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Create a project task from a project

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Create a project task from a project

Create tasks from the Project form. The fields appear when the Project Portfolio Management is active and the Project form is in the Basic view. Configure the form to display the fields.

Before you begin

Role required: it_project_manager


  1. Navigate to Project > Projects > All.
  2. Select the project from the list.
  3. In the Project Tasks related list, click New.
  4. On the form, fill in the fields.
    Table 1. Project Task form
    Field Description
    Short description Brief description of the project task.
    Number System-generated number with a configurable prefix.
    Time constraint When the project task begins:
    • Start ASAP: The task starts as soon as possible as determined by the relationships and dependencies.
    • Start on Specific Date: The task starts on a date that you specify. If you select this option, the Planned Start Date field becomes editable.
    State Current state of the project. The states include: Pending, Open, Work in Progress, Closed Complete, Closed Incomplete, Closed Skipped.
    Percent complete Percentage of the work that has been completed for the project task.
    Details tab
    Milestone Check box to convert the task to a milestone.
    Key milestone Check box to convert the task to a key milestone.
    Allow dates outside schedule Indicates whether the project task is set to start and end on a non-schedule day (outside regular project schedule) such as on a weekend. An off-schedule task can start any time during the day and on any day of the week.

    For example, if you use the project schedule Monday to Friday, 8 am to 5 pm and a project task of duration 2 days should start on Saturday, then an off-schedule task is allowed to be scheduled on Saturday and end on Sunday. Similarly, if a task of duration 3 days starts on Friday, then an off-schedule will end on Sunday as opposed to ending on Tuesday.

    The option is not enabled for a parent task. The value of this field on the parent task is derived from the child tasks.

    • There is no difference between an off-schedule and on-schedule task if there is no schedule defined at the project.
    • 1 day is 8 hours for a task in regular schedule and 24 hours for a task outside schedule.
    Assignment group Group assigned to the project task.
    Assigned to User assigned to the project task. The following conditions apply:
    • If an assignment group is defined, only users in the assignment group appear in the lookup list.
    • If skills are defined, only users with those skills appear in the lookup list.
    • If no assignment groups or skills are defined, only users with one of the Project Management application user roles appear in the lookup list.
    • Users with timecard_user role also appear in the lookup list.
    Additional assignee list Additional users assigned to the project task.
    Dates tab
    Planned start date Estimated date and time for the project task to start. You can edit this date when the Time constraint is Start on Specific Date.
    Planned end date Estimated date and time for the project task to end.

    For a manual project, any update to actual start date does not update the planned end date of the project task. Enable the project property Enable alter of planned date with Actual for Manual Project to update planned end date from actual start date and planned duration.

    Planned duration Estimated length of time (from start time to end time) of the project task.
    Planned effort Estimate of how much time it will take to complete this task. After you add child tasks, this field becomes a read-only, roll-up calculation and overwrites any earlier entry that you made.
    Original start date Original planned date and time for the task to start.
    Actual start date Date that the project task began. The task is set to Work in Progress when the actual start date is populated.

    When you change the State or Percent complete of the task, the actual dates are auto-populated with time component copied from the planned dates.

    When you populate the actual start and end dates, the time component in actual dates is defaulted to the time component in planned dates when the Derive time component from planned dates field on Project form is set to True.

    Actual end date Date that the project task ended. The task is set to Closed Complete when the actual end date is populated.
    Actual duration Duration of the task from task start to task closure. As with planned duration, the actual duration shows total task time.
    Actual effort Actual number of hours charged to the resources on this project task. If you are using the Time Cards application, the application automatically calculates the value for the field. The application uses the totals for the time worked from the approved time cards of all resources who worked on the task.
    Original end date Original planned date and time for the task to end.
    Notes tab
    Description Detailed description of the project task.
    Activity / Work notes / Additional comments Information about the milestones, impediments, or changes as the project progresses. Enter notes or comments in the Activity field and click Additional comments or Work notes. The text appears in the feed.
    Checklist tab
    Checklist Checklist to track items that must be completed for the task.
  5. Click Submit.


The new task appears in the Project Task related list on the Project form. If time cards are in use, the application creates a time card for the resource.

What to do next

The value in the Percent complete field is related to the State field in the v3 application. If you change the percentage complete from 0 to any other value, the state of the task changes to Work in progress when you save or update the record. Likewise, if you change the state of the task to Closed complete, the Percent complete field is set to 100 and becomes read-only.

If you change the state of a project task from Work in progress to Closed Skipped or Closed Incomplete, the Percent complete field retains the current value and becomes read-only.

The Percent complete field appears in the Gantt chart for parent tasks as a light-colored bar (the part of the task that is complete). The bar overlaps the darker, underlying bar (the full task). For example, a Demo project is 5.41% complete as shown in a pop-up window. The Phase 1 task is about 50% complete (not shown in the pop-up window).

The Project Tasks list and the Project Tasks related list on the Project form include a Dependency field. Any dependencies for a task, such as a parent task, are displayed in this field. Click a dependency record. See Predecessor dependencies in the planning console for a description of what you see in this column.