• Tasks allow you to organize and prioritize must-do items for every project, job, or essential items like Business Development.
• They can also be used to serve as reminders to make phone calls, to send emails, or to make that important lunch meeting.
• Depending on the level of complexity of a job, you have the flexibility to assign a task for an entire job to a single or group of individuals or assign a smaller component of the job (like a service or phase) as required. 
• Once tasks are assigned, the amount of time orginally estimated for the job or portion thereof is automatically grouped with the task so an individual knows the time that has been allotted. 

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Find Task 

Task Dashboard

List Task 

View Task

Add Task

Task Status

Task Types

Pass Task

Individual Tasks

Resources Link

Find Task

• Search by any information you know about the expense.
• Job number/name.
• Task creator.
• Assigned to.
• Task type.
• Company name/code.
• Creation date.
• Assigned by.
• Revision date.
• Status.
• Due date.
• Task priority
• Completed date
• Remember, you can search by any field or combination of fields that appear on any list page.

This will result in one of three potential pages being displayed: 

• If there are multiple expenses found, then the list page will be displayed.
  • Select the desired expense to go straight to the details.
• If only one expense is found, then the detail page will result.
• If there are no expenses found, a red stop sign with the words "Sorry, no contact was found" will be displayed.

Tips on Finding Specific Records.

• Enter just the first few letters of a name or other information (such as city) being used to query.
  • This will ensure that spelling errors do not occur in the search and an inaccurate result.
• To find a range of Job Numbers or Dates use three dots between the values and then hitting tab.
  • For example July 1, 2007 ... July 31, 2007. 
    • Leaving the second value blank will go to todays date or most recent job number.
    • Leaving the year black will default to the current year.
• If you are searching for something specific always click "find" as "find all" will always show you the entire list.
• You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio button. 
• Clicking a date on the calendar will populate the date field with the specific date you choose.

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Task Dashboard

• You can choose to look at one of a number of different views:
• Click on "my" to look only at tasks assigned to you.
• Click on "assigned" to look only at tasks you have assigned to someone.
• Click on "all" to see both in the same list.
• Choose to include (or not) tasks that have been completed but not confirmed.
• Select to include only a specific type of task or all task types by using the drop-down.
• to see all tasks just select the top blank option.
• Click on the task name to view the details of the task and add comments.
• Click on the grey button to the left of any task assigned to you to carry the task information into your timesheet pane to track time directly to the task.
• Task status icons
• An orange item is an Assigned but not Acknowledged task.
• A black item is an In Progress and Acknowledged task.
• A grey item is a "Pass Task"
• A red ! indicates that the task is overdue.
• A green dot shows the task's status as In Progress.
• A red dot shows the task's status as completed.
• The icons on the far right allow for Acknowledgement or Completion of a task without navigation to the Task Detail page.

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List Task 

The list view displays multiple rows of records from the module selected.

• Selecting, Sorting, and Printing are the primary actions taken from a list view.
• The number of rows in the found set is displayed just below the header.
  • The system default is usually set to show only 25 rows which can be changed in the admin section.
  • If a search of the module results in more than 25 records, a double arrow button with page numbers will be show above the column headings. This allows paging through the records.

You have the ability to sort through the list to present the information in a more meaningful fashion.

• Always remove the previous sort order by clicking on the eraser icon to avoid confusion.
• Click on the column header you want to sort by and you will see a ascending or descending arrow.
  • To change the direction of the sort, click on the column header.
  • To sort by multiple columns click on each column you would like to search by.
    • For example, you can sort by company type, then alphabetize within the company type by clicking on the company name column.

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View Task

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The detail page shows an individual record from the module. There are specific sections and features of the detail page that are consistent across all detail pages in the system.

• These include:
  
  • The location of the page name.
  • The upper page details and functional icon placement.
  • The view variable lower inserts.

The page name is always in the left hand side of the white bar just below the primary navigation icons companies and contacts. This title represents the upper page details. The company details page holds the main information about name, address and phone number.

• The icons on the upper right hand side will allow you to navigate directly to other components of the system.
  • Place your mouse over each icon to see pop up balloons with associated titles.

The variable lower insert provides access for viewing and navigating to related contacts and notes for the individual.

• Each View permits the user to see related information.
  • Selection of the Contact icon will display all of the employees for the contact's company.
  • Selection of the Notes icon will display all notes that have been made for the individual within the system.

When viewing this related information the user may select an item to navigate to its detail page.

• Try selecting a contact. Then select the company name on the contact details page to navigate back to the company detail page. This is an example of navigation using internal related links

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Add Task

Tasks can be assigned from:

• The notes details page.
• The job financial page.
• The main dashboard on the task/to do panel.
• The task module.
• The "Brief" Timeline. 

Creating a task requires:

• A task title.
• Selection of an individual from the "assigned to" drop down menu.
• Click submit to add the task.

Optional fields include:

• Description.
• Estimated hours.
• Priority.
• Due Date and Due Time

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Task Status

• When a project manager assigns a task, they can choose the task to have a status of:
• Preliminary
• Allows a project manager to delegate tasks for an entire docket without actually assigning the tasks to the specific individuals. 
• This status allows for delegation and planning of a job for final review and approval before line staff receive the job-specific to-do items.
• Assigned
• This is used when a task is no longer Preliminary and work on the task should be started by the line staff.
• In Progress
• Once an Assigned task has been "acknowledged" on the Task Detail page by selection of the appropriate checkbox, the task is marked as In Progress.
• This allows the project manager to monitor the status of where a job is at any given moment.
• Completed
• When a task has been finished, it is marked as "Complete" on the Task Detail page by selecting the appropriate checkbox.
• Confirmed
• Allows a project manager to confirm whether or not the task has been completed satisfactorily or further work is required.  The ability to "confirm a task" is given to the individual who assigned it.
• Cancelled
• When a task is no longer needed or work has been delayed for whatever reason, a status of cancelled can be selected.

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Task Types

• Task Types are created to organize your to do items.
• For example, you might want a Task Type to be "Client Service" for all service related to do items and "Website" for all tasks related to updating your organization's website. 
• You will be able to search by task-types that are in the system.

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Pass Task

• Each time a task is "passed", a new task is created that is related to the original task for the creator.

The idea behind the pass task routine is to allow the users to pass or assign a task to one another once one of the users has completed his/her part of the job.

• For example:
• User A can create a task and choose to assign it to themselves or to another in the office.
• Once user A is completed with their task, they can assign it to user B to do his/her part of the job.
• User B can then assign it to user C, back to user A or complete the task.
• Pass Task is especially useful in those instances where one part of a job needs to be completed before another part is started.
• Create a task with a status of assigned and select the pass task box.
• Assign to someone.
• The assignee of the task will receive a pop up notification if they have that preference turned on and it will appear in their dashboard task list.
• The assignee will acknowledge the task either by selecting the  on their Task/To Do list or by selecting on the task and clicking on the Acknowledge checkbox on the Task Detail screen.
• Selection of Acknowledge/Complete checkbox will leave the task unchanged.
• Once a task is acknowledged, the user can track time and complete the task by selecting on the on the main dashboard or by going to the Task Detail page and clicking the complete checkbox.
• Once a subtask has been completed, the user will be prompted by the Pass Task screen where the assigned to drop down list will be defaulted to the original creator of the task.
• The task can be assigned to the originator or to another in the organization.
  

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Individual Tasks

The individual task screen can be accessed from the task module.

• The screen allows you to view a list of tasks that have been assigned to a specific individual.
• This is a graphical page that will show % complete and allow you to edit the task directly by clicking on the edit button.
  

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Resources Link

The resources link can also be accessed from the task module.

• This must be turned on as a privilege for each user that requires this view.
• The user privilege for the resources link is found under "task" in the admin section.

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