Task Manager (Advanced) – Excel Template – Support

Posted on

This page will host support material for the Task Manager (Advanced) Excel template.

This Excel template is designed to help create and update status of tasks easily. This can be used by project managers who handle multiple tasks and manage multiple team members. This can also be used by individuals to manage personal tasks.

SUPPORT ARTICLES

REQUIREMENTS

You need a copy of Microsoft Excel to open this file. The product has been tested in 

  • Microsoft Excel 2010 or above for Windows 
  • Microsoft Excel 2011 or above for Mac


FEATURES

  • Handles 100 active tasks at a time
  • Create one-time or recurring tasks (12 choices of task types)
  • Easily choose weekdays for each recurring task
  • Handles 366 days of task occurrences at a time
  • Handles 1200 task occurrences (If you have a task that repeats weekly for 4 weeks, it is 1 task but 4 task occurrences)
  • Option to assign each task occurrence to one resource 
  • Allows up to 25 resources in total
  • View/update status of each occurrence
  • Customize and manage your own (up to 7) status values
  • Instant view of pending tasks
  • Simple calendar view of tasks in any week
  • Task occurrence status shown with color formatting
  • Dashboard with summary statistics

 

VERSION HISTORY

  • v1 Oct 2014
  • v2 Dec 2015

 

 If you have any questions about this Excel template, please leave a comment and I will respond as soon as I can.  Thank you.

 

HOW TO USE THE TEMPLATE

 

OVERVIEW OF STEPS

  1. SET UP: In the SETTINGS sheet, enter your own custom status values if preferred. Choose which status values should be considered as Pending tasks.
    1. Enter the list of resource names tasks can be assigned to
  2. In the CREATE_TASKS sheet, enter tasks
  3. In the UPDATE_TASKS sheet, update the tasks of task occurrences
  4. In the DASHBOARD sheet, view pending task occurrences, tasks due in a calendar week and summary statistics of tasks in any date range of your choice.
  5. In the REPORT sheet, view all task occurrences and their status.

DETAILED STEPS

SETTINGS

Enter required information in Settings.

Task Manager (Advanced) Excel Template - Status Values
Task Manager (Advanced) Excel Template – Status Values

 

  • In the Settings sheet, enter PERIOD START date.
    • Task occurrences will be scheduled from this date. The template can handle up to 1 year of task occurrences at a time.
  • Enter your own custom status values if preferred. Otherwise, leave the default values.
    • Choose which status values should be considered as Pending tasks.
    • A pending task is a task that is due by yesterday, with either no status or a status value that is considered as pending.
    • For example, in the template, 90% Complete, 50% Complete, 10% Complete, On Hold and Unknown are all status values that are considered as pending. If a task occurrence has one of those status values, then the template will list the task occurrence as pending.
    • For example, in the template, ‘Completed’ and ‘Skipped’ are status values that are not considered as pending. So, if a task occurrence has one of those two status values, then the template will not list the task occurrence as pending.
    • Colors cannot be modified here.

 

Choose Weekends

Task Manager (Advanced) Excel Template - Weekends
Task Manager (Advanced) Excel Template – Weekends

 

Enter holidays if any

Task Manager (Advanced) Excel Template - Holidays
Task Manager (Advanced) Excel Template – Holidays

 

Enter the list of names tasks can be assigned to. These are the names that will show up in the DASHBOARD sheet where you can view statistics. Please do not leave a blank row in between names.

Task Manager (Advanced) Excel Template - Resources
Task Manager (Advanced) Excel Template – Resources

 

CREATE TASKS

 

Task Manager (Advanced) Excel Template - Create Tasks
Task Manager (Advanced) Excel Template – Create Tasks

(For general tips on entering data in Excel tables, please visit my video on YouTube)

 

  • Enter Task ID and Task Name
  • Enter Start Date, Freq Type and End Date.
Task Manager (Advanced) Excel Template - Create Tasks
Task Manager (Advanced) Excel Template – Create Tasks

 

  • Choose the weekdays that you would like the tasks to be due.
  • Enter N where applicable.
  • Assign each task to a resource

 

Task Manager (Advanced) Excel Template - Create Tasks
Task Manager (Advanced) Excel Template – Create Tasks

 

  • To not create instances on non-business days (holidays and weekends), choose ‘Skip’ in Non- Business Days column.
  • Only the first 100 active tasks will be used in the template to create task occurrences. Enter Y in the ‘Deactivate?’ column to deactivate a task.
  • Custom columns are available and they could be used to store any information you would like for tasks.

 

Task Manager (Advanced) Excel Template - Create Tasks - Error
Task Manager (Advanced) Excel Template – Create Tasks – Error

 

Ensure that there is no red border around the task, since that means there is an error. Usually, the error is due to not having a start date or having an end date that is before the start date.

 

Task Manager (Advanced) Excel Template - Mini Calendar
Task Manager (Advanced) Excel Template – 2016 Mini Calendar

 

A mini-calendar is provided in this sheet to help with choosing dates for tasks. You can change the month and year of the mini-calendar. Calendar is created using formulas and so please do not edit the cells.

 

FREQUENCY TYPES
You can choose from 12 frequency types.

Task Manager (Advanced) Excel Template - Frequency Types
Task Manager (Advanced) Excel Template – Frequency Types

 

Examples

  • One-time: A ‘One-time’ task that occurs on Start Date
  • Daily: A task that occurs only on Mondays, Tuesdays and Wednesdays
  • Weekly: A task that happens on Saturdays and Sundays but happens only every 2 (N is 2) weeks
  • Monthly: A task that happens on 5th of a month but only if it is between Tuesday and Friday
  • Nth Wday of Mth: A task that occurs on 2rd (N is 2) Saturday and Sunday of a Month
  • Last Wday of Mth: A task that occurs on last Monday of a Month
  • Last Day of Month: A task that occurs on last day of each month.
  • Every Nth Business day: A task that occurs once every 3 (N is 3) business days from the Start Date of the task
  • Nth Business day of Month: A task that occurs on 3rd (N = 3) business day of a month
  • Last Business day of Month: A task that occurs on last business day of month
  • Nth Business day of Week: A task that occurs on 1st (N = 1) business day of a week
  • Last Business day of Week: A task that occurs on the last business day of a week

 

UPDATE TASKS

At the top of UPDATE_TASKS sheet, there is a quick look-up for Task details. You can enter a Task name and instantly see the task’s details such as Task ID, Start Date, End Date and Freq Type. Please do not edit formulas.

Task Manager (Advanced) Excel Template - Task Lookup
Task Manager (Advanced) Excel Template – Task Lookup

 

Steps to Update Task Occurrences

Task Manager (Advanced) Excel Template - Update Tasks
Task Manager (Advanced) Excel Template – Update Tasks

 

  • Enter Task ID. Task Name and Assigned to will auto-populate.
  • Choose the due date from the drop down options. The template lists the possible due dates for that task and provides them in the drop down to make it easier for the user.
  • Enter a Status for that task occurrence.

 

Task Manager (Advanced) Excel Template - Update Tasks
Task Manager (Advanced) Excel Template – Update Tasks

 

  • (Optional) Enter priority of the task occurrence
  • (Optional) After the task occurrence is completed, enter Completed Date.
  • (Optional) Choose a person that the task occurrence is ‘Re-Assign to’, if the resource assignment has changed.
  • There are two additional columns available where you can enter any information you would like (Optional) to track for each task occurrence.

 

DASHBOARD

Dashboard sheet provides the first 40 pending task occurrences.

Task Manager (Advanced) Excel Template - Pending Tasks
Task Manager (Advanced) Excel Template – Pending Tasks

 

The Calendar view provides the 7 day view of task occurrences and their status values. They are color coded for easier understanding. You can change the FROM date and view any 7 consecutive days at a time.

Task Manager (Advanced) Excel Template - Calendar
Task Manager (Advanced) Excel Template – Calendar

 

Summary statistics on task occurrences are provided. You can customize the date range easily by modifying the TO date.

 

REPORT

Report sheet lists all task occurrences and their status. You can filter the table by the fields shown. Please do not sort the table because that would modify the calculations and will lead to incorrect data.

Task Manager (Advanced) Excel Template - Report
Task Manager (Advanced) Excel Template – Report

 

 

You can filter the table to only Pending task occurrences by choosing TRUE in the PENDING field filter. You can filter to task occurrences of specific task by filtering on Task ID. You can filter to task occurrences in a specific date range by filtering on DUE DATE field. A task occurrence is flagged as pending, if the due date is prior to today’s date and the status of the task occurrence is one of those that has been set to be considered as pending (in the Settings sheet).

 

TaskManager_Report_FilterPending

39 thoughts on “Task Manager (Advanced) – Excel Template – Support

  1. Hello,

    How do I clean up the tasks when they are completed. For example on the update task sheets, I do not want to see anything completed. Is it possible to just cut them out and put them on a custom spreadsheet called Completed task?

    This is to work with the least data as possible

    1. Thanks.
      Sorry, we cannot remove the entries from the Update Tasks sheet. If so, they would become incomplete tasks on the dashboard.
      We have to carefully select the table rows and delete rows in Update Tasks sheet and then in Create Tasks sheet for the corresponding tasks.
      Can you please clarify the issue you are facing with the entries being there in the Update Tasks sheet?
      Thanks & Best wishes.

  2. I am just getting started and wanted to know about the customization columns and spreadsheet in general. Can the columns be moved around to reflect the priority. For example, I would like to move my customized column which I am calling “Job Name” to column beside the Task column. In Occurrences can there be added “As needed” , because we only handle an accident investigation task as it may happen or needed. Also, in regards to the Occurrences column and an “As needed” status, in the Status area can I add or change a column to Ongoing”, because status such as an Accident Investigation can be ongoing until case is resolved or closed.

    1. Thanks for using our template.
      You may shift the columns. However, please ensure that the links between the cells are not altered.
      For an ongoing event, which is again need-based, you may add a comment for that record. You may calculate the days the case is open by subtracting the current date from the date the investigation started.
      In case you want more clarifications, please email the file along with the list of issues to contact@indzara.com.

      Best wishes

  3. I have a problem, i started my year at october 1st 2017, but when I try to update task at last month september 2018, dont show me that month, only show me 11 months, could you help me please.

    thanks

    1. Hello

      Please send your file along with the issues you are facing to contact@indzara.com

      Best wishes

    2. Hello

      Thanks for using our template.

      In order to accommodate some scheduling features, in some cases depending on the year/week/starting day, the template will only include tasks for 11 months and not 12 months.

      We have to move the Start Date by a month to Nov 2017, to see Sep 2018 tasks.

      Best wishes

  4. Thanks For Sharing Advanced Techniques

    1. Thanks for your positive response.

  5. I am interested in purchasing the advanced version.. I have 9 person under my charge, My question is Can I put a version of this template on their computer and compile all the information in one?

    1. Hello
      This template is for single user use and not designed for multiple users to use one file simultaneously.
      Thanks

  6. Thanks for purchasing.
    The task will become pending if it is not completed yet and if the due date is in the past. Please let me know if this helps. If not, please email me the file and I will take a look.I have responded to your email.
    Best wishes.

    1. Still have some issue. I have attached and forwarded. kindly update and send it to me back. main issue is its not scheduled tasks are not showing on dashboard accordingly.

      1. Please change the date format in the Period Start Date in Settings sheet.
        I entered 1/16/2017 (for Jan 16, 2017) and it appears correctly. I have emailed you the screenshots as well.
        Please let me know if there are any questions.
        Thanks.

  7. I have just purchased the task manager and have downloaded it. I watched the YouTube clip on how to use t he software and am following the steps exactly. However, when I tried to create a task, the one time frequency type as per your video, it doesn’t show up as a pending task on the dashboard. In your video you put in the start date, left out the ending date and activated the task. I did this exactly but it doesn’t pull through.

  8. I am interested in purchasing the advanced version but I was wondering if I can have a task repeat biweekly or every 3rd or 4th week?

    1. Thanks for your interest. You can choose Weekly as Frequency Type and enter 3 as N to schedule tasks every 3rd week. If you meant 3rd Week in month, please choose Nth week in Month as Frequency Type and enter 3 as N.
      Best wishes.

  9. IF we have 2 team member in my team, and i dont want to disclose any task between eachother, so i have to manage a 2 different copies of excel sheet or it is possible to manage with same worksheet.

    1. Yes, if we want to keep the tasks separate, then we have to use 2 separate copies of the workbook.
      Thanks & Best wishes.

Leave a Reply

Your email address will not be published. Required fields are marked *