Ongoing Task Progress allows you to show the progress of individual tasks within a project regardless of their completion status. This is offered in two modes : Custom and Time Based.
Custom mode allows you to manually or automatically set the completed task percentage to your specifications while Time Based calculates the actual time / estimated time on the task to create an overall task progress percentage.
When not utilizing this feature, project progress will only be reflective of completed tasks.
Update Task Page Layout
To set this up, you will need to add 2 new fields to the TaskRay Task page layout. To do that,
- From Setup, navigate to:
- Lightning: Objects and Fields | Object Manager
- Classic: Create | Objects
- Select TaskRay Task object
- Navigate to the Page Layouts section and select the applicable page layout(s)
- Drag the Ongoing Task Progress Type and Ongoing Task Progress Percent on the page layout(s)
- Click Save
Once you have those fields on the page layout, you can start using them!
For the Custom mode, you will need to set the Ongoing Task Progress Type field to 'Custom' and then you can manually update the Ongoing Task Progress Percent field to reflect how much progress you have made on the task.
For example, the project shown below has 5 tasks with Ongoing Task Progress Type field set to 'Custom'. Each task has varying Ongoing Task Percentages.
The individual task percentages roll up to the Task Group and Project level to show overall progress. This is calculated by Ongoing Task Progress Percent for each Task / Total Number of Tasks. Using the Project above as an example, the calculation is
(100 + 40 + 15 + 0 + 0 Ongoing Task Progress Percent) / 5 Total Tasks = 31% Project Progress
While you can make updates manually, we recommend that you pair this feature with automation. For example, you can have Ongoing Task Progress Percent update as the task moves through the List statuses. For example, if a task is moved into the 'Started' list value, then update Ongoing Task Percent to 25%. When it is changed to 'Prioritized' update it to 75% and when it is changed to 'Finished' update the task to 100%
To use the Time-Based mode, you will need to have Time Tracking enabled in your org. To verify, you can review the set up in our Enable Time Tracking support article.
When using Time Based mode, it will populate the Task Ongoing Progress Percent by calculating the Actual Time (hrs) / Estimated Time (hrs).
Let’s say a task has an estimated time of 1 hour and you have enabled Time-Based ongoing task progress. You started the task and spent 30 minutes working on it. When you log a time entry for .5 hours to a task, it updates the actual hours on the task. The ongoing progress percent will then be calculated to reflect the task's 50 % completion. If we focus on this one task, the calculation is shown below as (0.5 Actual hours / 1 Estimated Hours) * 100% = 50% ongoing progress completion.
If we look at other tasks in this project we can see how it relates to overall project completion. We can see that there are 5 total tasks, each with varying task completion percentages. To get our overall project completion percentage, you would need to add the task percentages divided by 5 and then multiple by 100. In this use case, the calculation would look like this,
(50 + 100 + 100 + 25 + 0 Ongoing Task Progress Percent) / 5 total tasks * 100% = 55%