Advanced Properties: How to Take your Task Tracking Application to the Next Level

take to the next level Kohezion task tracking application

 

With Kohezion, you can build your own database applications without programming. When your first create your account, it comes all set up with a calendar management application, a client management application and a task tracking application. In this first of a series of three articles, I will show you how you can start with these simple applications and create amazing data management tools. Let’s start with the task tracking application.

 

The Basic Task Tracking Applications

Let’s first have a look at what your task tracking application looks like before I customize it.

 

Simple task tracking application Kohezion

 

  1. ID: This is a unique identifier for each of your task. It is especially useful when people like to quickly refer to different tasks by them number.
  2.  Client: This is an item link field. It allows the users to link each of their tasks to a specific client. Users can then see a list of all the tasks related to a client on the link tab in the client item.
  3. Task Name: This is a single line text field used to name each task.
  4. Due Date: This is a date field. It is telling you when the task is due but it is not telling you the date and time range this task should take place. I will add this field later on.
  5. Assigned to: This is a user list field to quickly assign a task to an existing Kohezion user. Since the “Send Notifications” properties checkbox is checked, any user assigned will receive an email notification when assigned a new task.
  6. Status: This field is a drop down menu with the values “Finished”, “In Progress”, “Refused” and “Waiting Approval”. I will add new values to this field.
  7. Created by: This is a user list field that the system will use to automatically log in the same of the user who created the task.
  8. Create Date: The create date field works just like the created by field but with a date-time field. It will automatically log the date and time of the task’s creation.
  9. Last Save: This field will automatically save the date and time this task was last saved.
  10. Comments section: Sections are used when you may need to add more then one repetition of a field or a set of fields. In this case, you may want to add multiple comments.
  11. Comment: This field is a multi line text where you will type in your actual comment.
  12. Send to: With this user list field, you can directly send this comment to one or Kohezion user.
  13. Files section: Just as for the comment section, this section let’s you add as many files as you need to this task from your computer.
  14. File: This is the actual file field to add your file.

 

Advanced Properties: How to Take your Task Tracking Application to the Next Level

 

Advanced properties task tracking application to the next level Kohezion

 

  1. Description field: I added a description field as a reminder to all users to mark their completed tasks as “Finished” in the status field. The users don’t have anything to do with this field when creating or editing a task. It is only there as a reminder.
  2. Execution: I added a date-time field to use when the task is date-time specific. I made this field the calendar default. I used the date time range and the single row properties. I expanded it and made it on a new line. This field is not mandatory so users can decide to use it only if it applies.
  3. Priority: I added a drop down field to select the priority of each of my tasks. I added the values “Emergency”, “high”, “Medium” and “Low”. You could even add a description to each of the values. For example, “Emergency” would become “Emergency – Within the hour”, “High” would be “High – Before the end of the day” and so on.
  4. Assigned To: I updated the properties to multi select so there can be more then one user assigned to the same task. It is still possible to assign only one user. I also made this field mandatory. This is why it shows in bold.
  5. Status: I customized this field to add the inline editing property and I added the value “Cancelled”. The inline editing property allows project administrators to add values to this drop down field while creating an item. It saves some time not to have to go back to the application.
  6. Number of hours spent on this task: I added this number field to help the managers keep their statistics to date when it comes on the number of hours spent on each task. I used a number field instead of a single line text field to flag it as a number so the system can make calculations in the reports. I had to customize the label’s width to 200 px to accommodate the length of this field’s name.
  7. Created by + Create Date + Last Save: I simply expanded all three fields so they are of equal width. This is a purely cosmetic customization.
  8. Comments Section: I added a created by and a created on fields to make sure I keep a trace of who created the comment and when it was created.
  9. Files Section: I replaced the file field for a Dropbox field since I only use Dropbox as a repository for my files. This field is protected by your Dropbox username and password.

 

These are just examples of what you can do to customize the task tracking application. Remember that you can do anything you want with your applications to fit your exact needs. If you need help to customize your applications, watch this video and read this knowledge base article. Also remember that you can use the support contact box in your Kohezion account to send us a support email. We’re quick to answer!

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