Tasks Web Part

Vahe Voskanian -

The Task web part shows tasks from selected lists which have been assigned to the current user. This Web Part helps the user to keep track of their tasks and stay on schedule.

 

Requirements and Activation

To get the most out of the Tasks web part, you'll want to make sure at least one SharePoint Task list has been added to your site, with at least one task assigned to your user.

To activate the Tasks web part on your site collection (this has most likely already been done) navigate to Site settings > Site collection features and choose to Activate the "Emgage | Tasks Web Part." 

 

Adding the Tasks Web Part

The Tasks web part can be added to a page using the following steps:

  1. Place the page you would like to add the Calendar web part to in Edit mode by either selecting Edit from the SharePoint Ribbon, or Edit Page from the Site Settings dropdown.



  2. The page is now in Edit mode. To add the Tasks web part to a web part zone click on 'Add a Web Part' in the desired zone (pictured below). To add the Tasks web part to a content zone, select the Insert tab in the SharePoint Ribbon and click on the 'Web Part' ribbon item.



  3. The SharePoint Ribbon will expand to display two columns titled Categories and Parts. Under Categories, select the Emgage folder and then choose Tasks from the Parts section. Then click the Add button.

    NOTE: If the Emgage category or Tasks web part is not available then you need to review the Post Install Configuration article to ensure Prime was installed and configured correctly.



  4. Congratulations! You have successfully added the Emgage Tasks web part! Now it's time to configure the Tasks Web Part.

 

Configuration and Administration 

The Tasks Web Part can be configured using the web part menu (accessible by clicking the black downward facing arrow in the top right corner of the web part), and administered using the Admin "gear" icon in the bottom left corner of the web part. 

 

Configuration

  1. Expand the web part menu and select Edit Web Part.
    Note: The page must be in Edit mode in order for the arrow to be visible.



  2. This will open the web part Tool Pane on the right side of the page. Here you can configure the Tasks web part to best meet your needs. There are four tabs which can be expanded and configured: Tasks Web Part Settings, Appearance, Layout and Advanced.  

    Our focus will be on the Tasks Web Part Settings area (the other three sections contain general SharePoint settings you can adjust as desired). Note however that the Height and Width options within the Appearance tab should be kept at the "No. Adjust height/width to fit zone" setting to maximize the responsive behavior of the web part.



    Tasks Web Part Settings:

    • Events Per Page: The number of tasks to show per page. If there are more tasks present than the specified number, then pagination will be displayed.

    • Refresh Interval: For performance, the Tasks Web Part includes 'Smart Caching.' This feature automatically caches all tasks from all Tasks lists a user has subscribe to. This cache is updated in the time interval specified here. 'Smart Cache' also automatically updates when tasks are manually added, edited or deleted in a subscribed calendar list.

    • Exchange EWS Service URL: This URL will be used to auto-populate the Exchange Server URL when a user adds an Exchange account as a tasks source. This greatly simplifies the process for users, who likely will not know what value to add in the Exchange Server field. If you are using Office 365 then please consult this article to obtains the Exchange EWS Service URL. If you are hosting or managing your own Microsoft Exchange then please contact your administrator for the Exchange EWS Service URL.

    • Popup Dialog View: Includes two viewing options. Default displays the SharePoint list item popup, while Basic displays a simplified read only popup (great for mobile devices, or read only users).

    • Site Collection to Query: Allows SharePoint Task lists across multiple site collection to be queried, as long as they are on the same Farm. Please add each additional site collection URL on it's own line using the format http(s)://www.yoursitecollection.com (Note: This option will not trigger on some versions of Google Chrome).

  3. Configure the above options as desired, then click on OK to save changes. 

 

Administration

The Admin 'gear' icon allows users to administer/personalize the Tasks web part by adding Exchange account sources, and selecting which Task lists they'd like for the web part to display tasks from.

  1. Click on the Admin gear icon located on the bottom right hand side of the web part to display the Tasks web part admin panel.



  2. If you would like to add a tasks sourced from a Microsoft Exchange account select the Accounts tab and click on Add Account. Otherwise you can proceed to step 5.

  3. Fill in the required fields to add an Exchange account.




    • Email : Enter your Exchange account email.

    • Password : Enter the password for your Exchange account.

    • Description : Enter a description for this account. This description will show up as the account name, and as a subtitle for Task sources available from this account. 

    • Server URL : This is the URL of your Exchange EWS Service. Please ask your administrators for this information. You can also select the "Autodiscover Server" option.

      Note to administrators: The Server URL can be auto-populated for users. See "Exchange EWS Service URL" in step 2 of the Configuration section above.

    • Autodiscover Server : The autodiscover feature will attempt to automatically find your Exchange EWS Service URL. Note that using this option may take a few minutes, and may not work depending upon how your Exchange has been configured.
  4. Click the Save button when done. A successfully added account will appear below the Accounts heading, named with the content of the Description field.

  5. Click on the Task List tab to display all available Task lists. The filter input at the top of the list allow you to quickly find a Task list by name. You can also scroll through the list if desired. When you've found a Task list you'd like for the web part to display, "subscribe" to that Task list by clicking the check mark to the right of the corresponding Task source name. If a Task list was recently created in SharePoint, and is not visible in the list, click the Refresh button at the bottom of the admin panel to manually update the Smart Cache for the web part. Your new Task source will now be visible in the list.

    • Clicking once (green checkmark) selects the calendar for display to your specific user.

    • Clicking twice* (green checkmark with padlock) selects the calendar for display to all users.

      *Note that only members of the Site Collection Administrators group will have the option to 'check lock' a calendar source.



 

Creating New Task from the Task Web Part 

New tasks, assigned to your user, can be quickly created directly from the Tasks web part. Here's how: 

  1.  Click on the Add Task button directly from the Web Part.

     


  2. A popup will be displayed with a form for creating a new task (assigned to the currently signed in user). 



  3. From the Task List option menu, select the Task list to which the new task should be added. Fill in all desired fields and click on Create when done. A new task will be created in the desired list and displayed in the Tasks web part. 

 

Marking Task Done from the Task Web Part 

Tasks assigned to your user can quickly be marked as completed from the Tasks web part. Here's how: 

  1. Select a Task by checking the box to the right of the Task. Click on Mark Done to mark the task as done and to remove it from the list.

 

Collapsed Mode

This web part supports the option of "Collapsed Mode" where you are able to "minimize the web part". Click on the navigation bar of the web part to collapse it.  

 

Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.
Powered by Zendesk