Tasks allow you to create and search for tasks associated with properties, projects or any other records.
Create & Edit Task
Tasks can be created by selecting on the
left hand side menu (under Tasks) or by selecting the 
icon located in the top right corner of project, contact, asset, property, and lease records. Tasks created from any of the record pages will be linked to that record automatically and the related fields on the task record will be populated with the record name.
To create a task you must populate all of the mandatory fields; these are presented with red asterisk icon *.
For a Task, the fields which you will need to consider are:
|
Field |
Type |
Additional Information |
|
Task Name |
Free text field |
Provide title of the task |
|
Record ID |
Free text field |
Mandatory field. Unique reference for the Record. Record ID can be manually entered or automatically generated depending on the configuration set by your administrator. If the record ID is set to be generated automatically it will not be available on the page for editing. |
|
Type |
Pick list |
Select from: Reactive, Planned, Snag, Corrective Action Record etc |
|
Description |
Free text field |
Provide a short task description |
|
Date Logged |
Date Piker |
Automatically generated date and time of the added Task |
|
Service Level Agreement |
Dropdown |
Field is activated based on the type selected. SLA is only available for planned, reactive and snag task types |
|
Cost Recovery |
Dropdown |
|
|
Estimated Cost |
Numeric field |
Populate the estimated cost |
|
Actual Cost |
Numeric field |
Populate the actual cost when available |
|
Due Date |
Date Picker |
Date selected from calendar |
|
Date Completed |
Date Picker |
Date selected from calendar |
|
Related Property |
Dynamic search |
This Property must exist on the system. The Related Property against which the task is allocated |
|
Location |
Dynamic search |
Location within selected property |
|
Related Lease |
Dynamic search |
This Lease must exist on the system. The Related Lease against which the task is allocated |
|
Related Project |
Dynamic search, |
This Project must exist on the system. The Related Project against which the task is allocated |
|
Assigned Organisation |
Dynamic search, |
This Organisation must exist on the system. The Organisation against which the task is allocated |
|
Assigned Contact |
Dynamic search, |
This user must exist on the system. The contact against whom the Task is allocated |
|
Associated Asset |
Dynamic search, |
This asset must exist on the system. The asset against which the Task is allocated |
|
Frequency |
Dropdown |
If Task Type is selected as Planned then Frequency field is displayed in General Details form. Dependent on Task Type |
|
Category |
Pop up menu |
Select category that the tasks is related to |
The list above is a full list of all fields available on the Task Creation form however, depending on which Task Type is chosen some of these fields may not be available. For example, a Reactive Task requires you to input an Service Level Agreement whereas the Snag Task Type does not. Frequency can only be set for Planned tasks. It is not applicable to other task types as it allows you to create a schedule for recurring tasks you have planned for the future.
The Task Type can also determine the type of workflow that the Task will follow; for example, a Planned Task requires you to accept the Task and review evidence whereas a Corrective Action Record is simply assigned and then closed once completed.
When you select a task type, new widgets could appear for you to fill in either as part of the General Details widget or below within the General Tab. These widgets are created by the administrator and are linked to the task type you select. You can fill in the fields in these widgets as you would normally, if applicable.
Some widgets will allow you to link the task to a record. For example, Evidence field allows you to link a record, in this case a document, to the task.
Start typing the name of the document you wish to link to the task. The documents with titles containing the entered text will appear for you to select. Select a document from the dropdown.
When you save the task record, the Evidence field will contain a hyperlink to the selected document. A generic link will be added between the created task and the document you select. This can be viewed in the Links tab of the task record. When a property record is added when creating a task, when the task is created clicking the hyperlink will take you to that particular property record.
Completing the Form
Once you have completed all of the fields that you require, scroll to the bottom of the page. From here you will be presented with the three options shown below.
- Create will create the lease record and take you to that record.
- Create & New will create the lease record and then present you with a blank form to complete.
- Cancel will return you to the lease search page without saving
Templates
In some cases you may wish to create a template for a task, this will make it easier to update your list of tasks when you have multiples of the same type of task. For example, you might create a template for laptops so that every time you need to add a laptop to your task list you can use the template instead of having to fill out the same information.
To create a task using a template, click on the Load Template button found in the top right corner of the Create task page
.
This will open the box shown below.
The box will display a list of all available templates; this list can be filtered using the 
button next to Name or Description. See Filters for more information on this function.
Select the required template and click 'Use'; this will open a new create task form using your selected template. You will note that under the Load Template button, the Selected Template now shows the name of the template that you're using.
The form will be pre-populated with most of the required information but the fields 'Related Property' (And location), 'Related Project', "Assigned Organisation", "Assigned Contact" and "Associated Asset" will remain empty as these fields are likely to change each time.
Once you have finished filling in the form click one of the buttons at the bottom of the page to complete it.
From the Load Template box you can also edit existing templates by clicking on the 'Edit' button next to the template that you wish to edit. Clicking on this will open the task details form where you will be able to edit the template. When you have finished editing the template click on 'Save' to save your changes; clicking on 'Cancel' will open the box shown below.
You can click on 'Continue Working' to make further changes to your template, clicking on 'Yes, Close' will take you to the task Search Page.