Task reports answer different questions: how many tasks there are, what their statuses are, whether they are completed on time, and how much time has been allocated to or recorded for them. The same time period does not mean the same data in every report.
Open a report and check the filters
From the browser's main menu, open Dashboard → Report pages. Select a report page from the selector at the top. If the report you need is missing, an administrator can open Add new report, drag the report onto the page and select Save the page. See also adding a report.
Open Settings in the report's title bar. In the side panel, All filters limits the data, Group by divides it into groups and Report settings changes how it is displayed. The time options appear alongside the chart: Tme period for the data determines the period being examined, and Time grouping for data divides the figures into days, weeks, months or years. The default grouping is by month.
The default period for a new Hours allocated to tasks report covers the current calendar month and the following five months. For the other task reports discussed here, the default period covers the previous and current calendar years. A saved report may have different settings. A relative period changes over time; use fixed dates when you want to repeat the same comparison. See time periods and filters.
The report uses the data your permissions allow you to access. An administrator may see more information than a regular user. Changing the settings changes the view, not the tasks, allocations or time entries. An administrator saves permanent changes to an existing report using Save Settings in the title bar.
Task counts and current statuses
- Completed vs. other Tasks shows the number of completed tasks and the combined number of tasks in other statuses.
- Tasks by status breaks tasks down by their current status: Planning, Open, Overdue, In Progress, In Review and Completed.
- Number of Tasks shows the total count. In its All filters section, you can also filter by task status, and in the Group by section, you can select By status.
Completed tasks are assigned to their completion date, and other tasks to their due date. In a standard dataset filtered by dates, On Hold tasks are excluded. A task included based on its due date must not have a completion date; alternatively, it is included based on a completion date that falls within the period. Missing dates can therefore exclude a task from the report.
The reports do not show what a task's status was at the end of each historical day. They use current information. For example, an open task due on 31 January appears among January's other tasks. When it is completed on 2 February and its completion date is saved as 2 February, it moves to February's completed tasks. If the report is limited to January, the task is removed from its dataset.
Correcting the status, due date, completion date, responsibility or priority can also change figures for earlier periods. If a task has been returned to an incomplete status but still has a completion date, the figures in count and status reports may not match. In that case, check both the status and both dates.
Grouping does not always produce parts that can be added together
In the Group by section of count reports, By priority divides tasks into low, medium and high priority. By responsible role uses the tasks' responsible roles and does not compare the people who completed the tasks.
When grouping by role, both the task's own responsible role and the roles linked to the task affect which groups it appears in. In the Completed vs. other Tasks and Number of Tasks reports, the task's own responsible role takes precedence; if it has none, the linked responsible roles are used. In the Tasks by status report, the linked role takes precedence. A task assigned to a person without a responsible role may be excluded from the role groups. A task linked to several roles may appear in several groups. The sum of the groups may therefore differ from the number of unique tasks.
Check the total count without grouping by role. Compare groups only when you understand how their responsibilities are assigned.
On-time completed tasks
On-time completed tasks shows the percentages of tasks completed on time and late. The dataset includes only tasks currently in the Completed status that have a completion date and whose due date falls within the period being examined. Incomplete tasks and tasks on hold are excluded from the denominator, even if their due date has already passed.
The on-time percentage is calculated by dividing the number of tasks completed on time in the period by the total number of completed tasks included in the period. The late percentage is calculated in the same way. The day of the completion date is compared with the due date in the user's time zone: a task completed during its due date is counted as completed on time. The percentages are rounded to two decimal places. If no tasks are included, both percentages are zero.
For example, three tasks completed on time and one completed late produce percentages of 75% and 25%. Two incomplete tasks in the period do not change these percentages. With By responsible role and By priority grouping, the percentages are calculated separately using each group's own data. Do not add or average the groups' percentages to obtain a percentage for the whole dataset.
Hours allocated to tasks
Hours allocated to tasks is based on the start and end times of task allocations. The task's due date, planned duration or actual time entries do not determine this figure. A task needs an allocation with start and end times to accumulate allocated hours. See resource allocation in the Gantt view.
For each allocation, the portion falling within the time group being examined is calculated. Overlapping allocations are added together. For example, two separate two-hour allocations for the same task produce four allocated hours, even if they occur at the same time. The figure therefore does not represent equipment operating time or the total elapsed duration of the work on the calendar.
Allocation minutes are added together for each task and converted to hours. Each task's hours are rounded to two decimal places before being added together by status. This may cause small rounding differences between totals obtained with different time groupings.
Without grouping, the visible statuses are Planning, Open, Overdue and In Progress. Completed, In Review and On Hold do not appear as separate series. Moving a task to one of these statuses can therefore reduce the visible allocated hours, even if the allocation remains.
By responsible role and By priority are available in the Group by section, but their figures are not reliable in both cases in the current implementation. Priority grouping in particular may show zero despite existing allocations. To check the figures, use the report without grouping and compare the visible statuses with the allocations' start and end times. Do not interpret the report as the total allocated hours for all statuses.
Task recorded hours
Task recorded hours uses time entries linked to a task. In a standard filtered dataset, an entry needs a start and end time; an ongoing entry does not accumulate a continuously updated number of hours in this report. The task does not need to be completed for its entry to be included.
For entries entirely within a time group, the saved minutes are used. When a start or end time is saved, the duration is rounded up to whole minutes. For example, a fully included 90-minute entry produces 1.50 hours.
For an entry that crosses a time group boundary and is included in the dataset, only the portion falling within the group is calculated, using the difference between the start and end times. This portion does not use the saved minutes. Without grouping, the total hours for fully included entries are rounded to two decimal places, the portions crossing boundaries are added, and the result is rounded again to two decimal places.
However, the filtering has limitations: an entry spanning the entire selected period may be excluded, as may an entry starting during the last day or exactly at midnight at the start of the period's first day. Do not assume that the report includes every entry overlapping the selected days. If you are checking the last day's hours, try ending the dataset's period on the following day and check the figure for the day itself using daily grouping.
In this report, despite its name, By responsible role groups entries by the user who recorded them. It does not use the same responsible role breakdown as task count reports. Filtering responsibility by a person also targets the user who recorded the entry here. By priority uses the current priority of the task the entry was recorded for.
When grouping by user, the minutes of fully included entries are added together and converted to hours rounded by user; portions crossing boundaries are rounded by entry before being added. When grouping by priority, fully included entries are also rounded by entry. The sum of the groups may therefore differ from the total hours without grouping.
In this hours report, the Completed by filter does not reliably filter entries by the person who completed the task. Check the result without this filter. A task belonging to several selected categories may also cause its entries to be counted multiple times when categories are used; verify the total hours without a category filter.
Recorded hours and piece counts is a separate report. It offers filters such as approval, entry type and unit, which the task hours report does not offer. The task hours report is not a summary of approved working hours or piece counts. See choosing a report type.
Verify what the figure includes
- Select a fixed time period and start without additional grouping. Also check the user's time zone, as it affects day boundaries.
- Compare the count report with a few known tasks: check their current status, due date, completion date and any responsible roles.
- Compare allocated hours separately with allocations, and recorded hours with finished task time entries. Account for overlaps, period boundaries and rounding.
- Add filters and grouping one at a time. If the result changes unexpectedly, compare it with the original view and the limitations described above.
- Once an administrator has saved the settings, reopen the page and verify that the time period, filters and grouping were retained.
Changes to tasks and entries made on Android and iOS affect the report's data once they have been saved to the service. Compare the figures in the browser's Report pages view and check the data saved to the service.