Taskman FAQ¶

• Table of contents
• Taskman FAQ
  • How do I get access to a Taskman project?
  • I get a login when clicking on a specific ticket or Wiki page, why?
  • Why I receive emails for certain tickets and not for others?
  • I get many notifications from Taskman, what settings can I change?
  • I am flooded by mails from Taskman, cannot take it anylonger, what else can I do?
  • How do I create sub-pages (parent/child relationships) in the wiki?
  • I cannot close a ticket, why?
  • My project is private and not accessible to public, how do I make some wikis publicly available?
  • Where can I upload my own profile image that appears on several places on Taskman?
  • How do I share my custom query to some users?
  • Is it possible to create a ticket simply via email?
  • I want to use Taskman for time reporting and possibly generate timesheets, what should I do?
  • I want to create a diagram, how should I do it?
  • How can I export tickets and visualize them in other software?
  • None of the FAQ here helps me, what should I do?

How do I get access to a Taskman project?¶

1. Use your Eionet account. Don't have one? contact Eionet helpdesk and CC your contact person at EEA.
2. Contact the Taskman project manager and ask him/her to add you as member to the taskman project in question. To find the Taskman Project manager to contact, go to the taskman project overview page and look for the user under the heading "Taskman Project Owner", alternatively contact one user with role "Manager" within the project in question.

I get a login when clicking on a specific ticket or Wiki page, why?¶

If you get a login on a specific ticket / wiki page / link when you are already authenticated, it means that you are not member of the project where the ticket / wiki page resides.
Please contact the Taskman project owner (or anybody else having Manager role in that project) and request him / her to add you as member to that project.

Why I receive emails for certain tickets and not for others?¶

By default if you have participated in a ticket, for example you are Author or Assignee or you have replied within the ticket, you will be automatically set as watcher of the ticket, which means that you will get notified for any changes done to the ticket.

For wikis, you are notified of changes if you have create the wiki or edited it. You can always manually get notified on any wiki or ticket you are not actively participating by clicking the watch icon on top of the pages.

I get many notifications from Taskman, what settings can I change?¶

Taskman has a very flexible notification settings that can be personalized.

After logging in, head over your account page and check the notification options.

• For any event on all my projects
• For any event on the selected projects only
• Only for things I watch or I'm involved in <--- default / recommended
• Only for things I watch or I am assigned to
• Only for things I watch or I am the owner of
• No events

Here you can opt to "no events", so you will not receive any emails.

However, instead of turning-off completly, it is recommended to have it set to at least Only for things I watch or I'm involved in. In your email client, then you should set a incoming rule that moves the emails from taskman to a specific folder except those containing Assignee:<your-name>. This way the important tickets that requires fast reaction that are assigned to you stay in your inbox. While the other notifications end up in a specific folder which you can read at your own convinient time, like once/twice a day in bulk, and it is more to stay up-to-date on different projects.

I am flooded by mails from Taskman, cannot take it anylonger, what else can I do?¶

If you still get too many mails even after applying the tips from previous FAQ, you can do the following:

1. create a Inbox Rule in your email client, that sends all the mails coming from adress taskman@eionet.europa.eu into a specific folder called "Taskman other"
2. add an exception to the rule above for those emails coming from Taskman that contain in the body "Assignee: <your full name as it appears in Taskman>"

See the Inbox Rule example below:

This way all the mails that require an action from you (assigneed = you) will stay in your Inbox. The rest will end up in the folder "Taskman other" which will contain all the tickets where you are in CC (watcher), do not require quick reaction and are for information only. You then have a routine to go through the "Taskman other"-folder only a few times per day. Doing this in bulk goes very fast, you can easily scan and process even 100s of mails in 10min. For example you can read/scan the "Taskman other"-folder in the morning and after lunch. If you commute by public transport, you can read the "Taskman other"-folder during the commuting time.

You can customize the Inbox rules to your project needs. Another tip is for example to set the Flag important for those tickets that have Priority = Urgent or Immediate.

How do I create sub-pages (parent/child relationships) in the wiki?¶

See Creating-sub-pages-parentchild-relationships for an in-depth explanation.

I cannot close a ticket, why?¶

These are the most common reasons and resolutions

• the ticket that cannot be closed has still open sub-tasks. Close any sub-tasks and you will be able to close the parent ticket. Alternatively remove the open sub-tasks as children and add them simply as related tickets.
• there may be a ticket that has a relation blocked by to the ticket you want to close. In this case you should first resolve/close the blocking ticket.
• there may be a ticket that is related as precedes the ticket you want to close. In this case you should first close the ticket that precedes the one you want to close.
• you may not have permission to close the tickets in the current workflow state, for example for role Reporter. In this case contact your Taskman project manager if you think your role should be Developer or Manager.

My project is private and not accessible to public, how do I make some wikis publicly available?¶

All taskman projects are by default private and only accessible by membership via Eionet LDAP. Consequently everything in the project is not accessible for non-authenticated users. However, in the case you have Wikis that should be made public you can just create wikis in the public-docs project. If the wikis already exists, you can move them by clicking "Rename" > Change the project to "Public documentation". The previous links to the moved wiki will automatically work and redirect to the new location.

Where can I upload my own profile image that appears on several places on Taskman?¶

Taskman assign a random default image to each account if a user does not have a gravatar account already setup.

If you would like to have your own picture you can do that by creating an account on http://en.gravatar.com/ and associate the same email that you have in your Eionet account with the new image you want in Taskman.

How do I share my custom query to some users?¶

If you have created your own Custom Query (for exampple a new one or modified an existing) than you should make sure that the visibility setting of the query is set to "to any user" and not to "to me only" (default). This will make the query visible to all members of the project. See screenshot below.

The settings below are only available if you have Manager role within the project.

If the query is generic and applies to all taskman projects then you can also make the query available "for all projects" (Note that this setting is available only to certain users with specific permission).

Note 1: be aware that same query may give different results to different users depending on the membership level of the user running the query. For example if a user is not member of a certain project, the issues from that project will not be visible in the query.
Note 2: it is not possible to share custom queries only to specific users.
Note 3: Developer and Reporter may only create personal queries, not visible by others. You need Manager role.

Is it possible to create a ticket simply via email?¶

Yes. If you are commuting or find yourself with bad internet access, it is very convenient to create tickets simply via email. See Create tickets via email on how to do it.

I want to use Taskman for time reporting and possibly generate timesheets, what should I do?¶

In project > settings > modules, make sure you have Time tracking enabled. You need to be Manager on the taskman project to access settings.

If you have a contractor that needs to use Time reporting, please send an email to web.helpdesk at eea.europa.eu so that Taskman administrator can add the contract reference as Payment reference ID in Taskman.

I want to create a diagram, how should I do it?¶

If you want to create diagrams, being UML use cases, system architecture, websites mockups or any other type of drawing, you can do it direclty in Taskman without installing anything else. See How To Draw Diagrams.

How can I export tickets and visualize them in other software?¶

First, you have to click on the "Issues", apply the filters that you want to have and then extract the list of tickets in a CSV file. When you export, do not forget to select "all column". After that you can use other tools to visualise the tickets in other ways, by importing the CSV file. The hierarchy is represented in the column called "Parent task" and lateral relations in the column "Related issues".

Please remember that the exported CSV contains personal data (names, emails etc). Due to data protection regulation, it is illegal to upload the CSVon an external website (tableau public, google sheets, office 365, dropbox etc), unless you anonymize the fields in questions. It is ok to use the CSV for personal use, on your own desktop software (Excel or other visualization software).

None of the FAQ here helps me, what should I do?¶

• contact us via https://riot.eea.europa.eu/#/directory (Eionet login required)