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Using the traffic calendar

Enter your report options and click 'search'

This will open the Traffic calendar.

By default, it will show all active tasks in progress this month, grouped by client.

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Options

These options can be used to run the traffic calendar one time, or used as presets when creating a published calendar. 

Task Options

Task Dates - This filters the range of tasks to show in the report. It can look at the Plan Start Date, Plan Complete Date or what is called In Progress (which means both dates) are within the Date Range selected.

Incomplete Tasks - When checked, only Tasks with no Actual Complete Date will appear.

Completed Tasks - When checked, only tasks with an Actual Complete Date will appear.

Completed Predecessors - When checked, only Tasks where its predecessor Task(s) are completed will appear.

Group By - This determines how the data is grouped/presented Grid view. Can choose from; No Grouping, Client, Campaign, Campaign Segment, Project Status, Project Type, and Account Manager.

Visible to Client - When checked, only Tasks that do not have Hide From Clients checked will appear. NOTE: By default all new tasks start as visible.

Has Open To Dos - When checked, only Tasks with incomplete To Dos will appear.

Priority - Choose from any of the Task Priorities labels.

Task Status - Choose form any of the Task Status lights, which are based on if the task has or is amount to miss a deadline. Red (ie Past Due), Yellow (ie Due Today), Green (ie Dates are within expectation).

Task Name Contains - Can use this to find tasks containing a word or phrase.

Timeline Segment - Choose from tasks that have specific Timeline segments selected. This is a great alternative to using options like Task Name Contains, as its a consistent value regardless of the how the task is named (or if there are inconstancies or typos in the task name).

Office - Choose from any of the Offices you have setup. This will display tasks for projects where the Office is populated in the project setup.

Project Options

Parent Company - Shows only tasks for projects that are part of a specific parent company hierarchy.

Client - Can choose from one or multiple clients to filter.

Account Manager - Can choose from one or multiple users set as the projects account manager.

Campaigns - Can choose from one or multiple campaigns to filter.

Project Status - Can choose from one or multiple project status codes to filter. This is especially useful if you want to mix your current active project schedules with ones that are not active but in estimating, for example.

Project Type - Can choose from one or multiple Project types to filter.

Project name Contains - Can use this to find tasks on projects where the Project Name field contains a specific word or phrase.

Project - Can use this to filter for a single project.

Include Opportunity Projects - When checked, any Opportunity with an Advanced Opportunity Project (ie Oppty-01), that has not been made live yet, will appear.

GL Company - Can use this to only show projects that are for a specific GL Company in the project setup.

Staff Options

Team - This will only show tasks where the assigned users are included in the setup of the selected Teams.

Assigned To Person - Can choose from one or multiple users assigned to the task.

Assigned To Service - Can choose from one or multiple services assigned to the task.

Departments - Can choose from one or multiple Departments where it contains users assigned to the task.

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Grid view

From here, you can interact with the report by clicking on either the Project rows or Task rows.

Update project

From the Update project screen, you can update things like the project status, account manager & note fields.

Update task

From the Update task screen, you can update things like the assignments, plan dates, conversations & to-dos.

Grid Options

To modify the visible columns and their order and to expand the groups by default, from any open Traffic Calendar, click on More > System Settings.

Then click on Edit Columns.

Columns: Some field of note are, Budgeted Hours, Allocated Hours, Actual Hours and Assigned. As these can help to give a more top level view of the details.

Collapsed / Expensed Mode: This lets to choose from Collapsed, Partial or Expanded. And will set the default for how all Traffic Calendars display when you open first open them.

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Calendar view

This view shows the same information as the grid, but in a calendar format.

Update task from calendar

From the Update task screen, you can update things like the assignments, plan dates, conversations & to-dos.

Calendar options

From More > System Settings

Choose form the options listed under Calendar options of what to include in the detials shown.

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Published calendars

This feature has two benefits. You can create pre-set views when running this report and it can be published to the calendar system for other users to see without giving users direct access to this report.

New published calendar

Select published calendar

From your Calendar, go to More > Display options. Then click on 'select more calendars'  & check the published calendars you have access to see & want to view in your calendar.

Example

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Print options

Standard

This will print what you see on your current screen, i.e. the columns you have set and the way you have the rows either expanded or collapsed.

Hot sheet

The goal of the hot sheet report is to show tasks on all days that are active. The hot sheet is to be used by the department's management to manage their resources effectively.

NOTE: Only tasks with a timeline segment will appear in this printout.

The hot sheet will report on the
A) Ability to display tasks every day that it is in progress.
B) Ability to group by date & timeline segment.

The hot sheet should group by date and then segment and sort by project number.

Gantt

This allows you to print a visual timeline of your tasks by date range and day, week, or month segment views.

Example