Tasks

Each Module provides certain common functionality that is also available in some other Modules. One such common feature is the ability to create and maintain tasks. Tasks are defined and assigned to the responsible resource in this module. Email reminders can also be defined here.

Example creating a Task

• While in the homepage list view, select the record of interest, then in the right panel task tab, click the Edit (1) button
  
• Then click Add New Task (2)
  
• Add a Single task. These are one-off tasks rather than a task that is required on a regular basis.
  

Task Information

• Enter the mandatory task Name (1), then click the down-arrow (2) to choose the task type (task types can be defined by the system administrator in the Lookup Editor Module. Enter the Person Responsible (3) by starting to type a name, select one of the contact name candidates matching the typed text. A Supervisor contact and a Data Entry contact can also be entered the same way, however these fields are optional.
  Note: Red-highlighted sections are mandatory.
  

Details

• Define attributes associated with the task. The attributes are as follows: 1 - Priority (High, Low, Medium), 2 - Deadline Type (Flexible, Rigid), 3 - Due Date, 4 - Start Date, 5 - Status (Not Started, In Progress, Completed), 6 - Date Completed
  Note: Red-highlighted sections are mandatory.
  
• Note: When a Flexible Deadline Type is selected, if the task is completed late, then the completed date is highlighted yellow. However, a Rigid Deadline Type will highlight the completed date red.

Recurrence Information

• When a Recurrent Task is created, define the recurrence frequency for the task. Select the Recurrence Pattern (1), this can be any of the following: Daily, Monthly, Weekly or Yearly. For each recurrence pattern there are a variety of options. The following dialogue box is displayed when the Daily Recurrence Pattern is selected. Enter the frequency interval (2), in this case the interval is the number of days between recurrences. Alternative, Every Weekday can be selected. The Recurrence Start Date (3) and the Recurrence End Date (4) can then be defined.
  Note: Red-highlighted sections are mandatory.
  

Reminder Tab

• Define an email notification to be sent to the responsible resource. Two types of notifications can be defined. One to be sent as a reminder prior to the due date, the other to be sent after the due date has been reached (Add Incomplete Notification). Select the Reminder tab (1) and the Add Reminder button (2)
  
• Add Reminder
  Set the email timing by selecting the number frequency (3) along with the time unit measure (4), such as days, weeks, months, years. Then click the contact icon (5)
  
• Select a Contact
  Click to select (6) the contact to receive the email reminder
  
• After you save the record you can reopen the task and there will be a Send Instant Notification button they can click to sent out the task info to all the parties responsible
• Once the record is saved, an update log that shows the user what has been changed is displayed
• Go to Notes