Creating or Editing Tasks

A new task can be created using the right-clicking the Tasks search results grid and choosing New from the drop-down menu.

An existing task can be edited by either using the Tasks > Edit menu or right-clicking the Tasks search results screen and choosing Edit from the drop-down menu.

The Task Details dialog appears.

Details Tab


Job - select a job if applicable. 

Area - a list of location areas - if selecting a job, this is inherited from the job.

Contact - select a contact (client) if applicable, this is inherited from the job if one has been selected. 

Location - a list of record locations for the area selected above. The locations displayed can be restricted by visibility. This is Inherited from the job if one has been selected. 

Title - the description of the task. 

Details - additional information about the task. 

Start Date - the date the task is actually started. 

Status - a reference to a list of user-defined task status descriptions.

Due Date - the date the task is due for completion. 

Partner - the partner responsible for this task. This is inherited from the job if one has been selected.

Manager - the manager responsible for this job. This is inherited from the job if one has been selected. 

Reviewer - The person responsible for reviewing this job. This is inherited from the job if one has been selected.

Assigned To - person this task is assigned to. 

Assigned By - person this task was assigned by. 

Completion Date - the date the task is completed. This date is set when the task is flagged as completed.

 

Budget Tab 

Allows entry of budgets and actuals for time units and dollar values.
The average hourly rate is calculated for both budget and actual by dividing the value by the units multiplied by the Minutes Per Time Unit value in System Options.


Schedule Tab
This tab allows the calculation of the start and due dates of a task to be controlled and the creation of recurring tasks. 

Start Date

  • Start Date Required - check this box if a start date is to be automatically calculated.
  • Schedule - the number of days to use in the calculation of the start date.

Type of Days - the options are:

  • Business Days - calculate the required number of business days, ignoring weekends and holidays (recommended option)
  • Calendar Days - include weekends and holidays.

From - the date to use as the basis for the calculation. The options are:

  • Previous Task Completion Date
  • Previous Task Start Date
  • Job Start Date
  • Financial Year End
  • Today's Date

 

Due Date

  • Due Date Required - check this box if a due date is to be automatically calculated.
  • Schedule - the number of days to use in the calculation of the due date.

Type of Days - the options are:

  • Business Days - calculate the required number of business days, ignoring weekends and holidays (recommended option)
  • Calendar Days - include weekends and holidays.

From - the date to use as the basis for the calculation. The options are:

  • Previous Task Start Date
  • Task Start Date
  • Financial Year End
  • Today's Date

Recurring Tasks


  • Recurring Task - check this box to create a new task from this task when its status is set to Completed.
    The new task's due date will be calculated according to the following settings.
  • Recurrence Pattern
  • Daily - task recurs daily.
    • Recur Every - enter the required number of days.
  • Weekly - task recurs weekly.
    • Recur Every - enter the required number of weeks.
    • On - optionally select a specific day, otherwise the day will be 7 days from the last task due date. 
  • Monthly - task recurs monthly.
    • Day - optionally, enter the day of the month.
    • The - optionally, select a day position, First, Second, Third, Fourth or Last and the specific day of the week or Day for any day in the month.
    • Of Every - select the monthly frequency of recurrence. Note: for quarterly recurrences, enter 3. 
  • Yearly - task recurs annually.
    • Every - optionally, enter the day of the month.
    • The - optionally, select a day position, First, Second, Third, Fourth or Last and the specific day of the week or Day for any day in the month.
    • Of - select the month to recur.

Range of Recurrence

  • Start on - enter the date to start recurring.
  • No End Date - tasks recur forever.
  • End After - select the maximum number of times to recur.
  • End by - enter the date after which recurring ceases. 

Notes Tab

This is an area where notes relating to the task can be entered.
The Print button allows the notes to be printed.
Note: use F3 to insert today's date and time into the text.
Note: use Ctrl-Enter to add new lines.

Documents Tab

This tab lists the template documents and records attached to this task and allows new templates or records to be added or existing ones removed.
It also lists any records created by this task but they cannot be removed.
Once a template document has been used to create a record, it is disabled and cannot be opened again.

Add Template button - allows template documents to be added to the list.
Add Record button - allows records to be added to the list.
Remove button - allows the removal of template documents or records from the list.

Note: a record can also be removed from the list by editing the record and clearing its job field.

Open button (or double-clicking an entry) opens an item in the list. HowNow records the time each document is open and creates a time activity entry for the task.

Time Tab

This tab records the time entries for this task.

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