Frequently Asked Questions - tmail

(For gcollab FAQ, please refer http://www.gcollab.com/gcollab/faq) 

Q. How does a task flow?

A task flows through one or more stages serially. Each stage can initiate subtasks in parallel and wait for them to close before proceeding further. This way, a task can be flexibly executed following a blend of serial and parallel routes. 

Q. Can I use tmail to maintain my interdependent personal tasks, for which I am the only executor?

Yes. For serial execution, you can add stages, and for parallel execution, you can add subtasks. For every stage, assign yourself as the executor.

Q. Somebody has assigned me a task. I want to assign it to other people. I don't want the original user to see whom all I have assigned this task. How can I do this?

Create a subtask, and do not expose it by unchecking the "Expose" checkbox.

Q. Who all have permissions to view and modify a task?

• A task consists of multiple stages, each assigned to a person. All of them can view the task.
• If a subtask is exposed, anybody having right to view the parent task can also drill down to the subtask.
• The initial description and to be finished by can only be modified by an initiator.
• The person responsible for the current stage can only modify the future route and add subtasks to current stage.

Q. Is there any usage limit of tmail? 

Space limit

There is no limit on the space your tasks occupy, except for the attachments. The limits on attachments are given below.

The size of all the files you attach should not exceed 10 MB. An individual attachment can't be bigger than 2 MB. If someone else attaches a document in a task initiated by you, it will be counted not in your usage, but in his usage.

Limit on number of stages 

The count of all your stages should not exceed 1000. The count of all your stages = stage count of all tasks initiated by you - your aborted tasks which are not closed yet + tasks aborted by others which you are supposed to close. You can delete or abort some tasks if you exceed limit.

Q. How can I free used space?

By deleting the documents attached by you. Documents can be deleted anytime. To delete documents attached by you, go to http://www.gcollab.com/task/attachments.

Q. How can I view tasks which passed through me?

When a task passes through you, you can add it to your "favorite" list if you like. Thereafter, you can find the task in your favorite list until you remove it or it gets closed.

When a task gets closed, it is automatically removed from the favorite list. 

Q. How can I assign a task to more than one person in parallel?

The current executor of a task can create some subtasks and assign it to multiple people. These subtasks get executed in parallel. Once all these subtasks get closed, the parent task can go to the next stage.

Q. Do I get any email or SMS alerts for events such as tasks entering my to-do list?

You get email alerts in the following events, provided you have not disabled receiving alerts in your profile.

• a task enters your to-do list
• a task that you have initiated finishes
• a task in your to-do list is aborted by the initiator

SMS alert feature is not available as yet. 

Q. When do I need to create subtasks?

You need to create subtasks whenever you want to execute some portions of a task in parallel.

Also, if you want to hide some portion of a task, you can create a subtask for that portion. Subtasks can't be drilled down unless they are exposed.