title, you can show it via mouseover. Depending on the length (-> due date "From - To"), the bar length shows the processing time of the tasks. The color is determined by the status or the room.

Responsibilities: The profile picture within a bar indicates who is responsible for the task, i.e. to whom it has been assigned. If no profile picture is included, there is no responsible person yet.

Dependencies: Connection arrows indicate a certain order for the completion of tasks. They show which tasks are dependent on the completion of other tasks. "Successors" can therefore only be processed if the "predecessors" have been completed first (see: Working with dependencies).

Milestones: Important events or intermediate steps (so called milestones) are accentuated and displayed as diamonds. The color of the milestones is defined by their status: open milestones in pink and completed milestones in green.

Dateline (red): The dateline shows the current time and runs vertically within the diagram.

What do the colors of the tasks signify?

Within a room:

The colors of the tasks within the Gantt chart vary according to the status of the task. For example, completed tasks are displayed in the color green. In the task cards*, the status and thus the color of the task can be changed.

*Tip: Access the corresponding task card through a left double-click on the taskbar within the Gantt view.

Within the reports:

Whereas in the reports, the colors of the tasks refer to the rooms from which they originate or to the room group to which that room belongs (the color of a room group is always inherited by its rooms).

Activating the Gantt View + Preconditions

1. Make sure that the tasks module is enabled for the room you want to use the Gantt view in.*
2. Open the room settings (e. g. by clicking the room name).
3. Switch to the tab Modules.
4. Activate the module Timeline.

How to work with tasks within the Gantt View

Scheduling tasks

Before scheduling the tasks, get a precise overview of the exact order in which the tasks (and milestones) are to be completed and have a good understanding of how much time it will take to complete the individual tasks.

Using the module makes it even easier to set due dates for the individual elements. There they can be moved to their due date or period simply by drag and drop. Similarly, you can adjust the duration of the tasks by stretching or shortening the individual taskbars.

Where to find tasks without a due date

In the Gantt view itself, only tasks / milestones with due dates are displayed.

The calendar icon in the upper part of the view can be used to display unscheduled tasks and milestones, i. e. those for which no due date has been entered yet. By clicking "+ Add" right next to a task, it will be added to the Gantt view. There, like all other tasks, you can use drag and drop to move it to the right spot and to adjust its duration.

Auto Scheduling and Critical Path

If several projects are executed at the same time, the task and time management can quickly get out of control. For this reason, let the "Auto Scheduling" and "Critical Path" functions help you.

Auto Scheduling

If the "Auto Scheduling" feature is activated in the timeline module, changing due dates will also update all follow-up tasks. I.e. as soon as you move a task, all tasks depending on it will be moved to the next earliest possible date.

Only working days are taken into account: If the start of a "From-Until" task falls on a business day and the end falls on a weekend, the period is increased and the end is moved to a business day. If a task should fall entirely on a weekend, it will be moved directly to the upcoming Monday.

Attention: For milestones, no actual "working day" is intended. Because of this, several milestones can end up on one day due to the postponement. If you have scheduled work steps for a milestone, we recommend creating a separate task for it.

To activate "Auto Scheduling" in the timeline module, click on the green button with the round arrow ("Auto Scheduling" on mouseover). From now on, all changes will be taken into account and, if necessary, trigger an automatic postponement.

Critical Path

The "Critical Path" makes tasks without a buffer period visible to you at a glance. All tasks (one or more) that could delay or endanger the success of the project are marked in red, including dependencies. With every change, the critical path is recalculated. Especially for tasks marked in red, make sure to stay within the due date.

To activate the "Critical Path" in the timeline module, click on the green button with the two arrows ("Critical Path" on mouseover). The critical path will now be displayed in red.

Working with dependencies

Task dependencies serve as a link between single or multiple tasks (or milestones). They are meant to ensure that all team members are aware of interrelationships and to indicate the impact of changes to the schedule.

Tasks must be completed so that tasks dependent on them can be initiated. If a task is delayed, which other tasks are dependent on, these tasks will also be delayed.

Creating dependencies

To create a dependency between two tasks, open the timeline module and drag a dependency link from the link point (visible by mouse-over) of the predecessor task to the link point of the successor task.

The task that the dependency arrow leads away from is the predecessor task, i.e. it must be completed first. The task to which the arrow leads is the successor task.

Alternatively, dependencies can also be created via the successor task itself. Simply open the corresponding task and click on the More button (symbol: three dots) in the upper right corner. Now, select the option "Add dependency" and click on the corresponding predecessor task in the search mask.

Tip: You can open tasks via the corresponding bar in the timeline, the map in the tasks module, or the field in the calendar.

Viewing dependencies

The Gantt view within the timeline module shows you which tasks a certain task depends on.

In addition, you can see all dependencies in the header area of each successor task.

Removing dependencies

You can either remove single dependencies or (if there are several dependencies) collectively remove all dependencies of a successor task to its predecessor tasks.

Removing a single dependency

You can remove dependencies within the timeline module by right-clicking the corresponding task / dependency link and selecting the option "Delete dependency".

Alternatively, you can also remove a dependency in the task itself. Simply open the corresponding task card of the successor task. Now, you have two options at your disposal:

1. All dependencies are listed in the header of the card. Just click on "Delete dependency" next to the corresponding dependency.
2. Click on the more button (symbol: three dots) in the upper right corner and select the option "Change dependency". Now, all existing dependencies to other tasks will be displayed within a list highlighted in blue. Simply click on the dependency you want to remove.

Removing all dependencies collectively

You can remove dependencies within the timeline module by right-clicking the corresponding successor task and selecting the option "Delete all dependencies".

Alternatively, you can also remove several dependencies collectively in the task card. Simply open the corresponding successor task and click on the more button (symbol: three dots) in the upper right corner. Now, select "Change dependency" and double-click on the option "No dependency" within the list. Finally, confirm your selection by clicking "Save dependency".

Completing tasks with dependencies

Basis: Status change of the task

Of course, all tasks during the course of the project should be completed according to the predefined order and with regard to their dependencies. For this reason, users receive a warning if they try to complete successor tasks before their predecessor tasks.

Working with milestones

Creating / Converting milestones

You have two options when creating milestones:

1. Create a new milestone

Simply click on the plus symbol within the timeline module and select the option "Add Milestone".

2. Convert an already existing task into a milestone

Right-click the corresponding task in the Gantt view to access all available options and select "Set as milestone".

Alternatively, you can convert a task in the tasks module. Right-click on the task and hover over the "Milestone" option. Click "Yes" to convert it. You can also open the task and select the "Set as Milestone" option via the More button (icon: three dots) in the upper right corner.

Removing the milestone status

To remove the milestone status directly in the Gantt view, right-click the corresponding milestone and deselect the option "Set as milestone". The green checkmark will then disappear and the milestone will become a regular task again.

Alternatively, you can remove the milestone status directly in the task card. Simply open the corresponding task and click on the more button (symbol: three dots) in the upper right corner. Now, deselect the option "Set as milestone" and thus undo the milestone status.

Customizing and filtering the Gantt View

The finished Gantt chart provides information about the total duration of the project. The more extensive the project, the more extensive the view. For this reason, some functions help you to keep the view as clear as possible.

In the overview of the timeline you can:

• open a task with a left double-click,
• mark and delete a milestone with a right-click,
• move positions via drag and drop and thus change time periods and
• extend or shorten its period by dragging at the respective end of a task.

Adjusting the time units of the displayed time frame

With a click on the corresponding button in the header of the view, you can switch between weekly, monthly or yearly view.

Adjusting the displayed time frame

Using the scroll bars at the bottom and right end of the view, you can maneuver it to a specific project phase. The start and end dates still determine the respective limits of the project preview, i.e. moving the view to the left or right is only possible down to the first or up to the last element (see: Due date of the task / milestone) in the view.

Limitation through filter options

Open the filter options by clicking the "filter" button at the top of the view.

The task list on the left vertical axis provides the most important key data for the respective tasks. This includes the task name, the start and end date, and the duration. Under "Timeline columns" in the upper part of the filter options, you can (de-)activate the task list using the slider. Under "Columns" right underneath you can limit or expand the key data displayed within the task list.

Directly below you will find the filter "Sort by" with which the order within the view can be determined.

If a grouping (by status or custom field of the type "User" / "Dropdown") is set, sorting takes place within the groups.

Finally, you can narrow down the view using various criteria. These include a specific choice of years, different status options, and the member assignments.

Further functions

• Available in: Room (only in combination with tasks)
• Working with labels
• Custom Fields
• Moving / Copying / Duplicating (available soon)
• Deleting
• Archiving
• Deleting / Archiving / Editing multiple tasks at once
• Time Tracking (Clock icon in the upper right corner of an opened task card)
• Reminders of tasks
• Subscribing (-> getting a notification on any changes)
• Printing (Keyword: Export of individual elements)
• Workflow management for statuses & approvals
• Five rules for task management
• Views and Filters
• Global Search (cross-rooms)
• Complete overview: Reports function