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Plan shipment tasks on a Gantt chart¶

Guide information

Audience: Operations lead (reschedules tasks); Operations staff only need to read the
chart for their own tasks
Time required: about 5 minutes
Outcome: every open shipment’s tasks on one Gantt chart, with a task’s dates moved by
dragging its bar when a schedule changes

Requirements

This tutorial requires the installation of the following applications/modules:

Freight Forwarder Management
Freight Project & Operations Tasks (installed automatically once Freight Sale, Project Customization and Sales Timesheet are installed) - generates the shipment tasks this page plans
Freight Project Gantt - adds the Viin Gantt view. Check that this app and its dependencies are installed before starting.

An Operations lead runs several shipments at once, each with 5-7 operational tasks - booking, documentation, customs, delivery - generated from a project template (see Run shipment tasks in a project). A list or kanban view of these tasks has no timeline, so seeing who is overloaded on a given day means opening each task one by one. The Gantt chart plots every open shipment’s tasks on one axis instead, so an overlap is visible at a glance, and dragging a bar reschedules the task the moment something upstream changes - a vessel sailing later, for example.

Running scenario: continuing from Handle rolled-over and not-loaded containers, Hai Long Logistics’s FCL export for Nhat Long Footwear (HBL HLLHPHLAX2611-001) has its whole booking rolled over from vessel ONE COMMITMENT 026W to ONE COMPETENCE 027W, pushing the loading date from 2026-11-05 to 2026-11-12. Duc (Operations Manager) reschedules the shipment’s Original B/L release (Telex or OBL) task, planned for 2026-11-06, to 2026-11-13 - the day after the new loading date.

Warning

On Viindoo 17.0 and 18.0 the Viin Gantt icon is missing from Shipment Tasks and My Tasks. The Gantt view is installed but attached to a task action that neither menu opens, so Step 1 and the chart cannot be reached from the menu, even when every module is installed. Until this is fixed, plan the new date by opening the task from the list or kanban view and editing Planned Start Date and Planned End Date by hand, as in Step 2. The screens and results below describe the Gantt chart as it works once the icon is available.

Before you start¶

The shipment already has a project with tasks generated from a template - see Run shipment tasks in a project.
The tasks already carry real planned dates. A newly generated task gets Planned Start Date = the moment it was created, so its bar sits on the shipment’s creation date until someone plans it. Here, Duc planned each of the 7 tasks on its deadline - Original B/L release (Telex or OBL) on 2026-11-06.
You are in the User: Own Shipments group or above, to see the Tasks menu, and also in the Project: User group - the Freight access levels do not grant Project access on their own.

Step 1: Open the Shipment Tasks Gantt chart¶

Every open shipment’s tasks need to land on one timeline before an overlap becomes visible, so the chart has to show more than the shipment you are currently working on.

Go to Freight Forwarding ‣ Tasks ‣ Shipment Tasks, then click the Viin Gantt icon on the view switcher.

After you click the Viin Gantt icon:

Every open shipment’s task appears as a bar on the timeline, colored by its stage - the chart is not grouped by shipment or by stage by default.
Use Group By on the search bar if you want the bars grouped, for example by shipment.

Tip

Step 1 is done when: all 7 tasks of the Nhat Long Footwear shipment show as bars on the chart, with Original B/L release (Telex or OBL) on 2026-11-06.

Decide which task list to plan from¶

Option	Use when	What changes
Shipment Tasks	Planning for the whole team, across every open shipment	The chart includes every user’s tasks, not filtered by who is assigned
My Tasks	Checking or rescheduling only your own tasks	The chart keeps only the tasks where you are one of the assignees

Use Shipment Tasks for a team-wide review and My Tasks for your own workload. Check the selected view before rescheduling so you do not move another person’s task without coordination.

Step 2: Reschedule a task by dragging its bar¶

Both containers of this booking rolled over to vessel ONE COMPETENCE 027W, loading on 2026-11-12 instead of 2026-11-05 (see Handle rolled-over and not-loaded containers). The Original B/L release (Telex or OBL) task is still due 2026-11-06 on the chart - a date before the cargo has even been loaded, since the B/L can only be released once loading is confirmed.

Drag the bar for Original B/L release (Telex or OBL) to the right until it lands on 2026-11-13, or open the task and set the two fields by hand:

Planned Start Date: 2026-11-13.
Planned End Date: 2026-11-13.

After you drop the bar in its new position:

The bar moves immediately to the new dates on the chart.
Planned Start Date and Planned End Date are written straight to the task - there is no separate confirmation step.

Warning

Dropping the bar so that its end lands before its start - by dragging the wrong edge, or typing the dates in the wrong order - is rejected on save. See Troubleshooting.

Tip

Step 2 is done when: the Original B/L release (Telex or OBL) bar shows 2026-11-13, after the new loading date of 2026-11-12 - no bar for this task remains before the vessel has sailed.

Known limitations¶

Step	What Viindoo does today	What you do instead
Opening the Gantt chart (Step 1)	The Viin Gantt icon does not appear on Shipment Tasks or My Tasks, because the Gantt view is attached to a task action that neither menu opens	Open the task from the list or kanban view and edit Planned Start Date and Planned End Date by hand (Step 2)
Tell the assignee about a new date (Step 2)	Dragging a bar changes the dates without notifying the people assigned to the task	Post in the task’s chatter or tell them directly
Resolve an overlap (Step 2)	The chart flags a person’s overlapping tasks but never reassigns anyone	Change Assignees on one of the tasks yourself

Troubleshooting¶

Dragging a task reports an error about the dates¶

Symptom: “The Planned Start Date must be earlier or equal to the Planned End Date”.

Cause: the drag (or a manual edit) left the end date earlier than the start date.

Fix: drag the bar again in the right direction, or open the task and correct Planned Start Date and Planned End Date by hand so the start comes first.

The Viin Gantt icon does not appear on the view switcher¶

Symptom: opening Shipment Tasks or My Tasks shows a view switcher with no Gantt icon.

Cause: on Viindoo 17.0 and 18.0 the Gantt view is attached to a task action that neither menu opens, so the icon is missing even when everything is installed (see the warning at the start of this page). Otherwise, the Project and Timesheets apps were not installed when Freight Sale was, so Freight Project & Operations Tasks and Freight Project Gantt never installed (see Requirements).

Fix: if Freight Project Gantt shows as Installed under Apps, the missing icon is the known defect above: reschedule by editing the dates on the task, as in Step 2, until it is fixed. If it is not installed, install it (see Requirements).

A rescheduled task still shows its old assignee, even though the new date overlaps another task¶

Symptom: after dragging a task to a new date, the person assigned to it is unchanged, even though the chart now shows two of their tasks on the same day.

Cause: the Gantt chart warns about this - it counts each user’s overlapping tasks and shows an alert such as “1 other tasks for employees are scheduled at the same time!” - but it never reassigns anyone by itself.

Fix: read the overlap alert on the task, then reassign one of the two tasks to someone else by changing its assignees, if the overlap is a real conflict.