When you have selected & created a Task you will be taken to that task's information page. On that page there are 8 tabs; General, Comments, Documents, Photo Gallery, Audit, Questionnaires, Issues and Links.
General Details
When you have created & searched for a Task you will be taken to that Tasks details page. The Task Record page displays:
- Tabs
- Action Buttons
- Tiles & Widgets
At the top of the task record there are a number of tabs. These are: General, Comments, Documents, Photo Gallery, Audit, Questionnaires, Issues and Links.
General Tab
On selecting the general tab you will be presented with;
- General Details tile which presents all of the information on the task record. All the records the task is linked to will appear as hyperlinks you can click on - you will be taken to the relevant record page
.
To add a new profile picture for a Task click on the ‘Image Coming Soon’ box; this will open the page shown below. Please note, you will only be able to add a picture to a task record that is not obsolete.
Before uploading the document you must choose a library that the document will be stored in; to select a library simply click the tick box next to the library in which you wish to store the document, you can select as many libraries as you require. You will be unable to click on the ‘Add’ button until you have selected a library in which to store the document.
Once you have selected your library click on ‘Upload Document’; this will open a link to your PC from which you can choose an image to upload. You can give the image a version number to let other users know which version of the image you are using. You may wish to add a link to the image; to do this start to type the name of the link that you wish to add into the ‘Search Records box, this will generate a drop down menu from which you can select the link. Once selected the links will appear below the search bar; to delete the link click on the red cross
next to the link that you wish to remove.
When you are ready to upload the image click on ‘Add’, this will update your profile picture to the new image and store the image in the library that you selected. Clicking on ‘Cancel’ will return you to the task record without changing the record image.
- Tags tile which presents tags that are assigned to that Task. You can also add a tag to the Task record which allows them and anyone else to be looked up by searching based on that tag.
2.1 To add a new tag, click on add tag button and start typing the tag name you want to assign and select it from the dropdown that appears or create a new tag by typing out the new name that you wish that task to have.
Added tag will display in the Tag tile and also will be available within the Task Search table.
- Planned tile which presents details of the planned task. This tile is only displayed if the task type is selected as planned.
- Checklist tile presents the list of the items that have to be completed for a task. Users can tick in the box against completed items which will be then marked as done.
4.1 To add the checklist items you need to go the task record edit form Checklist widget.
Emails widget on the task record shows the email exchange for that task. It shows all the outgoing emails and any responses that were sent back from the recipients. Recipients of your email have the ability to click Reply in their email software such as Outlook or Gmail. Any email responses that were sent relating to a task are saved in the Emails folder 
. The email responses within the DMS show the task ID and the email subject so you can easily find the required emails. If any of the recipients reply to your email you will be notified about this via email with a link to the relevant task.
Clicking on the email subject will open a pop-up with the details of the sent email. You can see the date, the sender of the email, recipients and the message that was sent.
Click 
to close the pop-up.
Clicking the sender 
will take you to the relevant contact record.
Clicking 
will open a pop-up where you can select recipients, enter the email subject and email message.
Start typing the name of the relevant contact in the Recipients box.
Selecting the 
will allow you to send an email to any contact on the system. If this option is not selected you will only be able to send an email to contacts linked to the particular task record.
Enter the email subject in the 
field. Enter the message you wish to send to the recipients in 
the field.
When you are happy with the details you wish to send, click
. To cancel the sending of the email click
. This will close the pop-up and no email will be sent.
Functional Buttons
The action buttons are placed at the top right corner of each task record page.
- Edit this record
- Export Report – it allows export record details as PDF or email
- Add Linked Record widget
- Cancel
- Complete
- Toggle favourite status to this record
- Export to CSV file, XML file or Excel (Import)
- Obsolete the Record
Workflow action buttons
Each task record has a workflow functionality which is changing the status of the task depending on the action selected. Workflow dictates which action buttons are available from the top bar action suite. Each task can be accepted, rejected, completed, cannot complete, etc. The current status is automatically updated on the task record.
Comments Tab
Under the comments tab, you can add comments to that task as well as see previous comments made by you or other users.
Audit
Under the audit tab, you can view the history of changes that have been made to the standard fields for a task. It will display the date and time, what the old and new values were, what action was performed and the user's name that has made a change.