Create a custom calendar report

Transcript

Create a custom calendar. The first thing to do when creating a custom calendar is to decide what you want the calendar to show. For this calendar, we decided we want to show all the work assigned to the creative team that has not been completed yet. And we also want to show time off that members of the creative team have requested. So now to create a calendar, the first thing we need to do, click on the main menu and choose calendars. Then we’re going to click on new calendar here. And we’ll call this creative team. And then we can hit return. And now we need to create a grouping to show something in our calendar. Now it says project name here and we can just create a calendar for any particular project if we want. We put a project name in. It’s going to show us tasks associated with that project. We can turn it on or off just by clicking on it there. And it’s assigned us a color also. So now we’ll create another grouping. Like we’ll turn this one off. And if we click on add to calendar, it gives us another grouping. But if we want to use a filter to choose what we want to show in this calendar and maybe we want it to be across projects, then we’ll click on add advanced items. And in this case, we want to see tasks that are assigned to the creative team that have not been completed yet. So we’ll just call this task. Now notice that the next color in line here has been chosen for us. So if we don’t do anything, it’ll just keep going down to the next color. We’re going to choose a different color. Get a little bit more contrast there. We have other options here. Do we want to use projected dates or planned dates? We’re going to use planned dates here. You can also use custom dates if you want. We’re going to choose end date only. Just so it doesn’t take up as much room on the calendar. All the other options are start date only or duration start to end. That can really clutter up your calendar. So we’re going to go with end date only. You want to switch to actual dates when they’re available. And that might be handy in some cases. In this case, the end date is going to be the planned end date. It’s not completed yet, so it’s not going to matter. And now we have the option to add tasks in here. If we don’t do anything, no tasks will show up. It’s kind of the reverse of what you would do in a report. But it’s very much like a report. Once you click on add task, you’re going to go and choose filter options to show the task that you want here. We said we want them to be assigned to the creative team. So to do this, we want to see the team ID. The team ID field has the name of a team in it if a team is assigned to the task. So we want to see tasks where creative is a team assigned. We also want to see tasks that are not complete. So we’ll make sure is complete is false. You’ll notice that you can also have projects, issues and time off all in the same calendar grouping. So if we wanted to have issues in here as well, we could do that. But just keep in mind that they’re always going to be the same color. If you want to have different colors for things, you have to choose different groupings. And then you can turn on or off everything of that color. So that’s what we want to do here. We want to have different colors. So we’re only going to do tasks on this particular grouping. So we’ll save this. There we go. Let’s add another one for issues. We’re going to choose a different color down here. We want to have planned dates again. End date only. And we’ll leave that to yes. And now we’re going to click on issues. And it’s pretty much the same thing. We want to see that the team ID is creative team in it and that the issue is not complete. Now, what if you did have issues and tasks in the same grouping here? It would be kind of hard to tell if you were looking at an issue or a task. They all be the same color and the name doesn’t really give it away. There is something down here that you can use to set the labels. So we just have issue name here. We only had task name and the other grouping. But we can change this. We can do something like this custom. So I’ll just show you how to do it and then you can play around with it. But you can type letters in here like I’m going to type in all caps issue colon space. And then we’re going to do the name of the issue. Now, you just need to type an open curly brace. So these are the fields just like you do for filters. Basically, you’re getting a view here of different fields that are available. So we want to have the name of the issue. We can choose that there. You see the little preview over here, though. So we’re going to leave this in just so you can kind of see the difference it makes in your calendar. There you can see if I had these same issues and I had other ones saying tasks, they could be the same color and maybe that’d be OK. But it would take up a little bit of space there. Now, if I want to edit this, I can come here. Choose edit. And it always comes up on task by default. You got to click on issues. And then I could come down here and just change this to issue name again. And that’ll take that out. So the next thing I want to do here is create a time off calendar. But I’m going to include this on the creative team because these are just for people on the creative team. And I can make groupings for this. So I’m going to do a grouping for Bert to start with. And I’m just going to call this Bert’s time off. So here, of course, planned dates are the only thing that really makes sense. And but we do want to show duration start to end. And I want to choose a color that I haven’t used yet. Do blue for Bert. Click on time off. Now, this is a little tricky. We want to have the user in the time off record. We want to have their name in here. So it’s not this user. It’s the user ID here that we want to make sure is equal to Bert. And then we want to just see Bert’s name in the record. Now, I’ll create a couple more of these real quick. You can see in Cheryl’s, I forgot to put the duration, so I’ll go back in there and edit that. And there you have it.