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VNCtask Web Client and Desktop Client User Manual

The document is being updated.

Getting started

Install VNCtask Desktop Client

To install the VNCtask desktop client follow exactly the same procedure as that of installing the VNCtalk desktop client. Refer to the "VNClagoon Desktop Client Installation" section, for a step-by-step guide.

Create an account

  1. Click CREATE NEW ACCOUNT.

  2. Fill in all necessary information. First name, last name, email address and password are required.

  3. Click Register. You should receive the notification email containing a link to activate your account.
  4. Check your email address and confirm your registration.
  5. Enter your credentials in the labeled fields and click LOGIN.
  6. Review "Terms of Use" and click Accept at the bottom.
  7. Choose VNCtask from the VNClagoon start screen.

Change/ Remove the profile photo

You can upload a photo to set as your VNCtask profile picture.

  1. In the upper-right corner, click the profile icon.
  2. Select Profile menu option that opens.
  3. In the Profile modal window, click Upload Photo.
  4. Click Change, select a required photo/picture, and crop it.

    • If you want to remove the current profile photo/picture, click Remove.
  5. Click Save.

Change the password

You can change your password to protect your account from potential hacks. For security reasons, we recommend changing your password every 6 months.

  1. In the upper-right corner, click the profile icon.
  2. Select Change Password menu option that opens.
  3. Enter your current password and then the new password twice to confirm.
  4. Click APPLY.

Customize the language

It is possible to set 2 languages: English and German.

  1. In the upper-right corner, click the cogwheel icon and then General Settings.
  2. Select a required language from Language drop-down menu.
  3. Click Save.

Enable/ disable the global mute

The global mute allows to mute all notifications within VNCtask.

  1. In the upper-right corner, click the cogwheel icon and then General Settings.
  2. Switch the toggle on next to Global mute to enable the global mute.
  3. Click Save:

If you want to disable the global mute, switch the toggle off next to Global mute.

Enable/ disable the email notifications

If you want to receive emails about all changes within tasks, you can enable the email notifications.

  1. In the upper-right corner, click the cogwheel icon and then General Settings.
  2. Switch the toggle on next to Email notifications to enable the email notifications.
  3. Click Save.

If you want to disable the email notifications, switch the toggle off next to Email notifications.

Enable/ disable notifications for edited tasks

By default you should receive emails about all changes within tasks, which you edit. But if you want to disable this option, follow the steps below:

  1. In the upper-right corner, click the cogwheel icon and then General Settings.
  2. Scroll down. Switch the toggle off next to Disable notifications for my tasks.
  3. Click Save.

If you want to enable the option, you just need to switch the toggle on.

Enable 2 Factor Authentication

There are 2 ways to enable 2 Factor Authentication.

Do not uninstall "Google Authenticator" application before you have disabled 2 Factor Authentication for your account as you will need the OTP code from the application to disable 2 Factor Authentication.

Way 1. Using the QR code.

  1. Install "Google Authenticator" application in your smartphone:

    • For Android - use Play Store;
    • For iOS - use App Store.
  2. In VNCtask, click the cogwheel icon and then General Settings.

  3. Scroll down and switch the toggle on next to Enable 2 Factor Authentification. Then click Start Authenticator App.
  4. Open "Google Authenticator" application. Click Get started and click Scan a QR code.
  5. Scan the QR code from VNCtask.
  6. Tap ADD ACCOUNT in "Google Authenticator" application.
  7. Enter the OTP code from "Google Authenticator" application to OTP field in VNCtask and click Save. You should see the notification stating 2 Factor Authentification is successfully enabled.

Every time when you login to VNCtask, you should enter the OTP code from "Google Authenticator" application after entering the login credentials.

Way 2. Using a setup key.

  1. Install "Google Authenticator" application in your smartphone:

    • For Android - use Play Store;
    • For iOS - use App Store.
  2. In VNCtask, click the cogwheel icon and click General Settings.

  3. Scroll down and switch the toggle on next to Enable 2 Factor Authentification. Then click Start Authenticator App
  4. Click Can't scan the QR-Code. You should see your account name, secret key, and the key type.
  5. Open "Google Authenticator" application. Tap Get started and tap Enter a setup key.
  6. Fill in the fields in "Google Authenticator" application:

    • Account name - copy your account name from VNClagoon LIVE platform and paste into the field;
    • Your key - copy the secret key from VNClagoon LIVE platform and paste into the field;
    • Type of key - check the key type in VNClagoon LIVE platform and select it from the drop-down menu
  7. Tap Add in "Google Authenticator" application. You should see that your account has been added.

  8. Enter the OTP code from "Google Authenticator" application to OTP field in VNCtask and click Save. You should see the notification stating 2 Factor Authentification is successfully enabled.

Every time when you login to VNClagoon LIVE platform, you should enter the OTP code from "Google Authenticator" application after entering the login credentials.

Disable 2 Factor Authentication

  1. Click the cogwheel icon and click General Settings.
  2. Scroll down and switch the toggle off next to Enable 2 Factor Authentification.
  3. Click Save.

Access FAQ

  1. In the upper-right corner, click the cogwheel icon .
  2. Navigate to Help/Manual/FAQ > FAQ.

Access "User Manual"

If you need more information about VNCtask or need some instructions, you can access "VNCcontacts+ Web Client User Manual".

  1. In the upper-right corner, click the cogwheel icon .
  2. Navigate to Help/Manual/FAQ > Manual.

Contact VNC Service Desk

You can submit a support request at any time through VNC Service Desk. Adding a support request is a good option if:

  • You face any issues with your VNC Software
  • You want to report a bug
  • You have feature requests

To add a support request:

  1. In the upper-right corner, click the cogwheel icon and then VNC service desk:
  2. Click VISIT VNC SERVICE DESK.
  3. Fill in the fields:

    The fields with the asterisk are required.

    • Subject: Enter an appropriate name of the issue.
    • Project: Select the project where an issue occurs.
    • Customer: Select the customer.
    • Product: Select the product where an incident occurs or the problem is discovered.
    • Version: Select the version number of the application.
    • Impact: Select the impact area.
    • Urgency: Select the urgency level.
    • Used hardware type: Select a hardware type where an issue occurs.
    • Operating system: Select the operating system where an issue occurs.
    • Browser: Select the browser where an issue occurs.
    • Description: Enter a detailed description of an issue or recommendation. In your support request, try to provide as much detail as possible about the issue or recommendation.
  4. If you want to attach some file/screenshot - click BROWSE.

  5. Click Create.

Check VNCtask version

  1. In the upper-right corner, click the cogwheel icon .
  2. Click Version & Changelog.

Access "Terms of use"

A Terms of Service agreement provide details about relationship between VNClagoon products and apps and users. It sets forth clauses that embody the rules, requirements, restrictions and limitations that a user must agree to in order to use the VNClagoon products and apps.

  1. In the upper-right corner, click the cogwheel icon .
  2. Navigate to Legal notice > Terms of use.

Access "Data Privacy Policy"

Data Privacy Policy provides details about what type of information is collected and tracked on the website, how the information may be used, and with whom the information may be shared.

  1. In the upper-right corner, click the cogwheel icon .
  2. Navigate to Legal notice > Data Privacy:

Log out

  1. In the upper-right corner, click the profile icon.
  2. Click Logout.

Tasks

Tasks are stored in corresponding sections:

  • All tasks. Contains all tasks.
  • New. Contains newly created tasks. The tasks will be in this section until time is booked on them.
  • Open. Contains only open tasks with "New" and "In progress" statuses.
  • Completed. Contains only completed tasks with "Completed" status.
  • Assigned To Me. Contains tasks, assigned to you.
  • Created By Me. Contains tasks, created by you.
  • Today. Contains tasks that have a due day today.
  • Tomorrow. Contains tasks that have a due day tomorrow.
  • This Week. Contains tasks that have a due date within the current week (Sunday to Saturday).
  • Tasks I watch. Contains tasks, in which you are a watcher.
  • My overdue tasks. Contains overdue tasks.

Numbers, which you can see next to each section, are the number of tasks in these sections.

A new task form has the following view:

  • 1. Field for a task name.
  • 2. Option that allows to select a task start date.
  • 3. Option that allows to select a task due date.
  • 4. Option that allows to select a task priority.
  • 5. Option that allows to select a project, which a task is related to.
  • 6. Option that allows to select a user who will work on a task.
  • 7. Option that allows to select a list, which a task is related to.
  • 8. Option that allows to create a recurring task.
  • 9. Option that allows to set the time that you will spend on a task.
  • 10. Option that allows to add a tag to a task
  • 11. Option that allows to select a location, which a task is related to.
  • 12. Option that allows to add a task description.
  • 13. Option that allows to add a watcher to a task.

Create a task

  1. Click New task.
  2. Enter a task name to the field.
  3. To set a start date, click Start date and select a day from the list. If you need to select another date, click Pick start day, click required date, and click OK.
  4. To set a due date, click Due date and select a day from the list. If you need to select another date, click Pick start day, click a required date, and click OK.
  5. To set a priority, click Priority and click a required priority.
  6. To assign a project, click Assign Project and click a required project.
  7. To assign the task to a user, click Assign User and click a required user.
  8. To create a recurring task, click Repeats and click a required option.
  9. To add the task to a list, click Lists and click a required list.
  10. To set an estimated time, click Estimated time. Customize hours/minutes and click the checkmark.
  11. To add a tag, click Tags. Enter the tag name to the field and click Enter. Then click the checkmark.
  12. To add a location, click Locations and click a required location.
  13. To add the task description, click Description and enter the description. Then click the checkmark.
  14. To add a watcher to the ticket, click Watchers, click a required user and click the checkmark.
  15. Finally click Create.

You can check the created task in New or All tasks.

Edit a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Edit the task fields:

    • Priority - select a required priority for the task;
    • Assigned to - select a user who you want to assign the task to;
    • Description - enter the task description;
    • Start date - select a start date for the task. If you want to select another date - tap Pick start date, tap required date, and tap OK;
    • Due date - select a due date for the task. If you want to select another date - tap Pick due date, tap required date, and tap OK;
    • Status - select a required status: New, In progress, Completed;
    • Repeats - select a required option: Every day, Every week, Every month, Every year, or Not repeat;
    • Project - select a project, which the task is related to;
    • List - select a list, which the task is related to;
    • Location - select a location, which the task is related to;
    • Estimated time - set the time that you are going to spend on the task;
    • Done - select a percentage that coincides with the task implementation rate;
    • Add Tag - enter a tag name and tap the checkmark next to it;
    • ADD FIELDS - tap the option to add a reminder, attachment, URL, or watchers.
  5. On the bottom, click the checkmark .

Mark a task as completed

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the following icon .

After that you should see the task in Completed.

Duplicate a task

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the following icon .
  4. Confirm that you want to duplicate the task - click OK in the modal window.

You should see that there are 2 same tasks in the list.

Delete a task

If you delete a task, you will not be able to restore it.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the trash icon .
  4. Confirm that you want to delete the task - click Delete in the modal window.

Change a task priority

There are 2 ways to change a task priority.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Priority.
  4. Select a required priority.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Select a required priority from Priority drop-down menu.
  5. Scroll down and click the checkmark at the bottom.

Change a task start/due date

There are 2 ways to change a task start/due date.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Start Date/Change Due Date.
  4. Select a day from the list. If you need to select another date, click Pick start day/Pick due date, click a required date, and click OK.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Select a required day from Start Date/Due date drop-down menu. If you need to select another date, click Pick start day, click required date, and click OK.
  5. Scroll down and click the checkmark at the bottom.

Assign a task

There are 2 ways to assign a task.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Assigned User.
  4. Search for a required user and click him/her.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Select a required user from Assigned to drop-down menu.
  5. Scroll down and click the checkmark at the bottom.

Add a watcher to a task

There are 2 ways to add a watcher to a task.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Add watchers.
  4. Search for a required user and click her/him.
  5. Click Update.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. If there are no watchers yet in the task - click ADD FIELDS at the bottom and click Watchers in the modal window. If there is at least one watcher in a task - click Add watchers.
  5. Search for a required user and click her/him.
  6. Click Update.
  7. Click the chekmark at the bottom.

Remove a watcher from a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Scroll down till Watchers section and click the cross icon next to the user, whom you want to remove from watchers.
  5. Confirm that you want to delete the user from watchers - click Delete in the modal window.
  6. Click the checkmark at the bottom.

Add a tag to a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Enter a tag name to Add Tag field and click the checkmark next to it.
  5. Click the checkmark at the bottom.

Change a tag for a task

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Tags.
  4. Search for a required tag and click it.

Remove a tag from a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Scroll down till Tags section and click the cross icon on a tag.
  5. Click the chekmark at the bottom.

Change a list for a task

There are 2 ways to change a list for a task.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Lists.
  4. Search for a required list and click it.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Enter a required list name to List field and click the checkmark at the bottom.

Change a location for a task

There are 2 ways to change a location for a task.

Way 1. Without opening a task.

  1. Click All tasks.
  2. Search for a required task and tick the checkbox next to it.
  3. Click the kebab menu icon and click Change Location.
  4. Search for a required location and click it.

Way 2. With opening a task.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Enter a required location name to Location field and click the checkmark at the bottom.

Change a task status

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Select a required status from Status drop-down menu.
  5. Scroll down and click the checkmark at the bottom.

Add a field to a task

It is possible to add the following fields: Reminder, Attachment, URL, Subtask, Watchers.

  • Reminder - the field allows to customize the reminder time.
  • Attachment - the field allows to upload a picture, video to a task. Also it allows to record a voice message.
  • URL - the field for entering an URL.
  • Subtask - the field is under development.
  • Watchers- the field allows to add watchers to a task.

To add a field to a task:

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Click ADD FIELDS.
  5. Click a required field.

Add a comment to a task

VNCtask offers comments on tasks. With this feature, you can trace the whole task. If you are tapping 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.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Enter a comment to the following field in the Comments section.

    • You can also mention users by using @name and the mentioned user(s) will get a notification.
  4. Click the paper plane icon.

Sort/ filter task

You can sort/filter tasks by: due date, priority, task name, start date, status, created date.

  1. Click All tasks.
  2. Click the Order/Filter drop-down menu and select a required option.

Attach a file/photo to a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. If there are no attachments yet - click ADD FIELDS at the bottom and click Attachment in the modal window. If there is at least one attachment in a task - click Add attachments.
  5. Click Upload file or Take a photo. Select a required file/photo.
  6. Click Save.

Remove an attachment from a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Click the cross icon next to a required attachment.
  5. Confirm that you want to remove the attachment from a task - click Delete in the modal window.

Add an URL to a task

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Click ADD FIELDS and click URL in the modal window. You should see that the corresponding field has appeared in a task.
  5. Enter a required URL to URL field.

Add a reminder to a task

You can customize a reminder for a task that will inform you before the task due date.

  1. Click All tasks.
  2. Search for a required task and click it.
  3. Click the pencil icon .
  4. Click ADD FIELDS and click Reminder.
  5. If you want to get a reminder on a task due date - customize the time for on the due date option.

    • If you want to select the reminder on a custom date rather than a due date - select set the custom date/time and customize a date and time.
  6. Click Set and click Save.

Lists

You can create individual lists to group tasks.

  • Lists are stored in the LISTS section (1).
  • Numbers (2), which you can see next to each list, are the number of tasks in these lists.

Create a list

  1. Click the following icon next to LISTS.
  2. Enter a list name to the field and click CREATE.

You should see the created list in LISTS.

Rename a list

  1. Hold the pointer over a required list and click the kebab menu icon next to it.
  2. Click Rename.
  3. Rename the list and click UPDATE.

Delete a list

If you delete a list, you will not be able to restore it.

  1. Hold the pointer over a required list and click the kebab menu icon next to it.
  2. Click Delete.
  3. Confirm that you want to delete the list, click Delete in the modal window.

Tags

Check the tags list

You can check all tags in the TAGS section, just click the section:

Locations

You can add a location to a task.

  • All related tasks will be grouped by the location in the LOCATIONS section (1).
  • Numbers (2), which you can see next to each location, are the number of tasks in these locations.

Add a location

  1. Click the following icon .
  2. Enter a location name to the field and click CREATE.

You should see the created location in the LOCATIONS section.

Rename a location

  1. Hold the pointer over a required location. Then click the kebab menu icon next to it and click Rename
  2. Rename the location and click UPDATE.

Delete a location

If you delete a location, you will not be able to restore it.

  1. Hold the pointer over a required location. Then click the kebab menu icon next to it and click Delete.
  2. Confirm that you want to delete the location - click Delete in the modal window.

Advanced Search is a powerful search service inside VNCtask that allows to apply many different filters. Advanced Search suggests the following filters:

  • Search in Apps - allows to select required application for searching;
  • Search through - allows to set the search through all task fields or selected ones;
  • Create Date Range - allows to set the time range for searching;
  • Due Date Range - allows to set the due date for searching;
  • Assigned to - allows to set the search through assigned tasks;
  • Projects - allows to set the search through all projects or selected ones;
  • Lists - allows to set the search through all lists or selected ones;
  • Tags - allows to set the search through all tags or selected ones;
  • Locations - allows to set the search through all locations or selected ones;
  • Include Attachments - allows to set the search through file names and content;
  • Include closed tasks - allows to set the search through tasks with "Completed" status;
  • Save searches - allows to enable the option to save the search results.

To use "Advanced Search":

  1. Enter a request to the search field and click the filter icon . The Advanced Search modal window will open.
  2. Click a required filter.
  3. Select a required option and click Save.
  4. Close the window with the filters and click the magnifier icon .