Scheduling Project Tasks in Service Hub

Add Project Members

Individuals must be added to the project members list in order to see the project (if not assigned a Service Hub technician role) and be assigned tasks.

1. Click the Projects tab along the top navigation bar
2. Click the title of the Project you wish to view
3. Click on the Members tab
4. Click the Add Members button
5. Click the drop-down box to show 50 per page.
6. Click the Search Icon located on the far right side of the column headers
7. Click the Go button at the far right of the line of search boxes.
8. Enter the last name of an OIT staff member in the Name field
9. Click the check box next to the desired name from the search results.
   • • NOTE: Any individual at WMU may be provided a project role in Service Hub If the individual is not already a technician in the system they will see the Project tab and see only the project(s) that they are a member of
10. Select a Project Role from the Assign Role drop-down menu, then click Add

Create a Task Schedule

Option 1: Basic Task Schedule

Basic schedules are useful when the project doesn’t require predecessor or successor tasks. Basic task schedules are appropriate for basic projects that have minimal task tracking requirements.

Option 2: Advanced Task Schedule

Advanced schedules require larger task lists with dependencies between tasks. Dependencies in Service Hub Projects require the use of the Project Phases feature in which a task schedule may be created for each defined phase. Tasks that are part of a project MUST be created within a Phase to have the ability to define dependencies. Projects may have to plan for multiple phases or sub-projects involving larger teams.

Create Basic Task Schedule

1. Click the Tasks
2. Click Add New.
3. Give the task a Title, Description, Priority, Scheduled Start and End Dates
4. Select an Owner for the task and choose the Mark This is the person who will eventually complete the task.
   • Marking a task means it is in draft and will not be assigned until the task is manually changed to Once Assigned, the owner will receive an email notification and the task will appear in their task list.
5. NOT NECESSARY to select an Associated Project Phase when creating Basic Task Schedules. There shouldn’t be any options listed in the drop-down.
6. Click Save and Add New to add additional tasks. When you are finished entering the final task, click Save
7. At this point, all tasks in the basic task schedule have been drafted (all with a Marked ownership)
8. Once the project task schedule is ready to begin, click the checkbox(es) next to the task(s) that must be assigned.
9. Click the Trigger button. Those tasks are now Assigned to the owner. Continue to trigger additional tasks as needed.
10. Once all tasks are complete, see Closing a Project in Service Hub

Create an Advanced Task Schedule

1. Select the Project Phases tab
2. Click “Add New”
3. Enter all relevant Phase Details including Title, Description, Owner (Person responsible for completion), Priority & Status (Default: “01. Initiation in progress”). Enter Scheduled Start and Scheduled End if applicable.
   • DO NOT USE the More Fields… Button
4. Once all necessary information is entered, click DO NOT CLICK Save and Add New; it is simpler to immediately create each task schedule immediately after creating the phase. You can add more phases afterward.
5. You will see the screen below after clicking Save. These are the details for the recently created Project Phase.
6. Click the Tasks tab to add tasks to this phase.
7. Add a Task by clicking Add New.
8. Give the task a Title, Description, Priority, Scheduled Start and End Dates
9. Ensure that the correct Associated Project Phase is selected
   • If you entered task creation from the correct phase’s detail page, it will automatically populate.
10. Select a task Owner (the person responsible for task completion) and choose the Mark
    • • Marking a task means it is in Draft and not actually assigned until the task is changed to Once Assigned, the owner will receive an email notification and the task will appear in their task list.
11. Click Save and Add New to create additional tasks. Once all phase tasks have been created, click
12. At this point, all phase tasks should be created and should be listed on the screen (The current phase’s Tasks tab)
13. Click the Dependencies
14. The Dependencies Map will open in a new window
15. Hover over a Task that is dependent upon another task’s completion (A Child Task)
16. Click the Select Parent option
17. Select appropriate Parent Task from the Green The Yellow Task is the previously selected child task.
18. Repeat this process until all dependencies are completed.
19. Once the dependencies are completed, keep the window open and return to the Tasks list
20. Click the Tasks tab for this phase to refresh the screen. All child tasks will have an arrow icon to the left of the Task Title. This specifies that the task is dependent on other task(s) and will not be assigned to the owner until the previous Task(s) are completed.
21. Add the Tasks ID
    1. Click the Column Icon at the far right side of the page.
    2. Scroll to the bottom of the list and click the check-box next to Task ID.
    3. Use the Up Arrow to move it in between Title and Status (3^rd from the top)
    4. Click Save.
22. Click Actions, then click Organize from the drop-down.
23. A new window will open that allows modification of the order of listed tasks. Compare the task list to the dependencies map. Re-order the tasks in the Organize Tasks window to resemble the order of dependencies in the Dependencies Map.
    • Click the task that must be moved and use the up/down arrows to move it to the correct place.
24. Click Save and close both windows when finished.
25. Return to the task list and refresh the page. Hover over a child task’s arrow icon to highlight its parent tasks
26. Once the phase task schedule is complete and ready to begin, click the check-box next to each parent task that must be started. Click the Trigger button to Assign the selected tasks to the owner.
    1. • Continue to trigger each parent task as needed. A message will appear specifying the Task IDs that were assigned.
    • Once the parent tasks are closed, the child tasks are automatically Assigned. The owner will receive an email notification.
27. Once all tasks in the Phase are finished (Tasks’ Status is Closed), go to the Project Phase’s Details tab.
28. To complete the Phase: Set the Actual End date, then change the Status to Closed.
29. Repeat this process for each phase in your project
30. Once all tasks are complete, see Closing a Project in Service Hub