task tracker in sharepoint

Create and manage a project task list

A Microsoft SharePoint project task list displays a collection of tasks that are part of a project. A task is a discrete work item that a single person can be assigned. A project is typically a series of activities that has a beginning, middle, and end. Examples include projects that produce a product or service, such as producing a product demonstration for a trade show, creating a product proposal for stakeholders, or organizing a corporate event.

After you create a SharePoint project task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline.

SharePoint in Microsoft 365, SharePoint 2016 and SharePoint 2013 offer a connection from a SharePoint task list to Project.  Project may be licensed separately.

To make the connection, create a SharePoint task list and import it into Project or Project Server. Once connected, updates to a task list in SharePoint will be reflected in Project.

To import a task list into Project, follow the steps in  Add an existing SharePoint task list to Project Web App .

Create a task list in SharePoint in Microsoft 365 or SharePoint 2016 or 2013

The task list can be a starting point for your project.

Type "Tasks" into the search box and press Enter. You'll get a list of all apps that match.

Type a name or title for the task and press Create .

SharePoint returns you to the Site contents page. Find the app you just created in the Site contents list and open it. SharePoint creates a default timeline and a blank list.

You can start entering data using +new task to add data.

Create and work with a SharePoint 2010 project tasks list

Note:  A SharePoint site can be significantly modified. If you cannot locate an option, such as a command, button, or link, contact your administrator.

Click Project Tasks

Type the Name for the list. Name is required.

The name appears at the top of the list in most views, becomes part of the web address for the list page, and appears in site navigation to help users find the list. You can change the name of a list, but the web address will remain the same.

Click Create .

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Add a task to a SharePoint 2010 project task list

When looking at a project tasks list, you’ll see a table on the left side of the view, and a timeline on the right. The timeline is called a Gantt chart, and helps to visualize your project’s progress. Bars on the Gantt chart are drawn using the Start Date and Due Date fields.

Note:  If you have some idea of the structure you’d like to create for your tasks – for example, if you know certain sets of tasks fall within phases that you’d like to represent in your project tasks list – you can organize your tasks into summary tasks and subtasks. For more information, see Create a summary task .

In a project tasks list, complete the following columns for each row in the left table portion of the view:

Note:  When filling out task columns, you might have to slide the divider to the right to reveal additional fields. This will reduce the calendar section.

Title     Type the name of a task in your project.

Start Date     Enter the date when the task should begin.

Due Date     Enter the date by when the task should be completed.

Task Status     Choose the descriptor that most accurately reflects the status of this task. If you are just planning a project and none of the tasks have begun, choose Not Started .

Priority     Choose the priority level that most accurately reflects the importance of this task, as it relates to the other tasks in this project.

Tip:  If several of your tasks share the same Start Date , Due Date , or data in any other column, you can click once in the cell you want to copy, to display the fill handle, and then drag the bottom right corner of the box down the column to fill the adjacent cells with the copied data. This can be particularly useful in the Task Status column, when you’re initially entering your plan into a project tasks list and none of the tasks have begun.

Once you have these initial columns filled out in the table portion of the view, you have a high-level project tasks list in place. The next step is to provide more detail about your tasks, including who will be doing the work, and how the tasks may relate to each other. For example, in some cases, one task must be completed before another can begin.

Update a task in a SharePoint 2010 project task list

It’s important to return to your project tasks list as your project progresses, and update the columns pertaining to each task’s status. This helps to communicate what’s going on in your project with those who may not be tuned in to the day-to-day details of your project’s tasks.

In your project tasks list, complete the following columns for each task to provide an update on your project:

% Complete     Type your best estimate as to how much work has been completed on the task, using a percentage. For example, if a task is about halfway complete, type 50% in the % Complete column. This percentage is used to draw a progress overlay on the Gantt bar for the task.

Task Status     Choose the descriptor that most accurately reflects the current status of this task.

In addition, you may run into other changes to your project that require updates to your project tasks list. For example, the Start Date or Due Date for a task may change if a task gets started earlier than planned, or gets delayed. You can update these columns in the table portion of the view, just as you would any other column. In some cases, the person who is currently working on a task may no longer be available to the task. You can also update who is assigned to the task by updating the Assigned To column. For more information, see Assign people to tasks in a project tasks list .

Assign people to tasks in a SharePoint 2010 project task list

With your tasks added to a project tasks list, the next step is to assign them to people in your organization. When you assign a person to a task, you identify who is responsible for completing the work on that task.

Click once in the Assigned To column for the task you are assigning.

Enter the name or login information of the person you are assigning, in one of these three ways:

Click Browse , which appears next to the Assigned To column, to search for the person you’re assigning in your organization’s address book.

Type the login information for the person you’re assigning from your organization, including the domain, in the Assigned To column. For example, type contoso\mollyc , where “contoso” is the domain, and “mollyc” is the username.

Type the name of the person you’re assigning in the Assigned To column. This is helpful if you’re assigning a contractor or another individual who does not have an account within your organization.

Notify the assigned individuals about their task assignments, letting them know about the project tasks list, and about the work they’re now responsible for.

Create a summary task in a SharePoint 2010 project task list

When creating tasks in a project tasks list, it’s important to plan for which tasks might fall under larger tasks. For example, your project might be completed in phases, with several tasks occurring within each phase. Having the phases represented in your project tasks list provides a nice high-level look at what’s going on in your project.

On the Items tab, in the New group, click the arrow on New Item , and then click Summary Task .

Complete the form to create the new summary task, filling out the following information, as appropriate:

Name     Type the name of the summary task.

Predecessors     Choose the summary tasks and/or subtasks that must be completed before this summary task can begin. With these selected in the left box, click Add to move them to the right box. For more information on predecessors, see the next section in this article.

Tip:  If you’re feeling unsure of your understanding of predecessors, or if you aren’t far enough along in your planning to have all of the summary task’s predecessors added to your project tasks list, you can leave this blank for now and add predecessor relationships later, using the left table portion of the project tasks list view.

Priority     Choose the priority level that most accurately reflects the importance of this summary task, as it relates to the other summary tasks in this project.

Task Status     Choose the descriptor that most accurately reflects the status of the set of tasks that fall within this summary task. If you are just planning a project and none of the tasks in this summary task have begun, choose Not Started .

% Complete Type a percentage that best represents how much work is completed on the set of tasks that fall within the summary task. If you are just planning a project and none of the tasks in this summary task have begun, leave this field blank, or type 0%.

Assigned To Use this field to identify the person responsible for this summary task. For more information about assigning tasks, see Assign people to tasks in a project tasks list .

Description     Type a brief description of the summary task.

Start Date     Enter the date when the first subtask within this summary task should begin.

Due Date     Enter the date by when the last subtask in this summary task should be completed.

Click Save to create the summary task.

Once the summary task is created, you can click the name of the summary task in the left table portion of the view to open the summary task in a new project tasks list view. Within that view, you can add the tasks that fall within that summary task. To get back to the view that shows your summary task, on the List tab, in the Manage Views group, click Navigate Up .

Set up relationships between tasks in a SharePoint 2010 project task list

Within a single project tasks list, there may be a certain order to how tasks, including summary tasks and subtasks, need to be completed. For example, if you’re building a house, the foundation needs to be completed before the walls can go up, and the walls have to be up before the roof can go on. You can represent this order by using the Predecessors column.

In a task row, click the cell in the Predecessors column, and then click the arrow on the right side of the cell to display a list of all tasks within the current project tasks list. This includes any summary tasks and subtasks within the list.

Click the checkbox to the left of each task that must be completed before this task can begin.

Tip:  It’s easy to get overzealous here and select every task that comes before the current task. However, you really only need to select those tasks that come immediately before the current task. For example, let’s say I have a project tasks list that contains three tasks: Task 1, Task 2, and Task 3. When Task 1 is complete, Task 2 can start, and when Task 2 is complete, Task 3 can start. When entering the predecessors for Task 3, it’s easy to think that Task 1 and Task 2 both need to be complete before Task 3 can begin. However, since Task 1 is already listed as a predecessor for Task 2, there’s no need to also list it as a predecessor to Task 3.

Adjust the dates in the Start Date and Due Date columns to reflect the relationships between the tasks. For example, let’s say you have two tasks that you know will each take about two days to complete. You set up the first task as a predecessor for the second task. You’ll need to adjust the Start Date column for the second task so that the date is after the Due Date for the first task, and you’ll need to adjust the Due Date column for the second task so that it’s two days after the new Start Date .

Tip:  Want this process to be more automated? Consider using an enterprise project management solution compatible with SharePoint Foundation 2010, such as Microsoft Project 2010 and Microsoft Project Server 2010.

Once you’ve identified the appropriate predecessors for each task, you can see these relationships represented on the Gantt chart. When a predecessor is identified for a task, you’ll see an arrow drawn between the end of the preceding task’s Gantt bar and the beginning of the next task’s Gantt bar.

Customizing a project task list view

Project task lists use the same view features in SharePoint as other lists. For more info, see Customize the project tasks list view

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How to create a tracker in sharepoint.

Discovering SharePoint can be bewildering. It’s like being in a labyrinth of document libraries and lists, with a GPS that speaks Klingon!

Creating a tracker in SharePoint can have major benefits. It can help to make your team more organized and productive. Track tasks, projects and progress in one place. You’ll have a clear idea of what needs doing, and who’s responsible.

SharePoint offers lots of features to help you customize your tracker. Such as lists and workflows. Whether you’re managing a small project or multiple departments, it can adapt to various tracking needs.

SharePoint has an intuitive interface for creating trackers, but also lets people collaborate easily. Real-time updates and notifications will keep everyone informed on progress.

You can even customize fields, create filters, and set up automated alerts. This ensures tasks don’t get overlooked and deadlines are met.

For example, a marketing team had trouble tracking their social media campaigns. With a SharePoint tracker, they could centralize all campaign details, watch engagement metrics, and collaborate smoothly with content creators.

Understanding SharePoint

SharePoint is an amazing tool for document management. It allows users to create, edit, and share documents in real-time , plus it has version control and advanced search features . It also serves as a great collaboration tool, letting multiple users work on the same document simultaneously. On top of that, SharePoint has customizable workflows and automation capabilities to streamline business processes.

Mary’s experience underlines the power of SharePoint. Her team was working on a project involving multiple departments, facing difficulties in coordinating their efforts. After implementing SharePoint, they saw a big improvement in their project’s success rate.

The platform enabled them to access up-to-date information from any location , making informed decisions quickly. In addition, the custom workflows provided smooth progress throughout the project’s lifecycle.

In conclusion, SharePoint is essential for those looking to enhance document management and collaboration within their organization. By leveraging its features and capabilities, businesses can improve operations and promote productivity. So, set up SharePoint Tracker – because tracking your colleagues’ progress is the closest you’ll get to being a professional stalker!

Setting up SharePoint Tracker

• Go to “Site Contents” on your SharePoint site.
• Click “New” and select “App” from the drop-down menu.
• Pick “Trackers” and fill in the details like its name and description.
• So, you can set up a tracker in SharePoint and make project management easier.
• Customize the tracker for your specific project needs.
• Make use of SharePoint features like adding fields, creating alerts, and generating reports.
• Gartner Research found that using SharePoint for project management can boost team productivity by 20%.
• Monitor all the details with SharePoint – don’t resort to stalking your co-workers!

Adding Fields to the Tracker

• To add fields to the tracker in SharePoint, follow these steps:
• Navigate to the list or library where you want the tracker.
• Then, click “List” or “Library” on the top ribbon menu and select “Create Column.”
• A form will appear. Fill out the type, name and other properties, and click “OK” to save.
• Repeat for additional fields.
• The fields are now displayed as columns in the tracker. Each column shows a data point that can be tracked and analyzed.
• Customize these fields to fit your tracking needs.

Microsoft provides documentation on their website. It has step-by-step instructions and screenshots.

SharePoint is a web-based platform from Microsoft. It stores, organizes, shares and accesses information across devices and platforms. Designing a tracker in SharePoint is like finding a needle in a haystack – but the needle is labeled!

Designing the Tracker Interface

• Start by considering your tracker’s purpose and needs. This will help you decide which features and functionalities to add to the interface. For example, task status updates, progress charts, and filters for easy data retrieval.
• Then, focus on making the interface look attractive. Great layout and labels with easy navigation will make the user experience better. Organize the tracker into sections or tabs for easier information locating.
• Try to include interactive elements like drop-downs, checkboxes, and buttons. These features allow users to interact with the data better and add/update entries.
• Remember to make the interface accessible from different devices and screen sizes. Everyone should be able to access it easily.
• Did you know that in 2005 Microsoft created SharePoint Designer ? It’s a powerful tool for customizing SharePoint sites and creating interfaces. Designers have used it to make stunning trackers to fulfill various organizational needs.
• Make sure you give permission to access the tracker. Otherwise, your colleagues will feel like secret agents trying to crack a code!

Setting Permissions for Tracker Access

Secure your SharePoint Tracker: To ensure data integrity and system performance, follow these steps for successful access management:

• Recognize User Roles: Who will be accessing the tracker? Administrators, contributors, and viewers?
• Assign Appropriate Permissions: What are the rights of each user role? Administrators may have full control, while contributors may just have editing capabilities.
• Create User Groups: Easily manage permissions by assigning them to groups rather than individual users.
• Decide on Inheritance: Should the tracker inherit permissions from its parent site or have its own unique permissions?
• Review & Update: Check permissions regularly to confirm accuracy with user roles and organizational structure.

Also, remember the Principle of Least Privilege: Grant users only what they need to complete their tasks. Use security groups to assign permissions. Train users on the permission system. And audit the tracker’s permissions on a regular basis. With these steps, you can keep your SharePoint tracker safe!

Managing Tracker Data

Managing data in SharePoint is key for managing info efficiently. Use custom columns to capture details about each item. This makes sorting and filtering easy, so you can quickly find relevant info.

Create calculated columns for data calculations, like adding up values or making unique IDs. Validation rules ensure accurate data entry, improving data integrity and the tracker’s functionality.

Workflows automate tasks related to the tracker. Notifications, field updates, and approval processes are streamlined, reducing manual efforts and helping collaboration.

Creating views in SharePoint lets you customize how the tracker data looks. Choose which columns to display, sort information, and apply filters. This flexibility lets users tailor views to their needs and boost productivity.

Tracking Changes and Generating Reports

SharePoint makes tracking changes and generating reports a breeze! This essential feature allows users to monitor edits and get insights from comprehensive reports. It helps maintain accountability, boost collaboration, and make data-driven decisions.

Capture every modification made to a document, including revisions, comments, and metadata updates. This provides transparency and accountability amongst team members. Plus, SharePoint offers powerful reporting capabilities that turn raw data into actionable insights. Generate reports on parameters like file versions, user activity, access permissions, and content usage.

Not just that, but SharePoint also offers customizable dashboards and visualization options. These reports provide valuable info about user behaviors, helping identify trends and patterns in the organization. Set up alerts and notifications for real-time updates.

Pro Tip: When generating reports in SharePoint, use advanced filtering options to refine your data analysis further. This will enhance accuracy and relevance of your findings. Track your files with ease in SharePoint and never worry about searching for missing documents again!

To sum up, SharePoint trackers are great for managing and sorting data within companies. By following the steps in this article, you will have your own tailored tracker.

In addition, SharePoint has templates for trackers that save time. It also has robust security , plus integration with other Microsoft tools like Excel and Power BI.

It is essential to train users on how to use the tracker correctly. This will increase productivity and accurate data entry.

Microsoft’s techcommunity.com reveals SharePoint is used by 190 million people and 200 organizations . This shows its reliability and popularity as a platform for trackers and data management.

Frequently Asked Questions

1. How to create a tracker in SharePoint?

To create a tracker in SharePoint, follow these steps: 1. Open SharePoint and navigate to the site where you want to create the tracker. 2. Click on “Site Actions” or the gear icon and select “Add an App”. 3. Search for “Custom List” and click on it to add the app. 4. Enter a name for the tracker and click on “Create”. 5. In the tracker’s settings page, click on “Create Column” to define the fields you want to track. 6. Customize the tracker by adding, editing, or deleting columns as needed. 7. Save the changes and start using the tracker to track and manage data effectively.

2. What is SharePoint?

SharePoint is a web-based collaboration platform developed by Microsoft. It provides organizations with a centralized storage space for documents, a platform for sharing and collaboration, and powerful tools for building custom applications and workflows. SharePoint allows users to create and manage content, track data, automate processes, and facilitate efficient teamwork.

3. Why use SharePoint for creating a tracker?

SharePoint offers several advantages for creating a tracker: – Centralized data storage: SharePoint provides a secure and centralized space to store all tracked data. – Collaboration: Multiple users can work on the tracker simultaneously, making it easy to collaborate and update data in real-time. – Customization: SharePoint allows customization of trackers with different data fields, workflows, and views based on specific tracking requirements. – Integration: It seamlessly integrates with other Microsoft tools like Excel, Outlook, and Teams, enhancing productivity and efficiency. – Security: SharePoint offers robust security features to protect your tracked data and control access permissions.

4. Can I add custom fields to the tracker in SharePoint?

Yes, you can add custom fields to the tracker in SharePoint. When creating the tracker, you can define the columns based on the data you want to track. You can choose from various field types like text, number, choice, date, etc. Additionally, SharePoint also allows you to create calculated fields or lookup fields to provide more advanced functionality for your tracker.

5. How can I track changes in the tracker using SharePoint?

SharePoint provides versioning and auditing features to track changes in the tracker: – Versioning: Enable versioning on the tracker to keep track of changes made to each item. You can view previous versions, compare changes, and restore to a specific version if needed. – Auditing: SharePoint allows auditing on lists, which records specific user actions like modifications, deletions, and additions. You can enable auditing to generate audit logs for tracking changes in the tracker.

6. Can I generate reports and visualizations from the tracker in SharePoint?

Yes, you can generate reports and visualizations from the tracker in SharePoint: – Views: SharePoint provides various built-in views like list, calendar, Gantt chart, etc., to visualize and present the tracked data. – Customization: You can create custom views using filters, grouping, and sorting options to generate specific reports from the tracker. – Integration: SharePoint integrates with Microsoft Power BI, allowing you to create interactive dashboards, charts, and reports based on the tracker’s data. – Export: You can export the tracker’s data to Excel for advanced reporting and analysis.

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How to manage tasks in SharePoint Online? (3 Methods)

Last Updated on April 30, 2023

What are the best ways to manage tasks in SharePoint Online?

In the past, using the built-in task app was enough. Unfortunately, this might not be the experience especially now that we have the modern experience .

In this article, I will suggest three of my favorite methods for managing tasks in SharePoint Online that don’t include the old task app.

Let’s get started.

Table of Contents:

For simple tasks: Use Microsoft Planner

For project-related tasks: use the work progress tracker, external option: use microsoft onenote.

Microsoft Planner is definitely one of the best task management options in Microsoft. It’s simple enough for simple tasks while robust enough if you need more functionality.

It’s basically a checklist app with the added benefit of more information fields if you want to add more details on each task.

From a team site linked with a Microsoft 365 Group, you can straight away create a new plan :

Note : For creating a checklist in SharePoint, read here: Guide: How to Create a Checklist in SharePoint Online .

All you need to do then is name the new plan:

Although Microsoft Planner is a separate app from Microsoft, it’s perfectly integrated with SharePoint and is usable right inside the site:

Inside the planner, you can:

• Create new columns (which can represent the status of your tasks)
• Add new tasks
• View the plan status through a dashboard

If you want to add a new task in Planner:

• Click the  add task  button on the target column
• Enter the  task name
• Click the  add task  button

Related : Microsoft To Do vs Planner: The Better Tool

If you want to give more details or information on your task, you can click on the task card and fill out the available fields:

Microsoft Planner is a nice mix of a simple task app and a kanban board. It’s more than a simple one-dimensional task management app.

Use this if you need a simplified version of a task management app that’s comparable to third-party tools like Trello or Asana.

Note : For more information on Microsoft Planner,  check out my beginner’s guide to using Microsoft Planner  on my blog.

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An alternative to using Microsoft Planner is SharePoint native feature — lists. Specifically, I’m talking about the work progress tracker.

If you’re not familiar with lists,  a list is basically  a container of data, which is structured or presented like a database or a spreadsheet.

To create a list, simply click the new button and you will find the option to make a new list:

One of the template options is the work progress tracker:

Unlike in Microsoft Planner, you don’t check off a task or a work item that has been completed. You change its progress column to completion.

What’s awesome with this approach is that you are viewing all the tasks related to the project in a database or spreadsheet format.

Note : Need a primer on the basics of using a list in SharePoint?  Check out this guide  where I explained the basics of lists.

Microsoft OneNote has great integration with SharePoint. It can also help with  project management .

In fact, you will find a notebook button on a team site that’s associated with a Microsoft 365 Group. This will bring you to your OneNote notebook right away.

Related : The Best Project Management Apps for Microsoft Teams

I included OneNote on this list as it’s a great external alternative to Planner and lists that you can use together with SharePoint.

Note : If you want to learn more about OneNote,  check out this step-by-step guide  for beginners on Microsoft OneNote.

Well, OneNote is a powerful note-taking app. But did you know that it has tag features that will allow you to easily create to-do lists?

You can also make use of its deep hierarchical feature where you can organize your tasks (or notes) per:

If you’re already using OneNote heavily, using it to make your tasks in SharePoint is beneficial since your tasks and notes are in one place.

Among the methods shown here, which one is your favorite? Please share your thoughts in the comment section below.

For inquiries and other concerns, kindly use the  site’s contact form  and I’ll get back to you as soon as possible.

How To Create A Tracker In SharePoint

Are you struggling to efficiently track and manage your projects or tasks in SharePoint? Look no further – this article will provide you with the necessary knowledge and steps to effectively create a tracker in SharePoint. With the increasing use of this collaboration platform, it is crucial to understand its capabilities in organizing and monitoring your work. Let’s dive into the details.

What Is SharePoint?

SharePoint is a web-based collaborative platform that seamlessly integrates with Microsoft Office. Its main purpose is to manage and store documents, but it also offers features like lists, libraries, and the ability to create and manage workflows.

With SharePoint, individuals within an organization can effortlessly create and manage their own collaborative websites. It also includes version control and automatic backup capabilities to ensure the safety and security of documents.

What Are the Benefits of Using SharePoint?

There are many benefits to using SharePoint , including:

• Improved collaboration
• Centralized document management
• Seamless communication
• Increased productivity

It also offers:

• Strong security measures
• Customizable workflows
• Integration with other Microsoft tools

SharePoint’s flexibility caters to various business needs, from project management to knowledge sharing. Furthermore, it promotes a culture of transparency, accountability, and teamwork. Overall, SharePoint empowers organizations to optimize their processes and drive growth.

What Is a Tracker in SharePoint?

A tracker in SharePoint is a useful tool for monitoring and managing tasks, projects, or items. By keeping a record of activities, progress, and updates in a centralized platform, it promotes collaboration and organization. To make the most out of a tracker in SharePoint, it is recommended to customize views and set up alerts for efficient tracking and management of changes and updates.

What Are the Different Types of Trackers in SharePoint?

In SharePoint, there are various types of trackers, such as:

• Issue trackers
• Task trackers
• Inventory trackers
• Time trackers

Each designed for a specific purpose. Whether you need to manage tasks, monitor inventory levels, or track project issues, there is a suitable tracker template for your specific tracking needs. Keep this pro-tip in mind when selecting a tracker type in SharePoint to streamline your tracking process effectively.

How to Create a Tracker in SharePoint?

Are you looking to streamline your project management or data tracking process? SharePoint offers a user-friendly solution with its customizable tracker feature. In this section, we will guide you through the steps of creating a tracker in SharePoint. From selecting a template to setting permissions, we will cover everything you need to know to create a user-friendly and efficient tracker for your team. So, let’s get started with step one: choosing the right tracker template for your needs.

Step 1: Choose a Tracker Template

• Open SharePoint and go to the desired site.
• Click on ‘Add an app’ from the left-hand sidebar.
• Scroll down and choose ‘Tracker’ from the list of apps.
• Select a suitable template from the available options.

Step 2: Customize the Tracker

• Access the Tracker: Navigate to the SharePoint site and select the desired tracker.
• Choose Settings: Click on the ‘Customize’ or ‘Edit’ option to modify the tracker.
• Customize Fields: Add, remove, or rearrange fields as per the tracking requirements of Step 2.
• Configure Views: Create different views for various team members or purposes.
• Set Alerts: Establish alerts for specific changes or updates within the tracker.

When customizing the tracker in SharePoint, make sure to align with the team’s tracking needs and promote a user-friendly interface for Step 2: Customize the Tracker .

Step 3: Add Fields and Columns

• Click on ‘Add column’ to create a new field or column.
• Choose the type of data that will be contained in the field or column (text, number, date, etc.).
• Specify any additional settings for the field, such as whether it is required or the format of the data.
• Repeat the process for each new field or column that you want to add to the tracker.

When adding fields and columns, make sure that the data captured aligns with the tracker’s purpose and that the information is logically organized for easy retrieval.

Step 4: Set Permissions

• Access the SharePoint site and navigate to the Tracker you want to set permissions for.
• Click on the ‘Settings’ gear icon and select ‘Site contents’.
• Locate the Tracker, click the ellipsis icon, and choose ‘Settings’.
• Under ‘Permissions and Management’, select ‘Permissions for this list’ to set specific permissions for the Tracker.

What Are the Best Practices for Creating a Tracker in SharePoint?

When it comes to creating a tracker in SharePoint, there are certain best practices that can help ensure its effectiveness and efficiency. In this section, we will discuss these practices in detail, including keeping the tracker simple and user-friendly, using consistent naming conventions, limiting the number of fields, and regularly reviewing and updating the tracker. By following these guidelines, you can create a well-organized and functional tracker that meets your specific tracking needs.

1. Keep It Simple

• Clarify Objectives: Define the purpose and scope of the tracker clearly.
• Minimal Fields: Include only essential fields to avoid clutter and keep it simple.
• User-Friendly Layout: Design an intuitive and easy-to-navigate interface.
• Streamlined Processes: Simplify workflows and minimize unnecessary steps.

2. Use Consistent Naming Conventions

• Define a naming convention that aligns with the organization’s structure and purpose.
• Ensure that the naming convention is clear, concise, and easily understandable by all users, using consistent naming conventions.
• Communicate the naming convention to all stakeholders and provide training if necessary.
• Enforce the consistent use of the naming convention through governance policies and regular audits.

3. Limit the Number of Fields

• Assess the Essential Fields: Identify the necessary fields for effective tracking.
• Eliminate Redundant Fields: Remove duplicate or unnecessary fields to streamline the tracker.
• Consider User Experience: Limit the number of fields to ensure a user-friendly interface and efficient data input.

4. Regularly Review and Update the Tracker

• Establish a consistent review schedule, such as monthly or quarterly, to guarantee the tracker’s data is always current.
• Utilize automated reminders or notifications to prompt users to regularly update the tracker.
• Assign a dedicated team member to oversee the maintenance and updates of the tracker.
• Implement a review process to evaluate the effectiveness of the tracker and make any necessary improvements.

How Can You Use the Tracker in SharePoint?

In SharePoint, the Tracker feature is an essential tool for managing and tracking various aspects of your work. From project management to performance tracking, the Tracker offers a wide range of uses. Let’s take a closer look at the many ways you can utilize this feature in your work. Whether you need to keep track of tasks, inventory, or time, the Tracker in SharePoint has got you covered. We’ll delve into how this feature can be used for project management, task tracking, inventory management, issue tracking, time tracking, and performance tracking.

1. Project Management

Project management in SharePoint involves the following steps:

• Create a new project site in SharePoint.
• Define project goals, timelines, and deliverables.
• Assign tasks and responsibilities to team members.
• Track progress using SharePoint’s built-in tracking tools.
• Regularly update project status and communicate with team members.

To effectively manage a project, it is important to have clear communication, regular updates, and active collaboration among team members.

2. Task Tracking

• Create a task list in SharePoint by navigating to ‘Site Contents’ and selecting ‘New’.
• Choose ‘App’ and then ‘Tasks’.
• Customize the task list based on your project requirements, adding necessary fields such as priority, due date, and assignee.
• Utilize views to filter and group tasks for effective tracking and management.

When using task tracking in SharePoint, it is important to maintain consistent data entry and regularly update the list to ensure accuracy and efficiency.

3. Inventory Management

• Assess Inventory Needs: Identify the types of items to be tracked and the level of detail required for effective Inventory Management .
• Choose Tracker Template: Select a pre-designed inventory tracker or customize one to suit your specific requirements.
• Define Fields and Columns: Set up fields for item name, quantity, location, and any other pertinent inventory details.
• Implement Tracking System: Ensure regular updates and maintenance to reflect real-time inventory status.

Pro-tip: Utilize barcode scanning technology to streamline inventory updates and minimize human error.

4. Issue Tracking

• Identify the issue: Pinpoint the problem that needs to be tracked.
• Create a tracking system: Establish a clear and concise method for recording and monitoring issues.
• Assign responsibilities: Designate individuals to manage and address specific issues.
• Set priorities: Define the urgency and impact of each issue to prioritize its resolution.
• Regular reviews: Schedule regular reviews of tracked issues to ensure they are resolved in a timely manner.

Pro-tip: Utilize automated notifications to keep stakeholders informed of any updates or changes regarding the tracked issues.

5. Time Tracking

• Plan Time Categories: Identify time categories for tracking, such as project tasks, meetings, and breaks.
• Create Time Entries: Log time spent on each task or activity using SharePoint’s time tracking feature.
• Generate Time Reports: Utilize SharePoint’s reporting tools to create summaries of time spent on different activities.
• Review and Analyze: Regularly review time tracking data to identify inefficiencies or areas for improvement.

6. Performance Tracking

Performance tracking in SharePoint involves:

• Identifying key performance indicators (KPIs) for your project or process.
• Setting up customized fields and columns to capture relevant performance data.
• Regularly updating the Performance Tracking with real-time performance metrics.
• Using the Performance Tracking to analyze trends, identify areas for improvement, and make data-driven decisions.

Frequently Asked Questions

How do i create a new tracker in sharepoint.

To create a new tracker in SharePoint, go to your SharePoint site and click on the “Add” button. From the drop-down menu, select “App” and then click on “Add an App.” Search for “Tracker” and select the desired tracker template. Follow the prompts to customize and publish your tracker.

Can I customize the fields in my SharePoint tracker?

Yes, you can customize the fields in your SharePoint tracker to fit your specific needs. This can be done by going to the “Tracker Settings” and clicking on “Customize Tracker.” From here, you can add, remove, or edit fields as needed.

How do I add users to my SharePoint tracker?

To add users to your SharePoint tracker, go to the “Tracker Settings” and click on “Permissions.” From here, you can add users and assign them specific permissions for your tracker.

Can I track changes and updates made to my SharePoint tracker?

Yes, you can track changes and updates made to your SharePoint tracker by enabling version history. Go to the “Tracker Settings” and click on “Version History.” Click on the toggle button to enable it and then click on “Save.”

How do I export my SharePoint tracker data to Excel?

To export your SharePoint tracker data to Excel, click on the “Export” button located in the top toolbar of your tracker. Select the file format you want and click on “Export.” The file will then be downloaded to your device.

Can I share my SharePoint tracker with external users?

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Reorder and organize SharePoint tasks and timelines

The Tasks app (or Task list) in SharePoint has many features to help your team communicate and stay on track. You can group tasks into buckets by designating some tasks as subtasks to others. You can also specify any order of tasks, and groups of tasks, that you wish. The built-in timeline web part polishes off the task list, providing a visual representation of the tasks and phases that matter most.

Note: See bottom of post for a video demo.

Create a new subtask

To create a subtask of an existing task (thereby creating a “group”) just select the ellipses next to the parent task to open the task menu and choose “ Create subtask .”

Reorder tasks

You can reorder tasks, and groups of tasks, by using the “ Move up ” and “ Move down ” buttons on the Tasks ribbon. First, select the task (or parent task of a group). Then from the Tasks menu, choose Move up or Move down .

Change an existing task to a subtask of another

If you’ve already created your tasks and need to rearrange and organize them later, you can do so.

• Select the task(s) you want to change into subtasks.
• Use Tasks > Move Up and Tasks > Move Down until the task is positioned beneath the intended “parent” task.
• Use “ Indent ” to make it a subtask of its predecessor.

To “promote” a task, you’d do the opposite, using the “ Outdent ” option to move a task back up a level in the hierarchy.

Create multiple layers of task groups

Using the “ indent ” and “ outdent ” options seen in the previous section, you can create many layers of tasks that can expand and collapse for a clean and organized user experience.

Add and remove tasks from the timeline

SharePoint won’t automatically add tasks to the timeline for you. This could get cluttered fast. Instead, be selective in what you choose to show on your timeline. Perhaps those that are part of the current phase or upcoming date ranges. Avoid getting too granular in what shows in this “overall” visual representation.

To add a task to the timeline, open that task’s menu and choose “ Add to Timeline .”

To remove a task, simply select it on the timeline, then “ Remove from Timeline “

Change date range “bars” to “callouts” on the timeline

To create a cleaner appearance, you could explore changing the “bars” on your timelines to callouts. Callouts appear as brackets encompassing the date range they’re associated with and may be easier to read for some.

• Select the bar
• Click “ Display as Callout ” from Timeline menu

Video demonstration

The following video demonstrates a few of these tips when working with SharePoint tasks and timelines.

• Change display format of date ranges on timelines
• Create subtasks
• Rearrange and reorder tasks
• Promote/demote tasks
• Add/remove tasks from timeline

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2 replies to “reorder and organize sharepoint tasks and timelines”.

nope this doesn’t address multiple timelines. this is a 2013 solution which is dead

This is a classic site template right? Any idea if a Modern version will be made available?

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Manage Tasks in SharePoint: Efficient Strategies for Team Collaboration

Managing tasks in SharePoint offers us a structured and integrated platform for organizing and tracking our projects. SharePoint’s robust framework facilitates both individual task management and collaborative team efforts. By utilizing the built-in task management tools, we can streamline our project workflows and keep all team members aligned with current and upcoming responsibilities.

Best practices for task management:

• Create a detailed task list for clear visibility on project objectives.
• Assign tasks to specific team members to define responsibilities.
• Set deadlines and priorities to ensure timely completion.
• Utilize the Tasks Web Part for an out-of-the-box solution.
• Integrate with tools like Microsoft Planner for enhanced tracking.

When we begin a project, we consider the options available within SharePoint to suit our unique needs. Options range from leveraging the classic Tasks Web Part to incorporating newer, more dynamic services like Microsoft Planner. The choice depends on project complexity and the need for customization. Through SharePoint, we can effortlessly create, assign, and manage tasks, establish timelines, and monitor our project’s progress.

In every task management scenario, the primary goal is to ensure clarity and progress. With SharePoint, we achieve both by staying informed about each task’s status and ensuring efficient execution throughout the lifecycle of our projects.

• 1.1 Understanding SharePoint for Task Management
• 1.2 Creating a SharePoint Site for Your Project
• 2.1 Creating and Managing Tasks
• 2.2 Customizing Task Lists and Views
• 2.3 Integrating with Microsoft Planner and Project
• 3.1 Using SharePoint Web Parts and Apps
• 3.2 Creating Workflows and Automation

Getting Started with Task Management in SharePoint

In our journey to streamline project workflows, SharePoint offers robust task management features. By utilizing SharePoint correctly, we set the stage for efficient task coordination within our projects.

Understanding SharePoint for Task Management

Think of SharePoint as our collaborative workspace. With SharePoint, tasks can be assigned, tracked, and managed through a centralized system. This enhances visibility for all team members. It’s crucial that we comprehend the task-oriented features of SharePoint, such as Tasks lists and the Tasks web part, which facilitate the management process. Utilizing these tools allows us to create tasks, set deadlines, and track progress. Permissions are vital in this context, ensuring that team members have appropriate access levels to view and modify tasks pertinent to them.

• Tasks lists: Where we define and organize our project tasks.
• Tasks web part: A built-in feature for displaying tasks directly on a SharePoint page.
• Permissions: To control who can view and edit tasks within the site.

Creating a SharePoint Site for Your Project

Creating a site in SharePoint is our first concrete step towards task management for any project. This is where everything begins. To do this, we navigate to the SharePoint home and select “Create site.” Here we can choose the “Team site,” which is tied to an Office 365 group, or a “Communication site,” depending on our project’s needs. Once the site is crafted, configuring lists and adding the Tasks web part transform our project site into a dynamic task management hub.

Working with Tasks in SharePoint

Tasks in SharePoint offer robust features that help us track progress and manage work effectively. This overview will guide you through setting up tasks, customizing task lists, and integrating with Microsoft’s project management tools.

Creating and Managing Tasks

To get started with tasks in SharePoint, we create a dedicated task list, which allows us to track various details such as the task owner, due dates, and priority. Its ease of use resembles that of familiar Microsoft applications. When setting up a task, it’s crucial to include clear descriptions and relevant due dates. This way, we ensure deadlines are transparent and every team member understands their responsibilities.

We can also break down larger tasks into subtasks, setting milestones and dependencies directly within our task list. This hierarchical structure is instrumental in managing complex projects and timelines.

Customizing Task Lists and Views

Customization is where SharePoint shines. We can add or remove columns to suit our task management needs, tracking different facets such as progress or what’s assigned to whom. Additionally, by creating custom views, we can sort tasks by their due date, priority, or the person responsible, giving us a tailored perspective on our workload.

Effective task management hinges on our ability to sift through pertinent information quickly. Therefore, it’s beneficial to leverage filters to see only high-priority tasks or those nearing their deadlines.

Integrating with Microsoft Planner and Project

Microsoft Planner and Project are powerful tools we can connect with SharePoint to boost our task management capabilities. Planner offers a more visual approach, perfect for organizing teamwork through a Kanban-style experience, while Project is ideal for more intricate project scenarios, where we manage resources, establish project timelines, and keep an eye on project health.

To optimize our workflow, we can integrate tasks across these applications. This means changes in Planner or Project can reflect in our SharePoint site, streamlining our process and ensuring all tasks are up to date. Through seamless integration, we keep everyone aligned on project objectives and next steps, all within the familiar SharePoint environment.

Advanced SharePoint Task Management Features

In managing tasks in SharePoint, we can leverage advanced features to create a dynamic and collaborative work environment. These tools enhance our ability to organize, track, and complete tasks efficiently.

Using SharePoint Web Parts and Apps

Web Parts play a crucial role in SharePoint’s task management capabilities. We use the Tasks web part to give us a web-based task management system right out of the box. It displays tasks in a list or a simple Kanban board , which allows us to visualize the workflow of our projects. If we need to visualize project schedules, integrating a Gantt chart becomes beneficial.

SharePoint also offers apps like Planner , which integrates seamlessly with SharePoint Lists. This service provides a more robust project management tool with a Kanban-style experience and more granular control over task tracking.

Creating Workflows and Automation

Our team can configure workflows in SharePoint to streamline processes like task assignments, notifications, or approvals. Automating these workflows allows us to focus on the critical aspects of our work without getting bogged down by the administrative details.

By setting rules, we can create notifications for team members when tasks are assigned or updated. Integration with services like Microsoft Project cements SharePoint as a comprehensive tool for task management that aligns with our broader project management ecosystem.

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A Quick Guide to SharePoint Project Tracking

Key Take Aways

• Learn best practices to get started with project tracking
• A template for getting started with SharePoint Server for project tracking
• Overview of modern apps for project tracking in Microsoft 365
• Extending Microsoft 365 with BrightWork 365 templates for project and portfolio management

By: Billy Guinan | Published on: Feb 29, 2024 | Categories: BrightWork , Free Template , SharePoint Online | 0 comments

If you are working on or managing a project, you’ll need to know how the project is progressing at all times.

Project tracking, as the name implies, is a process used for tracking the status of a project so that you know what has been done, what is still left to do, and if any issues have arisen that are impacting the health, budget, or schedule.

The best way to track projects is by using collaborative project management software with your project team.

When it comes to project tracking, both  SharePoint Server  and  SharePoint Online  (part of  Microsoft 365 ) have their own merits.

In the rest of this article, we’ll cover  how you can use SharePoint on-premises  (server editions of SharePoint 2013, 2016, and 2019) for easy project tracking.

We’ll also explore how you can leverage all apps within Microsoft 365 , including SharePoint Online, to make project tracking simple on the Microsoft platform.

Project management on Microsoft 365

Watch a demo of brightwork 365 project and portfolio management templates for microsoft 365, power platform, and teams..

Understanding the Basics of Project Tracking

There is a famous quote attributed to Mark Twain that reads: “The secret to getting ahead is getting started.”

We believe this to be true when it comes to project tracking!

Many project teams are not quite ready for full-scale, structured project management processes, so that would not be a good place to start. Some projects may not require a high level of the process because they are so small.

At BrightWork,  we like to think of project management as being a spectrum . Some projects require highly-structured project management processes and others require light or ultra-light amount of processes.

So why not start out tracking just the high-level details of a project? At least then you’ll have a record to refer to and show Senior Management.

So, if you’re just starting out with collaborative project management using a software tool, you can just start out by tracking the essentials:

Starting with the “Light” side of the project management spectrum, you can track the essentials of the project. These might include:

• Project name
• Project manager
• Type of project
• Customer or department that the project is for
• Required finish date from the customer
• Likely finish date based on the current progress
• Overall health of the project, as determined by the project manager
• And lastly, project status. Is this project in trouble?

Just tracking these essential key items and reporting on them, even if it is only to yourself, will help you better manage the project. If you track and report these items to the other stakeholders in the project, the team members, senior management, and the customer, you will inevitably get feedback to better manage the project.

Project Tracker Template for SharePoint Server

Looking at the list of project tracking essentials above, you can see how a simple spreadsheet could be used to keep track of the data.

However, keeping the project info in a spreadsheet has many disadvantages. So why not move your project tracker to SharePoint?

Many organizations will use a  Projects Tracker inside of SharePoint  that mimics the ease of use of Microsoft Excel. With this Projects Tracker approach, you can track the essentials of the project in a grid that looks and acts like Microsoft Excel.

This approach has many advantages:

• There is now a single source of project truth
• A Projects Tracker is as easy to use as Microsoft Excel in its grid style and shape
• It also has a version history and an audit trail, so you can go back to prior versions and see who made what changes to the project status and when.

In this instance, you are not experiencing all the challenges of Excel that can sometimes happen with project tracking. 

The other advantage is that when you save work on this Tracker, it can transform into a dashboard, which is more attractive and looks the way people would expect a project management dashboard to appear.

Traffic lights icons and high-priority signs are depicted graphically and you can see multiple projects in one place and click to get more detail. You can also click to get the version history associated with this project.

You are essentially getting the benefits of Excel in terms of ease of use without the associated disadvantages that are present for project tracking.

If you subscribe to this project spectrum approach for any of the aforementioned reasons, then why not use a Projects Tracker inside of SharePoint in the same manner as you use Excel? It is a great way to get many projects reported and get project management started consistently. It gives a quick win without a lot of fuss.

Get Started With BrightWork for SharePoint Project Tracking

BrightWork is a  project and portfolio management solution for Microsoft SharePoint . The ready-to-use templates deliver immediate value with key capabilities such as project tracking, project reporting, portfolio dashboards, and work management. ​

BrightWork includes templates for project management, portfolio management, and day-to-day work management. The templates support varying levels of project complexity and process, from lite to structured. Customers can deploy templates from every category and with different levels of project management structure, at any time.

You can get started managing projects with SharePoint Server 2019, 2016, or 2013 with the  Free Project Management Template from BrightWork . Based on the Project Lite template in the BrightWork solution, the free template comes pre-configured with lists, web parts, and reports to you to plan, track, and report on your project in a collaborative team.

The free SharePoint template plugs into your existing SharePoint On-Premises infrastructure – no coding required – so you can get started tracking and managing projects right away.

Get a Free SharePoint Project Management Template

Download your SharePoint template that is pre-designed to manage a project.

Modern Project Tracking Apps for SharePoint Online in Microsoft 365

While SharePoint Server has its benefits for project tracking, we’d be remiss if we didn’t explore the cloud-based Microsoft 365 platform for project management – as that’s where most of our customers are these days!

Microsoft 365 and SharePoint Online offer a number features and apps that can be used for project tracking, including

• SharePoint project management site templates

Microsoft Lists

Microsoft planner.

• Microsoft Teams integration.

While these apps differ significantly from the Projects Tracker in BrightWork for SharePoint Server, all of these tools provide you with all of essential project tracking information noted above – in a collaborative tool on the Microsoft 365 platform.

SharePoint Project Management Site Template

This is a team site designed to serve as an internal home page for your project team. It allows you to create a collaboration space where you can share project updates, post meeting notes, and access team documents. It comes with pre-populated images, web parts, and content to inspire site editors when making customizations. You can use Microsoft Lists to create a project tracker and issues tracker list to help manage and track project details with your team.

Microsoft Lists evolved out of SharePoint Lists a few years ago. It is an is an app within Microsoft 365 that simplifies information tracking and work organization.

You can use Microsoft Lists to create a project tracker and issues tracker list to help manage and track project details with your team.

Your Microsoft Lists are easily added to your project management site in SharePoint Online and can be built from scratch or based on pre-built templates.

Microsoft Planner is an app designed to streamline teamwork by providing an intuitive, visual approach to task management on a Kanban board.

Planner uses a task board view, allowing users to organize tasks into customizable buckets or columns. This visual representation helps teams see the status of work at a glance.

Team members can comment on tasks, attach files, and have discussions directly within the Planner interface, fostering collaboration and communication.

Plans can also be added to SharePoint pages .

Integration with Microsoft Teams

You can also leverage the integration between SharePoint Online and Microsoft Teams to aid collaboration.

You can create a dedicated Teams channels for each of your projects and link it to the corresponding SharePoint site, keeping collaboration and communication within the Teams app if that’s where your team likes to work.

Project Tracking with BrightWork 365 – PPM for Microsoft 365 and Power Platform

BrightWork 365 is a project and portfolio management solution designed for Microsoft 365 and the Microsoft Power Platform, including SharePoint Online.

BrightWork 365 provides templates for various project types, including projects, portfolios, day-to-day work management, and collaboration.

These templates cater to different levels of project complexity, ranging from Light to Structured, based on their Start-Evolve Approach.

BrightWork 365 combines apps, reports, and collaborative features in Microsoft 365 (including SharePoint) to help project managers increase project success while providing senior executives high-level visibility—all within one complete solution.

Billy Guinan

BrightWork Demand Generation Manager • Marketing

Working with a range of B2B SaaS project portfolio management software for nearly 15 years, Billy specializes in best practices and methods of how to leverage Microsoft 365, Teams, Power Platform, and SharePoint to make project management easier. His focus areas are Collaborative Project Management and Template-Driven Project Management on the Microsoft platform. Beyond all things BrightWork, Billy enjoys reading, trying to golf, and walking his pug named Nova.

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Path To Sharepoint

A Progress Bar for Your Tasks List in SharePoint

Creating a visual representation of tasks in progress is a wonderful way to keep track of projects or duties. What’s more, it can help enhance the overall effectiveness of your team. If you’re using SharePoint, you can create a progress bar for your task list, allowing your colleagues to visualize completion status effectively. Here’s an in-depth guide to adding a progress bar for your tasks list in SharePoint.

Prerequisites

This guide assumes you’ve already set up a task list within SharePoint.

Step 1: Create a “Calculated” Column

Adding a new column.

To add a progress bar, you’ll first need to add a new column to your task list. Navigate to your list in SharePoint and select ‘List Settings’ from the ribbon. From there click ‘Create Column’.

Naming, Formatting and Formulas

Name your column “Progress Bar” or any other name of your choice. Then, under ‘The type of information in this column is’, select ‘Calculated’.

Under ‘The formula’, insert this formula:

This formula will produce a series of vertical bars for our progress bar, in line with the Percentage Complete field.

Formatting the New Column

Under ‘The data type returned from this formula is’, choose ‘single line of text’. This ensures the progress bar appears properly.

Click ‘OK’ to save these changes.

Step 2: Enhance the Progress Bar with CSS

To make the progress bar more vivid, we need to style it using CSS.

Adding Script Editor/Web Part

Navigate to the page containing your Task List. Select ‘Edit’, then the ‘Insert’ tab, and choose ‘Web Part’.

In the Web Part categories, select ‘Media and Content’, then ‘Script Editor’. Click ‘Add’ to insert this into your page.

Click ‘EDIT SNIPPET’ on your newly added Script Editor. A dialogue box will pop up. Here, you need to insert a CSS code.

This CSS code will transform the vertical bars from the calculated column into a solid, green progress bar.

Click ‘INSERT’ to confirm this action.

Step 3: Save Your Changes

Once you’ve added and configured the ‘Calculated’ column and added the CSS script, make sure to save your changes by clicking ‘Save’ or ‘Stop Editing’.

Incorporating a progress bar for your tasks list in SharePoint can significantly enhance your team’s productivity by providing a clear, visual portrayal of completion status. Formulas and CSS might seem intimidating if you aren’t experienced, but with this in-depth guide, you’ll be set up in no time.

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Lists or Planner?

With the overwhelming number of options we have within the Microsoft 365 eco-system, one of the common questions I get from my clients is whether they should be using Lists or Planner to manage tasks and recurring checklist items . So in this post, I would like to compare Microsoft Lists to Microsoft Planner and provide pros and cons for each option.

Microsoft Lists

Lists allow your users to organize data that would typically be organized in Excel in the web-based table. Lists have been around for a while, but got a significant boost and range of new features just relatively recently with the introduction of the Microsoft Lists app. I blogged about Lists previously .

Below are some of the pros and cons related to the Lists. I want to clarify, though, that these are not advantages or limitations of the applications, but rather pros and cons in relation to the Planner tool when used in the context of checklist/repeatable tasks use case.

• Need to create/build a list first with your own columns/fields
• Just a list (table) view is available (by design). Great for checklist but not task/project management
• Calendar View can’t be integrated with Outlook

Microsoft Planner

Planner, on the other hand, is a dedicated Task Management tool that allows for Kanban-style board layout and task management. Unlike Lists, it is integrated with the Microsoft 365 Groups , which manages access to a given plan.

• Ready to be used Out-of-the-box

• Can’t add custom metadata fields
• No granular security is possible (everyone has the same access to a plan)

So whether or not you use List or Planner depends on the use case. I personally find List to be a better fit for checklist-type use cases. For example, if you have a repeatable checklist you need users to complete, lists would be perfect. However, if you need to manage a project (tasks), Planner would be a better fit, that’s for sure. It is more visually appealing than a list (even a formatted one) and allows for better organization of tasks. Its native integration with To Do is also not something that can be missed. Both tools have a low barrier to entry – meaning you can spin both up rather quickly. So rather than rely on my sermon here, I suggest you test both of these out yourself and see which ones make the most sense for your organization or use case.

I’m Greg Zelfond, a U.S. based SharePoint consultant, and I provide affordable out-of-the-box SharePoint consulting, training, and configuration assistance to small and medium-sized businesses all over the world.

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Microsoft Copilot Studio: Building copilots with agent capabilities

Omar Aftab , Vice President, Conversational AI , Tuesday, May 21, 2024

At Microsoft Build 2024 , we’re excited to announce a host of new powerful capabilities in   Microsoft Copilot Studio —t he single conversational AI tool you can use to create your very own custom copilots or extend Microsoft C opilot experiences with your own enterprise data and scenarios.

The first of these are c opilots that can now act as independent agents— ones that can be triggered by events— not just conversation— and can automa te and orchestrate complex, long-running business processes with more autonomy and less human intervention.

For instance, consider the potential of a copilot that can react when an email arrives, look up the sender’s details, see their previous communications, and use generative AI to trigger the appropriate chain of actions in their response. From understanding the intent of the email, to look ing up the sender’s details and account , see ing their previous communications, checking inventory,   responding to the sender asking for their preferences, and then taking the appropriate actions to close a ticket — orchestrating and shepherding an entire process over days.  

With such capabilities, copilots are evolving from those that work with you to those that work for you. They can be designed to handle specific roles or functions, such as IT, marketing, sales, customer success, and finance across various industries, including travel, retail, and financial services.  

With these new capabilities, here are some examples of the kinds of copilots our customers can build:  

• IT help desk .  IT support is complex, involving tickets, order numbers, approvals, and stock levels . O pening and closing a ticket can be a long-running task that spans days. A copilot can now handle this process, interfacing with IT service management applications, resolving IT tickets with context and memory, creating purchase orders for device refresh, and reaching out and getting managers approvals — all independently .
• Employee onboarding . Onboarding new employees is often expensive and slow. Now, imagine you’re a new hire. A copilot greets you, reasons over HR data, and answers your questions. It introduces you to your buddy, provides training and deadlines, assists with forms, and sets up your first week of meetings. Throughout all of this, the copilot is in touch, guiding you through the weeks -long onboarding and account set up processes.  
• Personal concierge for sales and service . Balancing exceptional customer experience while meeting ambitious revenue goals can be challenging. When a copilot serves guests, i t can use the memory of previous conversations with guests to remember their preferences, make reservations, handle complaints, and answer questions related to the products and services on offer. The copilot learns from its interactions and proposes new ways of handling customer scenarios. By doing so, copilots can increase upsell and attachment rates, driving revenue for the resort while simultaneously enhancing guest experience, satisfaction rates, and repeat business.

Let’s dig deeper into a few of the underlying capabilities that make all this possible:

• Asynchronous orchestration of complex tasks . The first is the ability to use generative AI- powered   planning and reasoning to manage complex, multi step, long-running tasks. For example, reacting to a new order means determining the need to verify inventory, trigger ing the right payment processes, pinging a supervisor for approval if the amount is above a certain threshold, and replying with a confirmation. Many of these events can take hours—or even days— to complete, but the copilot will run through them , maintaining the necessary state and context to do so.
• Memory and context . One of the frustrating things about support has traditionally been having to repeat information: who you are, what your policy number is, what your address is. There is no continuity of conversation. Copilots will now learn from previous conversations from the users and utilize this knowledge to continually personalize interactions . A copilot may not need to ask you for your laptop model or your address when you call again for the same issue. Conversations will thus become long-running, contextual, and deeply personalized.
• Monitor, learn, and improve . Copilots can now learn and adapt, offering monitoring and teaching capabilities to make their interactions better. Each copilot records a comprehensive history of its activities, providing transparency into its performance, including user interactions, actions taken, and feedback received, and you can see what decisions it made — and correct and teach them — with just a few clicks.

• Delegation with confidence and guardrails . When developing copilots with agent capabilities, establishing clear boundaries is paramount. Copilots operate strictly within the confines of the maker-defined instructions, knowledge, and actions. The data sources linked to the copilot adhere to stringent security measures and controls, managed through the unified admin center of Copilot Studio. This includes data loss prevention, robust authentication protocols, and more.

The se advanced new capabilities in Copilot Studio are currently accessible to customers participating in a limited private preview  where organizations such as Centro de la Familia are excited to explore agent capabilities that support teachers and case workers, allowing them to spend less time on administrative tasks and more time working with children, ultimately leading to better child outcomes . Based on feedback from program participants, we will continue to iterate and refine these capabilities for broader access in a preview planned for later this year .  

Additional innovations with Copilot Studio

There’s a lot more to share at Microsoft Build with Copilot Studio, and we’ll touch on just a few of our new capabilities here. To learn more — just sign up and try it out for yourself here .

It’s easier than ever to create c opilots .  With Copilot Studio, creating and testing copilots is now incredibly simple. You can create your copilot with our brand new conversationally driven experience — simply describe what you want it to do, and what knowledge you want it to have, and Copilot Studio will create your very own c opilot. You can then immediately test it out, add additional capabilities, such as your own actions, APIs, and enterprise knowledge — and then publish it live with a few clicks.

Connect all your enterprise data with Copilot c onnectors .   Customers want copilots connected with data from their own enterprises business systems and apps. Copilot connectors enable anyone to ground their copilot in business and collaboration data. This makes it possible for copilots to use various data sources, including public websites, SharePoint, OneDrive, Microsoft Dataverse tables, Microsoft Fabric OneLake (coming this calendar year), Microsoft Graph, as well as leading third-party apps. You can even create your own custom generative prompts to configure how a copilot handles a response from an API or connector.

Here are a few examples of how Copilot connectors can transform copilot experiences for specific personas or functions:

• Legal and Compliance . Navigate complex legal landscapes with a Copilot extension that queries specific legal datasets, ensuring controlled and compliant responses without overwhelming users with extraneous information.
• HR Helper . Assist employees with accessing essential resources for benefits and PTO policies, and even book time off directly through Copilot.
• Incident Report Coordinator . Workers can locate the right documentation, report incidents, and track them efficiently, all within the context of the chat.

Starting in June 2024, developers can access the preview for Copilot connectors and stay informed on updates here .

Conversational analytics (private preview) : One of the most common asks from customers has been the need for deeper insight into what their copilot is doing, how generative AI is responding, when it was unable to give the right answers and why — and recommendations on what to do to improve it.

Templates : If simply describing your copilot to build it wasn’t easy enough, Copilot Studio will now also include a variety of pre-built copilot samples for departments and industries. Some templates — such as Safe Travels for comprehensive travel support, Organization Navigator for organizational clarity, Kudos Copilot for fostering recognition, Wellness for employee health insights — are available now, with many more releasing in the coming months.

Enhanced security and controls (public preview ) : Administrators can now configure advanced settings beyond the default security measures and controls. With Microsoft Purview , Copilot Studio administrators gain access to more detailed governance tools, including audit logs, inventory capabilities, and sensitivity labels. They will be able to review comprehensive audit logs that cover tenant-wide usage, inventory (with API support), and tenant hygiene (such as data loss prevention violations and inactive copilots), enabling them to effectively monitor business impact. Both creators and end-users will be able to view sensitivity labels when responses are generated using AI-powered answers based on SharePoint documents.

With all the amazing innovations, numerous organizations are using Copilot Studio to build transformative generative AI-powered solutions. Check out this story from Nsure on how they are using Copilot Studio:

Get started today with Copilot Studio

This is just a glimpse of all the exciting innovation around copilots and Copilot Studio — we have a host of exciting new capabilities to share in our sessions at Build. So, join us in watching the sessions below, and try out Copilot Studio yourself and build and share your very own copilot in minutes.

Watch the sessions at Microsoft Build:

• “ Microsoft Build opening keynote ”
• “ Next generation AI for developers with the Microsoft Cloud ”
• “ Shaping next-gen development: the future of Copilot in Power Platform ”

Deeper dives:

• Breakout: “ What’s new with Microsoft Copilot Studio ”
• Breakout with demos: “ Build your own copilot with Microsoft Copilot Studio ”
• Breakout with demos: “ Build Microsoft Copilot extensions with Copilot Studio ”
• Demo (live only): “ Build your own Copilot extension with Microsoft Copilot Studio ”