Identify Sub-Task Level in SharePoint Office 365 Task List

This SharePoint Forum post titled “Determine a sub-task’s level using SharePoint Designer” discusses an approach for identifying a sub-task’s level.

We needed to identify the sub-task level for reporting in our Office 365 SharePoint solution “SB2O”. There will be different types of customers using our SharePoint small business template, so we needed a more flexible approach to identifying levels. This blog discusses our approach for identifying N levels.

Below is a screen shot of a standard Task list titled “Sub Task Level”. The list contains a parent and 5 sub-task levels. The ID column is the Item’s ID. I added a “ParentLevelId” number column to capture the ID of the parent Item and a “Task Level” number column to capture the task level.

I then developed a SharePoint Designer 2010 workflow. Since a top-level task, in this case the “Parent Task”, always has a null Parent ID, we test to determine if the task’s Parent ID is empty. If so, we set the Task Level to 0 and the ParentLevelId to 0. We then stop the workflow.

If it is not, we set an integer variable called “ParentId” to the Parent ID of the current item. We then set a number variable called “TaskLevel” to the Task Level of the Parent plus 1.

We find the Task Level of the Parent by doing a Lookup on our Task List, “Sub-Task Level”, with ID and the ParentId variable to relate the two items.

We then up date the current item as shown below and stop the workflow.

Below are the completed workflows.

Note that the only reason the ParentLevelId and the Task Level number match is because I entered the items one after another and no task rearrangement. Not a likely user scenario.

SharePoint Customer/Job Timesheet Example

The blog post “SharePoint Task Plan – Tracking Time” discusses capturing time against a SharePoint Task Plan using SharePoint’s standard capabilities. This post presents an approach of capturing job hours at the Customer/Job level. It is based on Thuan’s post on The Soldier of Fortune blog titled “Building Timesheet Management Solution in Office 365 Without Code” but goes a couple of steps further.

We start by using the Customer List and from that setup a Customer/Job List as illustrated in the screen shot below:

 

The Job Customer field is a drop-down list from the Customer List. The Job Name field is added in by the user as is the Customer/Job Name. The screen shot does not show the Job City, Job State, Job Zip Code and Sale Person fields that are part of this list.

The Customer/Job field is needed for the Customer/Job Timesheet List below. You will also notice that I added Timesheet Activity as an optional field for billing and/or reporting purposes.

 

I combined Timesheet Year and Month for grouping as opposed to having them separately as in Thuan’s post. The formula being: =TEXT([Timesheet Date],”YYYY”)&”/”&TEXT([Timesheet Date],”MM”) . By establishing the Customer/Job Name field, it stops users from coming up with their own names and making time reporting unmanageable. See illustration below.

I also added views and grouping for Customer/Job/Date and Staff/Date/Customer/Job so you can see the hours and totals associated with those views. The screen shots in this post are using the New look for lists. Under the SharePoint Classic view, Total Hours are displayed by the selected group.

I then went ahead and generated a PowerApps cell phone application, so staff can enter the data when they are away from their computer. A screen shot of the PowerApps is below:

The PowerApps application above took about 5 minutes develop without any coding. See the post “QuickBooks Employee List PowerApps Example “ for more information on PowerApps.

A Customer Level Timesheet can be developed under the approach outlined above. The difference would be that a Customer/Job list would not be necessary, and the Job Name and Customer/Job Name fields would also not exist.

Task List Templates in Service Delivery

We will use the QuickBooks’ “Sample Larry’s Landscape & Garden Supply” to illustrate setting up a SharePoint Task template to ensure service delivery consistency and quality.  Using multiple posts, we will use this template from bidding through to job/project completion.

Let’s assume that Larry’s provides irrigation planning and installation services. The scope, elapsed time, and pricing for each project is going to vary due to differences in a client’s lot characteristics.  So Larry’s has set up a standard set of tasks using a SharePoint’s Task List for bidding and undertaking such projects.  This list is on the Larry’s SharePoint Service & Delivery subsite underneath the main site.

A screen shot of the 8 steps that make up the irrigation planning phase for such a project is shown below.  There are 4 columns:

  1. Task #
  2. Title
  3. Task Description
  4. Predecessor Tasks.

Irrig Task Overview

A screen shot of the subtasks underneath “1. Obtain Site Information” is below.

Irrigation Design Tasks Detail view

This is the standard irrigation task list that we will use in subsequent posts.