In the Work management calendar, you can give a task a due date or move it to another day. A task’s due date and a user’s allocated working time are separate pieces of information: the due date indicates the task’s schedule, while the resource allocation specifies the start and end times reserved for the user. These instructions apply to Work management in the browser.
Requirements and limitations
You need permission to edit the task to move it. Completed tasks cannot be moved using this function. The due date of a task created from a contract cannot be changed: saving is blocked even if the interface allows you to start dragging it.
You can also drag a task without a due date from the list to the calendar. However, assigning a due date does not itself turn a draft task into an open task or start or finish the work.
Move the task to the day you want
- In the browser’s main menu, open the Dashboard group and select Work management. The calendar is to the right of the task and service request lists, above the Gantt view.
- Use the page filters to bring the task into view. If necessary, check the Search for tasks from date range at the top of the page and use the task list search. For more detailed search instructions, see How do I find work to schedule in Work management?
- Find the task in the list or calendar and check its name and Spot. Drag the task card from the list to the day you want in the calendar, or from one day to another in the calendar.
- If the resource adjustment prompt opens, select one of the options described below. Wait for the update to finish and check the saved result.
Dropping the card sets the due date to the start of the selected day. It does not set the start or end time of the user’s work.
When are you asked about moving resources?
When you move a task in the calendar, the prompt Do you want to adjust resources in relation to the new deadline? opens if the task’s responsible party is one or more users. When dragging from the list to the calendar, the task must also have a previous due date for the prompt to appear. The prompt does not depend on the application first checking whether resource allocations exist.
If the task has no responsible party or its responsible party is a role, the due date changes without this prompt. Similarly, a task dragged from the list that had no due date is simply given a new due date: existing resource allocations are not moved by this function.
- Adjust resources in relation to the new deadline: the due date changes, and the start and end times of the resource allocations retrieved for the move are shifted by the same date difference.
- Do not adjust resources: only the due date changes. The times reserved on working days remain unchanged. Check that the planned work fits the new due date.
- Cancel the deadline change: neither the due date nor the resource allocations change. A card dragged within the calendar returns to its original position.
How is the resource allocation shift calculated?
The shift is calculated from the difference between the starts of the old and new due date days and rounded to the nearest whole day. The same number of days is added to the start and end dates of each retrieved resource allocation. The times of day stay the same, and allocations can be moved either forward or backward. A resource allocation is not automatically placed on the new due date; its previous distance from the due date is preserved.
For example, moving the due date from 4 October to 7 October moves a resource allocation on 3 October from 08:00–09:00 to 6 October from 08:00–09:00. The shift uses calendar days, so weekends are included. This function does not look for available working time for the user; check other planned work and absences separately.
The resource allocations retrieved for the move are limited by your viewing permissions. Do not assume that allocations hidden from you will also move. Updating resources may take a moment.
The change updates the existing task and the selected resource allocations. It does not move working hours recorded for the task. If you want to change only the date or times of a particular user’s allocation, use resource allocation editing in the Gantt view.
Check the saved result even after an error
The due date is saved first. Moving the resource allocations starts only after the due date has been saved successfully, as a separate save operation. If retrieving or updating resources fails, the saved due date does not automatically revert to its previous value. A successful resource update displays the message Updating resources was successful.
Reload Work management and open the task by clicking its calendar card. In the task form’s Base details area, check the Choose a due date field in the Responsibility and schedule section. Also check the task’s status. The status of an open or late task is recalculated based on the due date: a due date before the start of the current day in the service means Late, while a due date today or later means Open. Moving the due date does not itself start or complete the task.
If you chose to move resources, check the start and end times of the users’ resource allocations in the Gantt view below the calendar. Check these after an error message as well, before moving the task again. If the due date changed but the resource allocations stayed unchanged, correct the necessary times by editing the resource allocations.