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VNCtask Web Client Manual

Introduction

VNCtask is designed to remove the complexities of typical Task Management or To Do List tools. With VNCtask being browser based, you can use it virtually from any device – Yes, no more mobile specific App installations. Its highly user centric design makes it very easy to use with powerful features like Recurring Tasks, Powerful Search, Sort, Project Linking.

Login

The simplest ever method of the login to the app. Just enter your user credentials and press on the Login button, you will get logged in. Invalid credentials will lead to an error message. Along with the login, we have the option to register a new account [1] or to get our password back [2].

Create a New Account

This feature is to create/register a new user in VNCtask and this will be available only at the Company flow app.

To register a new account follow these steps: 1. Fill in the form with valid data. 2. Activate the new account with the activation link you will receive via email. 3. Login with your user credentials.

Forgot Password?

In case you forgot your password you can request a password reset via email. To do so follow these steps:

  1. Click on the "Forgot Password" button on the login screen.
  2. Enter your email address which you used to register your account.
  3. You will get an email containing a link to reset your password
  4. Enter the new password and confirm.

Main Screen

Welcome to VNCtask! This is the main screen which displays almost all functionalities.

  1. App switcher: The place where you can switch the app, for example to VNCmail or VNCtalk.
  2. Path: This is the path of the current app, which is default.
  3. Create Task Button: This is the button to add/create a new task
  4. Sidebar: Here you can expand or collapse the sidebar to see the full option names.
  5. Task filters: From here you can go to any task filter.
  6. Other features: This includes Lists, Tags, and Locations. All of these functionalities will get separate sections in this manual.
  7. Search: Search for a particular phrase and get the relevant results
  8. Global Search: The extended search filters helps you to find fewer but more specific results using several filters.
  9. Sorting: To see the list sorted by a specific attribute.
  10. Checkmark (Open Tasks): This is a separate filter to display only open tasks from the selected list.
  11. List Title: Here you can see the list title and the number of tasks related to that specific list.
  12. Task List: Here you will find all your tasks containing information about priority, user avatar, task title, due date and current status as well as a checkbox to select multiple tasks for bulk operations.
  13. Statistics: These numbers are the general statistics of the tasks which are currently displayed in the list
  14. Reload: Here you can reload the task lists.
  15. Settings: Here you can change the app settings.
  16. User Profile: Displays the user profile with a user avatar and the option to log out.

Key Functionalities of VNCtask

  • Task Creation/Details/Update/Delete
  • Comments on tasks
  • Timelog on tasks
  • Bulk task operations
  • Attachments (Images, Videos, Voice Recordings, other Files)
  • Task Reminders
  • Watchers
  • Statistics
  • Task lists
  • Locations
  • Tags
  • Sorting
  • Search
  • Global Search
  • Profile
  • Notifications
  • Settings

Create a Task

The easiest way to add your task is by just clicking on the "New task" button located at the top-left corner on the main screen. By clicking on this button, a new window will pop up on the screen where you can add the details of your task.

  1. Text area: Please fill in the name of your task here; it is the only mandatory field to add a new task and only after this the other options will enabled.
  2. Task properties/options: Here are the listed properties which you can add to the task. These can be also added later also while editing the task.
  3. Create Button: Clicking this button creates the task. As long as the task has no name, the button is deactivated.
  4. Close Button: Click here to cancel the task editor.

Start Date

  1. Search/Typing area: Here you can search for start dates. The ~ sign identifies the start date.
  2. List of Dates: Here you can select the date directly. Dates are listed chronologically, starting with the current date.
  3. Pick a Start Date: Select a date of your choice. A calendar will open and displays your selected date. You can't'set a date in the past here.
  4. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Due Date

  1. Search/Typing area: Here you can search for due dates. The ^ sign identifies the due date.
  2. List of Dates: Here you can select the date directly. Dates are listed chronologically, starting with the current date.
  3. Pick a Due Date: Select a date of your choice. A calendar will open and displays your selected date. You can't'set a date in the past here.
  4. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Priority

  1. Search/Typing area: Here you can search for priorities. The ! sign identifies the priority
  2. List of Priorities: From here, you can directly select the priority: Low, Normal, High, Urgent, and Immediate. The different priorities are displayed in different colors.
  3. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Assign a Project

Tasks can be added to certain projects to get a better overview over several task groups.

  1. Search/Typing area: Here you can search for projects. The = sign identifies the project.
  2. List of Projects: Select the projects which are assigned to you or a specific user.
  3. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Assign Users

  1. Search/Typing area: Here you can search for users. The + sign identifies the user
  2. List of Users: Select the user you want to assign your task to here.
  3. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Lists

Instead of Projects you can also sort your tasks in individual lists.

  1. Search/Typing area:Search for lists. The "$" sign identifies the list options
  2. List of Lists: Select the list in which the task should be stored.
  3. Create List button: This the button to create a new list.
  4. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Recurring Tasks

  1. Search/Typing area:Search for repeat options. The "*" sign identifies the repeat options
  2. List of Repeats: Select the repeat option: Every day, Every week, Every month, Every year, and No repeat.
  3. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Estimated time

  1. Typing area:Type in the time you think the task will need to be done. The " sign identifies the estimation time.
  2. Add hours and minutes: Here you can set the task's estimation time in hours and minutes. Make sure you are not able to set more than 8 hours.
  3. Cancel/Add: From here you can add or cancel the selected estimation time
  4. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Tags

Tags allow grouping tasks containing certain keywords if you set these keywords as tags to the task.

  1. Search/Typing area:Search for tags. The # sign identifies the tags options
  2. Add tag area: Here you can enter a new tag and by clicking the "+" button it will be added. Minimum 2 characters and maximum 30 characters are allowed. Repeated tags are not allowed and will be skipped.
  3. Added tags: This is how added tags will look like. By the X button on the added tag, you can remove it.
  4. Add tag button: By clicking on this button, the tag will be added and looks lieke mentioned in like point 3.
  5. Cancel/Add: From here you can add or delete the entered tags
  6. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Locations

  1. Search/Typing area:Search for locations. The "@" sign identifies the locations.
  2. List of Locations: Select the location you want to add to the task.
  3. Create Location button: This the button to create a new location.
  4. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Description

  1. Search/Typing area:Search for descriptions. The "%" sign identifies the description options
  2. Text properties: These are the text format options you can apply on the description text.
  3. Input area: Here you can enter the description text.
  4. Cancel/Add: Here you can add or delete the entered description text.
  5. Back Button: By clicking on this button, you will be redirected to the New Task dialog.

Full View

  1. Task Title: You can enter the task name at any time. The task title is a mandatory field though.
  2. Added Options: It shows the options which you have selected from below. You can remove these options by two ways:
    - Clicking on the x button
    - Clicking backspace on the keyboard will remove the last added option.
  3. Selected Options: Already selected options will be displayed in a lighter color.
  4. Unselected Options: Unselected options will remain in a more saturated color.

Added Tasks

This is how the added task will be displayed in the list.

Detail View of a Task

By clicking on a listed task, that task will be displayed on the right side panel of the screen.

  1. Task Title: Shows the task title
  2. Assigned user: This the name of the assigned user
  3. Priority: This shows the priority of the task, the task header color adapts to the defined priority.
  4. Description: displays the formatted description text
  5. Details: Properties: Here you can find the properties like Start date, Due date, Status, Repeats, Project, etc...
  6. Details: Efforts & progress: This section will display the Estimation time, Spent time, Option to add spent time, and a progress bar.
  7. Edit Button: This is the edit button, by clicking here the task will be opened in the edit mode.

Comments

VNCtask offers Comments on tasks. With this feature, you can trace the whole task. The comments are available at the end of the task detail. To access it just tap on it. If you are clicking the send button without typing anything then you will face an error message. You can mention users by using @name and the mentioned user(s) will get a notification.

Added Comment

Comment are displayed in the details view just below the details of the tasks and above the comment typing area. The comment contains the user avatar, user name and date of the comment. The mentioned user name will be displayed highlighted.

Edit a Comment

You can even edit an added comment too, by tapping on the edit button (Pen icon). Here, you can edit the text of the comment. And by clicking on the Save button, the edited comment will be updated.

Edit a Task

To edit any task, you just have to click on the Edit button in the detail view and you can edit any task.

  1. Back Button: You can go back from here
  2. Title: This is the task to be updated
  3. Editable Fields top: Here you can edit the priority and Assignee
  4. Editable Description: Here edit the description text and it will be blank when no description was added to the task before.
  5. Editable Fields next: Here you can edit all other settings for the task, like e.g. start and due date, status and locations.
  6. Editable Tags: Tags are also editable and you can add new tags from here too
  7. Add Fields: Here, you can add new fields like Reminder, Attachments, URL and more.
  8. Save Button: This is the save button to get all edited fields saved.

Log time

Click on the "Log time" button in the edit view and you can add your spent time to the task.

  1. Date: Select the date for the time booking, of course, you cannot set a past date.
  2. Spent time: Here you can select the time to book into the ticket. Adding more time than estimated is not allowed. To add more time you have to edit the estimated time first.
  3. Description: Write the description of your time log and make sure that you don't exceed the character limit of 255.
  4. Save Button: This is the button to save the booked time.
  5. Cancel/Back Button: This is the button to cancel the time booking process.

Timelog History

Here you can see the added time of the particular task in descending order. See how its look like:

  1. Added spent time: Here the added spent time will be listed with the time, user, comment. Last inserted time displays first
  2. Add button: From here, you can add a new time log for the same task.
  3. Cancel/Back: As the same, to cancel/close this dialog, you can click here

NOTE: This feature is accessible from the task details view, too. You need to click on the "Timelog history" button in the "Efforts & progress" section.

Add Fields

You can enhance tasks in VNCtask by adding more fields like Reminders, Attachments, URLs, Subtasks, and Watchers.
On each option, there is a separate function to access it:

Reminder

This feature sends you task reminders before the due date.
This feature comes with two options to add reminders:

On a due date

This is the default option and can set easily by just setting the time and date will be selected on the due date.

  1. Select time: Here, you can select the time to get a reminder on a due date
  2. Save button: Here, you can save the selected time
On a custom date

If you want to select the reminder on a custom date rather than a due date then you can select this option.

  1. Select date: Here you can select the date for the reminder
  2. Select time: Here you can select the time to get a reminder on any time
  3. Save button: From here, you can save the selected time

Note: Be aware that you can't' select a date or time in the past for the reminder. If a task does not have a due date VNctask will ask you to set this first.

Attachments

Attachments allow to upload files like images, audio or video files or documents.

These are the options which can be selected in the attachments menu:

Upload files

All kinds of files can be added here. By clicking on it, a file browser will open to select the files from your device. Only one file can be selected at a time and that file will be added to the Attachments dialog.

Take a photo

By clicking here, it will browse to select all image files and the selected image will be added to the Attachments dialog.
For the desktop version, taking a photo with the camera is coming soon.

Make a video

By clicking here, it will browse to select all the video files and the selected video will be added to the Attachments dialog
For the desktop version, making a photo with the camera is coming soon.

Add a voice message

By clicking here, it will open a new dialog to record a voice message which has the features to start, stop and pause the recording.

The recorded voice message will be added to the Attachments dialog.

This is how all the selected attachments look like in the Attachments dialog

  1. Selected files: All the selected files will display here
  2. Delete option: Each file has a delete option
  3. Save button: From here, you can save the selected files to the edit view of a task
  4. Add button: From here, you can add more attachments
  5. Cancel button: The cancel button to close this view
Attachment preview

The attachments will have an arrow icon to download it and when you click on the attachment name, it will open the preview mode.
Images, Videos, Audios only have the preview mode, oher files will be downloaded directly without preview.

  1. File name: This is the file name.
  2. Username: Here the username and the upload time of the attachment are displayed.
  3. Options: "Share", "Download", and "Delete" options are available.
  4. Cancel button: To cancel the preview, click here.
URL

An easy feature to add URLs to a task, just select the URL option from the "Add fields" menu and you will be redirected to the task edit view to add the URL

Here you can add an URL to the task but make sure it is a valid URL address otherwise you won't be able to save it.

Subtasks

Coming soon

Watchers

Watchers are users who will receive notifications if a task was edited or closed.

  1. Search/Typing area:Search for watchers. The "&" sign identifies the watcher options.
  2. Selected watchers: Here you will see thw watchers you have already selected. Remove them by clicking on the X on the bottom right corner of the user avatar.
  3. List of watchers: Select a watcher from the list to add them to the list of watchers.
  4. Cancel/Add: Here you can add or delete the selected watchers.
  5. Back Button: By clicking on this button, you will be redirected to the New Task dialog.
Added fields in the details view

This is how the added fields look like in the tasks details view, after having fields added, you will see the option "Show more" in the details view - all additional fields will be displayed here.

Statistics

When you select any task list a statistics view is displayed on the right panel.
Statistics display the number of tasks sorted in different categories.
From here you can identify how many tasks are there, how many are closed, due, or overdue.

There are four categories for each list:

  • Number of tasks: Total number of tasks
  • Due tomorrow: Tasks which have the due date "tomorrow"
  • Overdue: Open tasks with passed due dates
  • Completed: Number of completed tasks

Filter Lists

These lists will appear when you expand the sidebar (if it is not expanded) on the left side. It contains all lists based on its properties like dates, assignee, status, etc. "Open" is the default list containing all open tasks. You can open any list by clicking on the list name. The list title also contains the number of tasks with the specific parameters.

All Tasks

This list displays all tasks containing open as well as closed tasks.

New

This list displays all new tasks. Open tasks include the status New per default until time is booked on the task.

Open

You will see this list after you logged in. This list displays only open tasks. Open tasks include the status New and In progress as well as the total amount of uncompleted taks.

Completed

This list displays only completed tasks. The tasks which have the status Completed will be displayed in this list.

Assigned To Me

This list displays the tasks which are assigned to the user which is logged in.

Created By Me

This list displays all tasks which were created by the user which is logged in.

Today

The tasks which are due at the current date are displayed in this list.

Tomorrow

The tasks which are due the next day are displayed in this list.

This Week

The tasks which have a due date within the current week (Sunday to Saturday) are displayed in this list.

Tasks I watch

All the tasks of which I (logged in user) am a watcher will be listed here.

My overdue tasks

Overdue tasks assigned to me are listed here.

Individual Lists

VNCtask also allows to create individual lists to group tasks as needed.
Individual lists are displeyed in the left sidebar below the Filter Lists. As in the filter lists the individual lists also contain a counter for the amount of tasks included in the list. It has an create, update and delete option.

  1. Create list button: This is the button to create a new list
  2. Collapsed/Expand button: By clicking this button, you can collapse and expand the individual lists
  3. List of individual Lists: Here all individual lists are displayed, including a task counter.

Create a new list

By clicking on the create list button, a new popup will open to create it. Just enter a list name and create click on "Create". Make sure you are not exceeding the limit of 255 characters.

List options

The options button will appear by hovering the mouse on the list name and by clicking it, menu will open like shown below:

Rename list

It has a simple method to rename the list by just clicking "Rename" from the options. The same condition here not to exceed the character limit of 255.

Delete list

The simple process to delete the list by just selecting "Delete" from the options. A confirmation dialog will appear and if you confirm then it will delete the list. This deleted lists can't be restored.

Location List

You can add a location to the task as shown above and all related tasks will be grouped by the location in the locations section of the left sidebar. The location filter also contains a counter for the amount of tasks included in the location group.

  1. Create location button: This is the button to create a new location
  2. Collapsed/Expand button: By clicking this button, you can collapse or expand the list of the locations
  3. List of Locations: This is the list of locations with a counter of included tasks

Create a location

By clicking on the create location button, a new popup will open to create it. Just enter a location name and click on create . Make sure you are not exceeding the limit of 255 characters.

Location options

The options button will appear by hovering the mouse on the location name and by clicking it, a new menu will open:

Rename locations

Just clicki "Rename" in the options. The same condition here not to exceed the character limit of 255.

Delete locations

Delete a location by just selecting "Delete" from the options. A confirmation dialog will appear and if you confirm then it will delete the location. Deleted locations can't be restored.

Tags List

One of the most practial features for VNCtask is the tag feature. You can add certain keywords to any task you want and group tasks with matching tags in the Tag List. By clicking on a Tag in this list all tasks with this certain keyword are displayed. As the other lists, the tag list also provides a vounter on its right side.

Bulk Updates

You can update a number of tasks based on a specific project, user, start date, due date or priority. The easiest way to do this, is to click on the checkbox on the left side of the task name you want to update. A menu bar will appear at the top with some icons. You can mark multiple tasks which you want to update and do all update operations at the same time.

  1. Selected Tasks: Mark all tasks you like to update in their checkboxes.
  2. Check/uncheck all: By clicking here you can select all tasks in the list at the same time. You can also uncheck all the marked tasks and the bulk update menubar will disappear.
  3. Counter: This is the counter of the tasks.
  4. Complete: Click here to mark all selected tasks as completed.
  5. Clear/Cancel: click here to cancel the update, all tasks will be removed from the selection.
  6. Copy/Duplicate: click here to copy the selected tasks. They will start as new tasks with the current date as start date.
  7. Delete: Click here and the selected tasks will be deleted.
  8. Context Menu (with multiple options): This menu will allow multiple options to change the properties of the selected tasks. These are listed below.
  9. Multiple Tasks Display: In this view, all the selected task titles will be listed with a counter in the header. If you de-select any task then that task will be removed from this list.

Context Menu/Options

Change Priority: You can change the priority of all selected tasks here. A new dialog will pop up, where all priorities are listed. Just click on the required priority and it will update all selected tasks.

Change Repeat Pattern: If you want to change the repeat pattern of all selected tasks, select this button. A new dialog will allow you to edit the repeat mode. Select the needed one and it will change all tasks.

Change Start Date: Change the start date of all selected tasks from here.

Change Due Date: Change the due date of all selected tasks from here.

Change Assigned User: Here you can change the assigned user for all selected tasks. Here you can also invite a user by entering his/her email address.

Change Assigned Project: Change the assigned project for all tasks here.

Change Lists: Change the individual list of all tasks here.

Change Tags: Add tags for all selected tasks here.

Change Location: Change the location for all tasks here.

Change Watchers: Change/Add watchers for all selected tasks here.

Sorting

Sorting is the most required feature to get the tasks in the respective order so VNCtask offers several options.

Due Date Sorting

This is the default sorting. To apply this sorting explicitly, you just have to click on the sorting drop-down menu at the top of the list view and select "Due Date". All tasks will be arranged in ascending order from a very old due date to the latest due date.

Priority Sorting

To apply this sorting, select the "Priority" option in the sorting drop-down menu at the list view. This sorting is based on priority so all the tasks will be arranged in priority order i.e. from Immediate to Low.

Task name Sorting

This sorting will apply based on the task name, in ascending order of the alphabet all the tasks will be arranged and the next loaded tasks will also be in the same order.

Start date Sorting

Based on the start date of the task it will arrange all the tasks. Tasks will be arranged ascending and the next loaded tasks will also be in the same order.

Status Sorting

It is based on the status of the task. First "New" then "In progress" and then "Completed" tasks will be arranged in this order.

Created date Sorting

This sorting arranges task based on the creation date. Tasks will be arranged in ascending order and the next loaded tasks will also be in the same order.

The search bar is located in the upper center of the window.

Type your search term into the search bar and press enter or click on the search button on the right side. You will get the search results below the search bar.

Search Result Screen

If there aren't any matches for the search term the search will not display any result and the counter will be 0. Otherwise you will find the search results sorted by due date. You can do all task operations from here.

  1. Search Term: Type in your search term here.
  2. Counter: Here you can see how many search results were found. The search results are limited to 25 results first, if you scroll down, more results are loaded.
  3. Cancel Button: Return from search to the main window here.
  4. Result Area: Here you get your search results displayed.
  5. Search Statistics: This is displaying the statistics of the search result: how many tasks are there, how many overdue, completed etc.

VNCtask comes with very powerful filter options. You can search tasks based on different parameters like – Terms, Date range, Project, Users, and so on. You can also search for the text in the task, even comments can be included in the search criteria. To use this global search you have to select the filter option next to the search bar, by doing this the following dialog will pop up:

  1. Options: These all are the options for the search
  2. Refresh: By this option, you can refresh all the applied changes and that will be changed with the default one
  3. Cancel button: By this button, you can close/cancel the global search dialog

Search in Apps

Soon you can search in several VNC apps, at the moment only VNCtask is available here.

Search through

You can adapt your search to your needs, e.g. to search specificly for a Task Name, Description, or Comment or through all of these elements of a task.

Create Date Range

To search a task based on its created date, you can select this option, It will provide you the sub-options to search for "Last week", "Last month", and a "custom date range".

Due Date Range

To search a task based on its due date, you can select this option, It will provide you the sub-options to search for "Last week", "Last month", and a "custom date range".

Assigned to

It will help you to search a task based on its assignee, when you select this option, it will provide you the sub-options to search for "None" assignee, "All Users", and for a "Selected" specific user.

Projects

It will help you to search a task based on its project, if you select this option, it will provide you the sub-options to search for "All Projects" and specific "Selected" projects.

Lists

To search based on individual Lists select this option, it will provide you the sub-options to search for "None", "All Lists", and specific "Selected" lists.

Tags

It will help you to search a task based on the added tags, you will get the sub-options to search for "None", "All Tags", and "Selected" ones here.

Locations

To search aqtask based on a Location, you can select this option and it will provide you the sub-options to search for "None", "All Locations", and a specific "Selected" one.

Toggle options

Here the following three search options can be enabled/disabled:
Include attachments: search through file names and content attached to a task
Include closed tasks: search also through tasks that are already completed
Save searches: save the searched result and search parameters

Profile

This the place where you can adjust your profile photo and manage your password. To access it, you need to click on the user profile picture from the top-right header part and select "Profile".

  1. Upload Photo: From here you can change/remove your existing profile photo
  2. Email Address: At this place, your account's email address is displayed
  3. Change Password: To change your password, click here and you can change it

Upload Photo

Here you can change and/or remove your profile photo by following these simple steps:

  1. Remove: By clicking here, the profile picture gets removed and the default one will be displayed.
  2. Change: By clicking here, the image select window will open to select an image from your device. Select an image and adjust it, click the save buton and the new picture will be applied.

Change password

Here you can change the password by entering the current one, the new one, and then confirm the new password. Make sure you entered the correct current password otherwise you will face an error message. Click on change to save the new password.

Notifications

This provides in-app notifications about created, updated, deleted and overdue tasks, as well as reminders,

Task Assignment: When someone assigns you a task then you will get the browser-based notification and from there you can open the task.

Task Update: When you or someone else updates a task in which you are a watcher or assignee then you will get a task update notification like below. If there are multiple tasks affected then it will display the list of tasks with only the cancel button.

Task Reminder: This notifications you will get when you have set a reminder to the task.

Settings

You can set preferences within the VNCtask application. These are account settings, languages, sound and notification settings, servers, Help Manual, etc.
To show these settings, click on the cogwheel icon on the right-top side of the header.

General Settings

  1. Language Selection: Here you can change the language. VNCtask offers English and German at the moment.
  2. System Notifications: Here you can set the notifications like enabling/disabling sounds and notifications.
  3. System Notifications: To enable/disable the email notifications including self-update task notifications
  4. Deactivate Account: From here you deactivate your account by following some steps

Help/Manual/FAQ

Here you can find helpful links for VNCtask. The FAQ will open some basic questions for your help. You can use the email address from the Help section for any help. The manual is the same you are reading right now.

VNC Service Desk

Here you can find the link to the VNC Service Desk which redirects you to the VNCtask's helpdesk page to file your queries.

Version & Changelog

Here you can see the link to changelog for the latest releases and also the current version of VNCtask. The Version number is helpful if you have questions so please always mention it if you write to the service email address or the helpdesk.

The legal notices are available here, you just need to click on the links and it will redirect you to the respective web pages. Currently, Terms of use and Data privacy links are available

Here all the saved searches are displaying which you have saved from the global search's enable option:

  1. Search filter: Here you search for a specific saved search
  2. Result area: Here all the saved search results are displayed
  3. Date of the saved search: These are indicating the dates when you have saved the search result

Logout

Click on your user profile to toggle the logout-button.