Work management brings service requests, tasks, the calendar and the Gantt view together in one browser workspace. First narrow down the work to load, then refine the view you want. You can only see work and time entries you have permission to view.
Open the workspace and choose a search period
Open Work management from the browser navigation. The shared filters and calendar and Gantt functions described in this article are features of Work management in the browser; the Android and iOS work lists have their own views.
Under Search for tasks from in the top toolbar, select Visible month, the visible month plus 1, 3 or 6 months forward and backward, or No time limits, apply all. This selection determines which tasks are retrieved for the list, calendar and Gantt view. It does not filter service requests by their creation date.
The period consists of whole months around the month visible in the calendar. For example, selecting one month when viewing October retrieves tasks from the beginning of September to the end of November. Moving with the calendar's previous and next arrows loads more tasks for the month you move to, if needed. Months already loaded may remain in the list; using the main filters rebuilds the search according to the selected search period.
If neither a previous session view nor a shared default view is restored, the default search covers the visible month plus one month in each direction. Tasks and service requests without a Spot are included, and only service requests with no tasks are shown. When you return to the page, restored filters may differ from these defaults.
Why is a task included in the search period?
A task is included in a search with a time limit when its due date or the start or end time of any resource allocation falls within the search period. The due date and allocated working time are separate pieces of information: a task may appear in the list because of its resource allocation even if its due date is outside the time visible in the calendar.
A resource allocation spanning the entire search period is not enough on its own. If the allocation starts before the period and ends after it, and the due date does not fall within the period, the task will not be included on the basis of this allocation. If you need to find such a task, expand the search period or search without a time limit.
When no task statuses are selected, the search includes Planning, Open, Late and In progress. Planning means a draft task. Completed is included only when you select it in the task status filter. Selecting statuses replaces the default statuses.
Drafts without a due date are included in searches with a time limit if the Planning status is included. Other filters may still exclude them.
Narrow down the work to load with the main filters
- Open Filter from the top toolbar.
- Set the conditions you need under Common filters for service requests and tasks. You can filter by Spot, folder, tag, customer or name.
- If needed, refine the Service request filters and Task filters groups.
- Apply your selections with the Use these filters button at the bottom of the window.
- Check the loaded service requests and tasks in the lists.
The shared conditions apply to both types of work. Conditions specific to each type further narrow down its own list; they do not expand the search defined by the shared conditions. The shared name search finds service request titles and task names containing the entered text, regardless of letter case. To search for them using different names, use each group's own name field or the list searches.
You can filter service requests by status, service request category, responsible party, title and description. Work management retrieves only requests with the Open, In progress and On hold statuses. The status selection narrows down this set; completed, cancelled or forwarded requests do not appear in this list.
Show only service requests with no tasks means that no tasks are linked to the request. A completed task also counts as a linked task. Clear this selection to see unfinished service requests for which a task has already been created.
In addition to status and name, you can filter tasks by responsible party, task template, task form, work order, order number, category and contract. The role filter in the main filters searches for tasks assigned to a role or following that role. This differs from the calendar's responsible party search, where selecting a role also includes the role's users. When both users and roles are selected in the main filters, a match with either satisfies the responsible party condition.
Include tasks that do not have a target (Spot) and Include service requests that do not have a target (Spot) allow work without a Spot. They do not override other conditions: filtering by Spot, folder, customer or tag excludes work without a Spot.
The folder filter also includes subfolders. The customer filter searches for work associated with Spots in folders linked to the customer and their subfolders. The tag search searches for the Spot tag's surface or internal identifier.
Clear filters in the filter window clears the fields. Then confirm the new search with Use these filters. Empty status selections restore the default task statuses, rather than including all task statuses.
Differences between the list, calendar and Gantt view
The Tasks list shows the loaded tasks, including drafts without a due date. The calendar shows a task card on its due date. A task without a due date does not produce a card, and the card's position does not indicate the start or end of the working time allocated to a user.
Gantt shows the working times allocated to tasks. Use Show tasks in its top toolbar to group them using Tasks as main level, User as main level or Spots as main level. A task without allocation start and end times may appear in the list or calendar but be absent from Gantt. Gantt's own name and user searches refine its view.
Changing the due date and changing resource allocations are separate actions. See moving a due date in the calendar and viewing and changing resource allocations in Gantt.
Refine the results with list searches and the eye filter
The lists' own search fields are above the Service requests and Tasks lists. The search starts filtering only after you enter at least three characters. Shorter text or clearing the field removes the list's text filter. The search only processes the list already loaded; it does not retrieve more work or change the calendar or Gantt contents.
The service request list search looks in the title, description, submitter's name, Spot name and names in the folder path. The task list search looks in the task, responsible party and Spot names, and in the folder path. Use the sort icon next to the list search field to change the order by service request creation date or task due date.
The eye icon on a task row, Show in views, filters the calendar and Gantt to the tasks you select. You can add several tasks to this filter. The calendar moves to the due date of the most recently selected task. Selecting a task using its own eye icon requires a due date.
The eye filter clears the calendar's responsible party search and Gantt's name and user searches. This also hides the single-user hours summary. You can remove an individual task from the filter by clicking its eye icon again. The crossed-out eye icon in the list's top toolbar, Clear filters, removes the entire eye filter. This restores the loaded tasks to the views without deleting tasks or changing their details.
The eye action on a service request row, Show service request's tasks, shows its tasks that are already in the loaded Tasks list. If none are found, check the search period, statuses and other main filters before creating new work. Creating new work is described in Creating a task from a service request in Work management.
Filter the calendar by responsible party
Search by responsible(s) in the calendar's top toolbar filters the tasks loaded with the main filters by users and roles. Selecting a role includes tasks assigned to the role's users, tasks whose responsible party is that role, and tasks following it. With several selections, a match with any one is enough. The selection does not retrieve tasks excluded by the main filters.
Selecting a responsible party removes the previous eye filter. Clearing the responsible party search restores the loaded tasks to the calendar.
You can switch between month and week views from the calendar's top toolbar. If a weekend task appears to be missing, check Calendar settings, opened with the gear icon on the right of the top toolbar, and the Show weekends in the calendar option. Appearance settings are personal. Saving these settings and frequently used filters is described in Saved views and calendar settings in Work management.
View one user's logged hours
Select just one individual user in the calendar's Search by responsible(s) field. In month and week views, you will see their daily hours bars and absences according to your permissions. Selecting a role or several users, or clearing the selection, removes the hours bars and absence icons.
Hours are retrieved for the date range visible in the calendar, including days from adjacent months shown in the grid in month view. This range is separate from the task period loaded using Search for tasks from. The main task filters and statuses do not restrict the hours summary to visible tasks.
The daily hours bar totals general hours and hours logged for tasks and service requests. Inclusion does not require the entry to be approved or the task to be completed. Entries measured in quantities are excluded. Vacation and Sick leave appear as separate icons and do not increase the hours bar total.
Hours are calculated from the difference between an entry's start and end times. An ongoing entry is counted up to the time of the search. Only the portion within the visible period is included. An entry spanning midnight is split between days in the customer account's time zone; Helsinki is used if no time zone has been configured. Overlapping entries are added separately, so the summary does not merge their overlapping time.
For example, on an ordinary night, a four-hour entry from 22:00 to 02:00 is split into two hours on each day. If an additional overlapping one-hour entry falls on the same day, that hour is added to the day's total.
The portion of an entry falling on each day is calculated to four decimal places. Daily totals are broken down by log type and its type and rounded to two decimal places; the day's working time total is calculated from these rounded amounts. Absences are totalled and rounded separately. Small rounding differences are therefore possible when comparing the result with a total calculated differently.
Hover over the hours bar to see a breakdown of Log type, Type and Hours. The absence icon's breakdown shows the kind of absence and the hours. The displayed number of hours uses up to two decimal places.
The bar's width is only an illustration: hours are scaled against a fixed eight hours, the width is rounded in steps of five percentage points and limited to 20–100 percent. For example, four hours produces a half-width bar, and eight hours or more produces a full bar. The width does not represent the user's capacity or utilization, and a full bar does not mean there are exactly eight hours. Check the number on the bar for the amount.
Verify the results and investigate missing work
Check the name and Spot of a known item of work in the list. Compare the task's due date with the calendar and its resource allocations with Gantt. When checking the hours summary, select one user and compare the breakdown for a known day with the times of their entries.
If work is missing, first check viewing permissions, the task or service request status, and the task search period. Then check the shared filters and filters specific to each type of work, the list search, the eye filter and the view's own searches. In the calendar, also check the due date and whether weekends are shown; in Gantt, check the allocation start and end times.
The task list can load up to 3,000 tasks with resource allocations and 3,000 other tasks. Gantt can load up to 3,000 tasks with resource allocations. If you see Not all tasks could be loaded, the displayed set does not contain all tasks matching the search conditions. Narrow down the search period and other main filters, then search again. Searches without a time limit also follow the loading limits.
Changing searches and display filters does not change work statuses, due dates, resource allocations or entries. Use the separate editing functions when you want to change the work itself.