A Task can be optionally related to a Contract or a Party 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 an update to the Task or it has not yet completed.
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 - 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 status.
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
TIP: Linked People will only receive the Task email if they have 'Communication Enabled' flag activated on their Person record and have not adjusted any user setting values.
TIP: Task will only be sent out to Users with a licence and that are 'Active' (i.e. with no end date reached)
Note: Read Only Users have the ability to Complete Tasks. If the Task is Recurring then on Completion a new Task will be created.
Task Dates
- Task Date Setting - This is the date that the Task will be triggered, the default it 'todays' date for immediate trigger but it can be adjusted to a future date - you cannot set a date in the past. Once triggered an email will be sent to all linked people and will be marked as 'requiring action'.
- Recur Rule - This will allow you to set if the Task is to recur on a regular basis. Once the initial Task is completed then a new Task will be created based upon this information.
- Expected Resolution Date - This will allow to to set an expectation on when the Task should be completed. Once the date has passed it will turn red - this is an information only field and does not trigger any notifications.
Task Notifications Bounces
If for any reason an email notification is bounced the 'Communication Enabled' tick box against the person record is automatically set to 'No' to prevent any further bounces - this must be set back to 'Yes' once the bounce issue has been resolved so they can continue to receive intelligentcontract email notifications.
Tasks Configurations
You can control the behaviour of a Task using the 'Manage Account Configuration' options in the Configuration area.
Fig 1 - Task Configurations
| Configuration Setting | Action |
| Task Frequency | This is the delay length of when you wish Task notification reminder emails to be resent out if they have not been Completed. The default is 2 days. |
| Allow users to schedule recurring Tasks based upon completion date | If set to 'Yes', recurring Task dates can be decided by the User rather than the system automatically using the set defaults. |
| Allow External People to receive Alerts? | If set to 'No' then only person assigned to an Internal party will receive notification of the Task |
| Enable Task overdue notifications | If set to'No' then no email reminder notifications will be sent out for overdue Tasks |
Task Importing
As well as creating individual Tasks manually, they can be added to a record via the List or Import facility. These features ares particular useful where you need to create multiple Tasks for either one record or across multiple records.
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