Creating a Task List will allow you to create a number of Task templates that can be automatically or manually applied to a Contract record in once action rather than manually creating them one by one.
Select the option of 'Task List' from the Configuration screen.
The Task List Summary View screen will display any existing Lists that you have created. To create a new List, press the [New] button on the top right to open up a new List record.
Give the List a 'Name' and [Save]
Fig 1 - Task List record
Tabs will appear at the bottom of the form.
This is where you can now create all your specific Task Templates. In the [Template] tab, press [New] to open up a new Template record. The Template form displayed will reflect your current layout for Tasks including any Custom or mandatory fields.
Fig 2 - Task Template Form
Note: On a Task Template, you are able to enter either a finite or a 'relative' Expected Resolution date value. the relative date will always be relative to the date the Task is created i.e. '3 weeks after creation'
Complete the Templates as you would normally create a Task record. You can add attachments and can either nominate a specific Person or a Placeholder Role to the record.
Instead of tying a specific Person to a Task Template, you can select a Placeholder Role. This means that even if a Contract Person Role changes from one Person to another across the lifetime of a Contract, it will still trigger to the correct Person.
Click on the icon next to the magnifying Glass and it will turn green. The drop down list will then display your Contract Person Roles for you to select.
Fig 3 - Placeholder Icon and Drop Down List
So for example, you can assign a Task to the Placeholder of 'Contract Manager', and whoever is linked to that Role at time of the trigger will be assigned the Task.
With Tasks, you can assign a Placeholder value as the 'Assigned To' value, but as the Task is created it will immediately link the specific Person assigned to that Role, and replace the Placeholder value with their name in the Task record.
If you click on the first icon, it will by default add 'The Creator' as the Placeholder - when created, the 'Assigned To' person will be whoever created the record.
If you click the second icon then a drop down list will appear listing all your Person Roles values that can be selected as a Placeholder.
If multiple People have been assigned that Placeholder Role, when the Task is created, the 'Assigned To' value will be replaced with the first Person Record who is assigned this Role. The remainder will be assigned as 'Monitors', so they are notified of the Task.
[Save] the record and add more templates to the list if required.