Merge pull request #113 from adrianaditech/v5-rework

tasks and projects update

source/en/projects.md

@@ -10,37 +10,69 @@ The _Projects_ module is useful for managing large collections of work for clien
 
 You can assign multiple tasks and expenses to a project, but it is not required. Tasks represent billable hours and assigning them to a project with a Task Rate set, allows you to create a default hourly rate. Expenses represent goods or services you had to pay for. Assigning expenses to a project helps you keep track of them when it's time to bill your client for the completed project.
 
-## Viewing a Project
-
-From the _Projects_ module, select any project from the table to bring up the preview pane with the project overview shown first.
+![Projects home screen](/assets/images/projects/projects_home_screen.png)
 
-At the very bottom of the _Projects_ preview pane, you have an option to create a **New Task** which will shortcut you to creating a task that is already prepared to be linked to the project you were viewing. The other button at the bottom is **Invoice Project** which takes you to a new page to create an invoice, already prepared with any unpaid tasks that are assigned to the project.
+## Viewing a Project
 
-The kebab menu at the top right corner of the screen also offers these abilities, as well as cloning the project, creating an invoice, and archiving or deleting the project.
+From the _Projects_ module, select any project from the table to bring up the project overview page.
 
-### Overview
+![Project overview](/assets/images/projects/project_overview.png)
 
-The overview tab displays the **Total** hours and **Budgeted** hours for the project. The Total hours are the sum of all tasks in the project, allowing you to see the progress of the work relative to the budgeted hours.
+The screen displays the **Total** hours and **Budgeted** hours for the project. The Total hours are the sum of all tasks in the project, allowing you to see the progress of the work relative to the budgeted hours.
 
 You can also see the _Client_ and _User_ assigned to the project, as well as the number of linked _Tasks_ and _Expenses_. Additionally, you can see the project _Due Date_ and default _Task Rate_ for linked tasks.
 
 Public and private notes are also displayed with different icons.
 
-### Documents
+If there are any expenses linked to the project, they will be shown as links:
 
-You can upload files, such as images, documents, and more under the _Documents_ tab. Like most other modules, files uploaded under the documents tab of a project can be viewed by the client through the client portal under the Documents section > Projects tab.
+![Expenses linked to project](/assets/images/projects/project_linked_expenses.png)
+
+The dropdown arrow menu at the top right corner of the screen offers the option to invoice the project (create an invoice to the client from the project), clone the project, run the project as a template, and archive or delete the project.
+
+![Project edit dropdown arrow](/assets/images/projects/project_edit_dropdown_arrow_menu.png)
+
+### Tasks
+
+On the right of the view project page above the tasks table, you have an option to create a **New Task** which will shortcut you to creating a task that is already prepared to be linked to the project you were viewing. The other button at the bottom is **Invoice Project** which takes you to a new page to create an invoice, already prepared with any unpaid tasks that are assigned to the project.
+
+Each task in the project has a _More Actions_ dropdown which provides options related to the specific task selected:
+
+![Project task dropdown](/assets/images/projects/project_task_dropdown.png)
+
+_To learn more about task time tracking/statuses, see: [Tasks](/en/tasks)_
 
 ## Creating and Editing a Project
 
 Creating and editing a project is simple. Most of the functionality comes from the records linked to it, such as tasks and expenses, making it easy to bill the client for all related work. The customizable fields are:
 
 - **Project Name**: The name of the project, which is included in the line item description of the first task in the invoice when creating it from the project.
 - **Project Number**: An automatically generated number for record keeping purposes.
+- **Client**: Assign the project to a client.
 - **User**: Assign a user to the project to maintain accountability and responsibility.
 - **Due Date**: Assign a due date to stay focused and track progress.
 - **Budgeted Hours**: Set a budget for billable hours based on estimation and client agreement.
-- **Task Rate**: Set a default rate for billable hours, which can be overwritten later.
+- **Task Rate**: Set a default rate for billable hours in new tasks, which can be overwritten later.
 - **Public Notes**: Add notes for perspective and client records.
 - **Private Notes**: Add notes to be shared with coworkers who have access to the admin portal.
 
+### Documents
+
+You can upload files, such as images, documents, and more under the _Documents_ tab. Like most other modules, files uploaded under the documents tab of a project can be viewed by the client through the client portal under the Documents section > Projects tab.
+
+## Invoicing a Project
+
+Once you finish working on a project, it is time to bill the client for the total hours.
+
+Simply select the _Invoice Project_ option from the project Edit or More Actions dropdown.
+
+![Project edit dropdown arrow](/assets/images/projects/project_edit_dropdown_arrow_menu.png)
+
+The New Invoice page will be pre-filled with the project's client, and the project's tasks will be added under the invoice's Tasks section.
+The ## and <div> in the description are intentional - used to apply CSS formatting.
+
+![Invoice created from project](/assets/images/projects/invoice_created_from_project.png)
+
+Note: expenses linked to a project won't be included on the invoice that is created from a project. If you want to bill your client for project expenses, they will have to be added manually to the invoice as items.
+
 <x-next url=/en/tasks>Tasks</x-next>

source/en/tasks.md

@@ -6,73 +6,114 @@ locale: en
 
 # Tasks
 
-_Tasks_ represent small to medium sized jobs or services performed for a client, and are suited perfectly for services rendered with an hourly rate. Tasks enable you to track your time on the job, with stopwatch-like functions baked into your tasks, and you can track and record hours across as many date and time periods as you need to. You can assign tasks to a project, in order to keep track of the various jobs involved in it, or leave them as standalone small jobs. Tasks can be added to a clients invoice independently, or in bulk when you create an invoice out of the project record itself. Tasks also allow you to assign an admin portal User to them, to maintain accountability and responsibility for the work associated with them.
+_Tasks_ represent small to medium sized jobs or services performed for a client, and are suited perfectly for services rendered with an hourly rate. Tasks enable you to track your time on the job, with stopwatch-like functions baked into your tasks, and you can track and record hours across as many date and time periods as you need to.
+
+You can assign tasks to a project, in order to keep track of the various jobs involved in it, or leave them as standalone small jobs.
+
+Tasks can be added to a client's invoice independently, or in bulk when you create an invoice out of the project record itself.
+
+Tasks also allow you to assign an admin portal User to them, to maintain accountability and responsibility for the work associated with them.
 
 The _Tasks_ module is powerful, especially when used in combination with Projects and Expenses, and very useful to any service-based business.
 
 ## Overview
 
-The Tasks module allows you to easily manage and organize your tasks within the software application.
+With the Tasks module, you can easily manage your work and stay organized. Try it out today!
+
+<video width="100%" controls>
+  <source src="/assets/videos/tasks/tasks_demo.mp4" type="video/mp4">
+Your browser does not support the video tag.
+</video>
 
 ### Table View
 
 - By default, the Tasks module opens to the table view, where you can see all available tasks.
+- Filter tasks by their status: "Invoiced", "Uninvoiced", "Backlog", "Ready to do", "In progress", "Done"
 - Customize the columns and sort the tasks in the list to suit your needs.
-- Use the 'Columns' button at the bottom right corner of the screen to add or remove columns from the table.
-- Filter tasks by their status: "Active", "Archived", "Deleted", "Invoiced", "Logged", and "Running".
+  - Use the 'Columns' button at the bottom right corner of the screen to add or remove columns from the table (ex. to display the assigned user, rate...)
+- Click on a task's status text in the row to change it or add a New Task Status.
 
-### Board View
+### Kanban View
 
-- The Tasks module also offers an alternative viewing mode, the board view.
-- Use the board view to visualize your active tasks in a highly visual way.
+- The Tasks module also offers an alternative viewing mode, the kanban view.
+- Use the kanban view to visualize your active tasks in a highly visual way, grouped into statuses.
 - Tasks are sorted into vertical lists by their status, and appear like notes stuck to a board.
-- Hover over a task 'note' to view, edit, or delete the task.
-- Click directly on the task 'note' to quickly edit the name of the task.
-- Press and hold a note to drag and drop it into another status column, changing the status of the task quickly and easily.
+- Hover over a task 'note' to see options to view, edit, or start/stop the task.
+- Drag and drop tasks into other columns to change the status of the task quickly and easily.
+- You can use the _Project_ selection to see tasks linked to a specific project.
+- Press the "**+**" to the right of a task column to quickly add a task with that status.
 
-With the Tasks module, you can easily manage your work and stay organized. Try it out today!
+<video width="100%" controls>
+  <source src="/assets/videos/tasks/tasks_kanban_operations.mp4" type="video/mp4">
+Your browser does not support the video tag.
+</video>
+
+### Custom Task Status
+
+You can add custom task statuses from the table view by clicking a status text and selecting "New Task Status", or from the Kanban view by scrolling to the right and selecting the "**+**".
+
+The "New Task Status" window will appear where you will enter a name for the status as well as a color.
+
+#### From Table view
+
+![New task status from table](/assets/images/tasks/tasks_table_view_status_options.png)
+
+#### From Kanban view
+
+![New task status from kanban](/assets/images/tasks/new_task_status_from_kanban.png)
+
+#### Manage Task Statuses
+
+Task statuses can be edited/added from _Settings>Task Settings_
 
 <x-warning>
-Note that the *Tasks* board view does not present invoiced and paid tasks, it is more like a "to do list" board for visualizing and managing your current work, rather than a full history view, which the table view is better suited for.
+Note that the *Tasks* kanban view does not present invoiced and paid tasks, it is more like a "to do list" kanban for visualizing and managing your current work, rather than a full history view, which the table view is better suited for.
 </x-warning>
 
 ## Viewing a Task
 
-- Select a task from the list or table view, or click on "View" for a task in the task board view to bring up the Tasks panel.
-- At the top of the Tasks panel, you will see the Task Number and an "Edit" button.
-- Use the kebab menu for context-sensitive options to manipulate and manage your task record.
-- At the bottom of the Tasks panel, you will have two large buttons for common functions.
-- The first function button changes depending on the state of the task, either "Start", "Stop", or "Resume" which will respectively start and create a date/time line in the task record to begin tracking billable hours for the work, stop the timer and fill in the end time with the current time, or resume timing the task with another date/time line in the task record.
-- The second button "Invoice Task" will create a new invoice record automatically filled with the current task for the assigned client of that task.
+- Select some whitespace on the tasks's row from the table view, or click on "View" for a task in the task kanban view to bring up the Tasks panel on the right.
+- At the top of the Tasks overview panel and on the right of the table view, you will see a "More Actions" dropdown menu.
+
+### More Actions Dropdown Menu
 
-With the Tasks panel, you can easily view and manage your tasks and stay organized. Try it out today!
+![More actions](/assets/images/tasks/tasks_more_actions_dropdown.png)
+
+- "Edit" allows you to edit the task
+- The "Start"/"Stop" button changes depending on the state of the task, which will respectively start and create a date/time line in the task record to begin tracking billable hours for the work, or stop the timer and fill in the end time with the current time.
+- "Invoice Task" will create a new invoice record automatically filled with the current task for the assigned client of that task. Note: this option is only shown when "More Actions" is selected from the task's table view.
+- "Add to Invoice" will prompt you to select one of the client's active invoices to add the task to.
+- "Clone" will bring up the New Task screen pre-filled with the same information from the selected task.
+- "Run Template" allows you to run a template for the selected task.
+- "Archive" archives the task.
+- "Delete" deletes the task.
 
 ### Overview
 
 The Overview tab in the Tasks panel provides you with all the general information about a task, including duration, value, and status.
 
-- View the duration of the task and the "Amount" or value of the work logged so far at the top of the tab.
-- See the task's status and check if it's private or public note.
-- Notes are highlighted and prefixed by an icon of a lock for private notes and a icon with a circle around the letter "i" for public notes, which will be included automatically in generated invoices.
+- View the "Amount" or value of the work logged so far (Total Duration \* Rate)
+- See the task's status ("state")
 - A breakdown of dates and times of work entered in the task record is also displayed.
-- Click on the interactive buttons to access filtered lists or views of linked clients, projects, task status, or users.
-
-### Documents
-
-Here you are able to upload files such as pictures, documents, and more in order to give your client access to these files from the client portal.
+- Click on the interactive links to access filtered lists or views of linked clients, projects, task status, or users.
 
-## Creating and Editing a Task
-
-When creating or editing a task in the desktop layout, you will be switched away from the table/list view completely to a "Edit Task" or "New Task" view, with all the available fields visible. On a mobile layout, it is similar behavior, but the fields available are divided into two tabs.
+## Editing/Creating a Task
 
 ### Details
 
 - **Client** - Assign a client to link to the task. When you invoice the task, it will automatically assign the invoice to that client.
 - **Project** - Optionally assign the task to an available project. Doing this will automatically assign the task to the same client as the project, and when you select a client, it will filter the available projects by those which are assigned to the client you've selected. Selecting a project will override the default task rate with the task rate defined in the project record.
+- **User** - Optionally assign an admin portal User to the task, to maintain accountability and responsibility for the work associated with it.
 - **Task Number** - While you can manually edit this, the best practice is to leave this field blank and allow Generated Numbers policies to populate the Task Number.
-- **Rate** - Automatically this field will use the default global tax rate, or more authoritatively, the task rate of the project it was assigned to. You may also manually specify a task rate by filling in the field yourself.
+- **Rate** - Automatically this field will use the default global task rate, or more authoritatively, the default task rate of the project it was assigned to. You may also manually specify a task rate by filling in the field yourself.
 - **Status** - Select a task status. Task statuses are a small part of the task lifecycle and help sort your tasks for organizational purposes. You can select one of the prebuilt task statuses, or create your own task statuses under _Settings_ > _Task Settings_.
-- **Description** - Create a description for your task, which will be included within the line item description of the task when you create an invoice out of your tasks or projects.
+- **Description** - Create a description/note for your task, which will be included within the line item description of the task when you create an invoice out of your tasks or projects.
+
+### Documents
+
+Here you are able to upload files such as pictures, documents, and more in order to give your client access to these files from the client portal.
+
+Note: To download all documents linked to one or more tasks, you can select the checkboxes for the tasks (from the table view), then _More Options>Documents_ which will email you a download link to retrieve the files.
 
 ## Time Tracking
 
@@ -82,10 +123,11 @@ The time tracking feature allows you to easily track billable hours for your wor
 
 - View a mostly self-explanatory list of date and times.
 - Manually enter or edit date and time entries.
-- Use the play/stop button to start and stop the timer.
+- Use the start/stop button to start and stop the timer.
 - Starting the timer creates a new line in the list with the current Date and Start Time.
 - Stopping the timer will populate the "End Time", which calculates the Duration.
 - Alternatively, you can manually set the Duration, which will calculate your end time for you.
+- _TIP: tab through the columns for quick entry._
 - If an entry in the times list has no end time yet, the task record is considered to have the Running status and you will see the Duration of the task change every second when viewing the task, while it tracks the progress.
 
 ## Lifecycle of a Task
@@ -103,12 +145,12 @@ A running task is any task that is currently tracking billable hours on the cloc
 - A task automatically enters a _Running_ status when it contains a line for date/time with a start time entered, but no duration or end time yet entered.
 
 - A running task will always show a moving time for it's _Duration_ to help track the active work being performed for that task.
-- When a task is in the running state, it will be presented in the table as "Running" but it technically still has the manually set task status, and when you look at the tasks board view, you will see it sorted as such, with a "play" icon next to it to represent it is in a running state.
+- When a task is in the running state, it will be presented in the table as "Running" but it technically still has the manually set task status, and when you look at the tasks kanban view, you will see it sorted as such, with a "play" icon next to it to represent it is in a running state.
 - Whether you manually populate the _End Time_ or _Duration_ of the open ended line on a task record, or stop the task to automatically populate those fields, the running task will return to a _Logged_ state, and appear in the table with the manually set task status.
 
 ### Invoiced
 
-A task is in an invoiced state after the task has been added to an invoice. A task in the invoice state no longer appears in the board view, because it is considered completed. When viewing a task that has been invoiced, there will be a link to the invoice it has been assigned to.
+A task is in an invoiced state after the task has been added to an invoice. A task in the invoice state no longer appears in the kanban view, because it is considered completed. When viewing a task that has been invoiced, there will be a link to the invoice it has been assigned to.
 
 ### Archived