A Task can be optionally related to a Contract or a Party (or both) and can be assigned attributes such as priority and severity to help you to organise your work. If a Task is associated with a Contract or Party, then when these records are viewed, the Task will be listed in their Task sub tab. 


For example, you may associate a number of Tasks to a specific Contract to indicate the steps required to renew that Contract. As each step is completed, the Tasks can be marked as completed and the progress of renewal can be tracked.


A person is designated as the 'Assigned To' person and other people can be assigned as 'Monitors'. The person who created the Task is, by default, set as the 'Reporter'. The assigned person, monitors and the reporter are informed when there is a change to the Task. 

TIP: If a Task note is created or if the Task is marked as 'Complete' then the assigned person, monitor and reporter will be informed via email.

When a Task has reached its trigger date then the Task feature on the black panel will display a red circle indicating which Tasks are incomplete.  If you click on this red circle then the Task summary screen will open with the 'Tasks requiring action' view and only those Tasks incomplete and assigned to you will display.


Fig 1 - Task Alert on the menu


When you click on the Task option on the black panel, you will be shown the Tasks summary screen.  By default the Task summary screen displays the 'All Tasks' view.  You can use the filters in the column header to display the Task records you are interested in.


Fig 2 - Task Summary screen


Once a Task is created, it can be viewed, edited, deleted or archived in the way all other records can be. Below is an example of a full Task record:


Fig 3 - Complete Task record


Task records can optionally have files associated to them via the 'Files' sub tab and can be related to other Tasks.  


To help with completing the work associated with the Task, Notes can be manually added which describe the progress of the Task. Notes are automatically added by the system when key events take place, such as change of priority, change of assigned person and change of severity.


Completing a Task


If you have been assigned a Task you will be notified via email on its trigger date, within the email is a link which directs you to the Task in the system.


Once a Task has been completed you can flag it as such and it will be taken off your list of incomplete Tasks.


To complete a Task when you are in a Task record just change the Status field from its current status to 'Complete' you will be asked to add a Comment.


To Complete a when you are in the Task Summary screen or the Task tab click the [...] option to the left of the record and you will be offered the option of 'Complete'.  This icon will appear when you hover the mouse in the far left column


Task Importing 


As well as creating individual Tasks manually, an Import facility has been created to allow you to quickly create many Tasks. This feature is particular useful where you need to create many “repeating” Tasks across multiple Contracts, Parties or People.


Tasks can also be added directly to a Contract, Person or Party record via the tabs at the bottom of the record.  Go into the record and scroll to the bottom, select the Task tab and the press [New] the Task screen will pop up to allow you to complete.


Fig 4 - Creating a Task within a record

                                                                                     

If you are using the Lists feature, you can add multiple Tasks records in one action by manually adding an existing Task List.

For more details about Lists please click here


If you are using the Automation feature and a valid Automation Rule applies to your record then a Task List can be automatically created.


For more details about Automation please click here