Settings supplement user role permissions. They let you extend task visibility, define which resourcing changes are allowed on mobile, and set default times for missing user resourcing. The settings apply to each customer account and affect both the Android and iOS apps. However, the apps differ in their editing functions.

Open the shared settings

You need administrator permissions to change the settings. In the browser, select the correct customer account and open Settings from the navigation menu. Select the Settings tab on the page and expand the Task settings section. Open the setting you want by clicking its name. Save changes to each setting using its own Save button.

Task visibility to non-responsible parties

Open Task visibility to non-responsible parties. The form provides two ways to extend access permissions. You can use them together.

  • Show tasks based on folder permissions derives task permissions from the permissions of the folder containing the linked Spot and its parent folders. Read permission for the folder grants read permission for the task. Edit permission for the folder grants read and edit permissions for the task, which may also allow the task to be completed, subject to its other conditions.
  • Show to all mobile users tasks with status grants read permission for tasks in the selected statuses, regardless of the Spot or responsible party. Open, Late, In progress is one combined option. Completed is another option. Selecting a status does not itself grant edit permission.

These settings do not make tasks in planning status or tasks without a responsible party accessible. Other statuses are not covered by the read permission granted by the status selections.

Clearing the selections removes only the permissions they grant. A user may still be able to view or edit a task, for example, through their own responsibility or other permissions. A task appearing in the list does not mean the user has permission to change its responsibilities, resourcing or due date. Check all of the user's roles; folder permissions are explained in Mobile roles and folder permissions.

Mobile resourcing permissions

Open Mobile resourcing permissions. All four shared permissions are disabled by default. Each permission is determined separately: the task's own selection is used first, followed by the task template's selection if the task has none, and finally the shared setting if neither has a selection. An explicit denial set on a task or task template also overrides permission granted at a lower level.

  • Allow editing of own resourcing allows users to add, change and delete their own resourcing periods. It does not grant permission to edit other users' resourcing.
  • Allow editing of all resources for the task allows users to manage the resourcing periods of all responsible parties. On its own, it does not allow responsible parties to be added or removed.
  • Allow editing of due date relates to the due date editing function. Its current limitations are described below.
  • Allow adding new users and removing own user from the task allows users to add new users as responsible parties and remove themselves from the responsible parties. It does not allow other responsible parties to be removed. Resourcing can be added for a new responsible party at the same time, even if editing existing resourcing is not allowed.

A responsible party's last resourcing period cannot be deleted individually. Change its time or remove your own responsibility if you have permission to do so. Removing your own responsibility also deletes the planned resourcing associated with it. It does not delete the task itself or the task's time entries. The task's resourced minutes are updated as resourcing changes.

A task assigned directly to a role

User-specific resourcing cannot be added to a task assigned directly to a role. The mobile task view does not open resourcing editing for such a task, and permission to manage responsible parties does not allow new responsible parties to be added or the role's responsibility to be removed.

Direct responsibility assigned to a role is different from a task whose responsible parties are the individual users in a role. A task assigned to individual users has separate resourcing for each user. Choosing how to assign responsibility is covered in Responsibilities and due dates.

Current limitation of the due date permission

Allow editing of due date does not currently prevent due date changes consistently in all situations. The editing function in the Android task view requires this permission, an editable task and a status other than completed. In the iOS task view, however, the editing function may be available for an editable task even when the permission is disabled. In addition, the service does not prevent a due date change for a regular, non-recurring task solely because this permission is missing.

Do not rely solely on clearing this selection to ensure that the due date cannot be changed. Enabling the setting does not override all task-specific restrictions either: the due date of an existing task created from a contract's task settings cannot be changed.

Default resourcing values

Open Default resourcing values. These values are used to create user-specific resourcing when a responsible party has no resourcing information, for example, when a new occurrence of a recurring task is created.

  • Start time defaults to 08:00. It determines the time on the start date.
  • Duration is entered in hours and minutes. The default is 1 hour, or 60 minutes, and the minimum duration is one minute. Use whole hours and minutes.
  • Advance (days before due date) defaults to 0. Enter zero or a positive whole number. Zero means the due date; a larger number moves the start date back by that many calendar days.

The start date is calculated by subtracting the advance from the task's due date. The start time is set on that date, and the end time is calculated by adding the duration to the start. For example, a due date of 10 October, an advance of 2 days, a start time of 08:00 and a duration of 1 hour 30 minutes produce resourcing for 8 October, 08:00–09:30. The calculation does not automatically move a time that falls on a weekend to a weekday. If there is no due date, the default calculation uses the current date as its starting point.

Saving the shared setting does not replace existing resourcing or, on its own, fill in all older tasks. The defaults are applied by task creation and completion functions that generate missing resourcing information. A recurring task's own base resourcing takes priority; the shared defaults are used when creating a new occurrence only if that resourcing is missing. Direct responsibility assigned to a role is excluded from user-specific default resourcing.

Resourcing is planned working time. It does not create an actual time entry. A task's resourced time is the sum of the durations of the users' resourcing periods: if two users are each allocated 90 minutes, the total resourced time is 180 minutes, even if both work simultaneously from 08:00 to 09:30.

Verify the effect of saving

  1. Reopen the setting you changed and check the saved selections.
  2. Sign in to the correct customer account as the intended mobile user. Open Tasks and check visibility for the different statuses and the active filters. For more detailed searching, see Finding your own tasks.
  3. Reopen the task on both Android and iOS. In the details of an unfinished task assigned to individual users, open Resourcing. Check the editing functions for your own and other users' resourcing, and the ability to add responsible parties. On iOS, read-only permission prevents the resourcing view from opening. Resourcing for a completed task cannot be opened for editing from the task view in either app.
  4. If you try an allowed change, save it and reopen the task. Check the responsibilities, start and end times, and due date saved in the service; a visible button or a success notification alone does not confirm the result.
  5. Verify default resourcing on a new task whose creation uses the shared defaults. Existing resourcing on an older task is expected to remain unchanged.

If the result differs from what you expected, check the customer account, all of the user's roles and folder permissions, the task's assignment method and status, and the task's and task template's own resourcing permissions.