Viewing/Editing Recurring Tasks
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When you create recurring tasks in BigTime, you are specifying the criteria for the series master record and each occurrence in the series.
After a series is created, you’ll be able to see and open the very first occurrence on the Task Dashboard and edit it in the same way you would edit a one-time task. It’s also possible to view and update the series master record. Any edits to the master record affect all occurrences in the series.
Viewing and Editing Occurrences
The first occurrence in a recurring task series appears on the Task Dashboard after you create that recurring task. It will appear with red arrows in the upper right-hand corner of various fields, the signature indicator on recurring tasks.
To open and view the occurrence details, simply click on the occurrence. If you have the ability to edit tasks, you can do things like change the status or assignment on the General Info tab.
You could also change the due date for that occurrence or archive it on the Budget/Dates tab. Once an occurrence is marked complete, then the next occurrence will appear on the Task Dashboard.
To ensure that changes are made only to the occurrence, click the red SAVE button at the bottom right-hand corner of the occurrence record.
You can also edit occurrences from within the series master record, which the next section will explain.
Viewing and Editing the Series Master
You will notice a button called EDIT SERIES from within an occurrence record. This is the key to opening the series master record.
Once you’re inside the series master, you will be able to view all information you initially input at the time of creating the recurring task. On the Budget/Timelines tab, you can also view and edit the start and end dates, the frequency of recurrences, or even specify a renewal schedule for the series.
View all Due Dates in the Series
Another unique option from the series master record is the option to view all occurrences in the series from this hyperlinked text.
Clicking it will reveal a list of all due dates within the series. To drill into certain occurrence details, simply click on a date in the Due Date column. For any incomplete occurrences, you can mark them complete from this view by clicking the check box in the Completed column.
TIP: Click “Edit Series” to Return to the Series List
If you decide to drill into an individual occurrence record from the list of all due dates in the series, you can get back to that list by clicking the EDIT SERIES button at the bottom of the occurrence details.
Delete or Mark the Series Complete
The series master offers two other options unique to that record: the ability to delete the series or to mark it complete.
Deleting a series is irreversible, so you’ll want to be sure before taking this action.
Marking the series complete will set each occurrence in the series as completed and archived. That means that you won’t see it on the Task Dashboard unless you’ve set the series to renew.
Finally, it’s important to note that any changes made from the series master record will always apply universally to all occurrences. You will be reminded of this when clicking the UPDATE SERIES button.
- How can I tell if a task is a recurring one on the Task Dashboard?
On the Task Dashboard, recurring task occurrences are easy to identify: they will appear with a small, red triangle in the upper right corner of the task name field, and other fields that pertain to this specific occurrence, as pictured here.
- Will every single occurrence within a recurring task series appear on the Task Dashboard?
Only the active and open occurrence will appear on the Task Dashboard. Once one occurrence has been completed, then the next occurrence will appear in its place on the Dashboard.
- Can I mark occurrences as incomplete from the list of all occurrences in the series?
No, when you open the list of all recurrences from the series master record, you can only mark incomplete occurrences as complete. To change an occurrence from “complete” to “incomplete,” you must click on an individual occurrence and unarchive the occurrence on the Budget/Dates tab.
- How can I issue an invoice against a recurring task?
Budget data lives at the series master level, so this is the only way to issue a bill against a recurring task. For details, read Billing Against Recurring Tasks.