10 - Tasks

This module deals with all the basic aspects of tasks.

Firstly, a task can be considered as an action that needs to be performed or a checklist item that needs to be completed. A user can review their tasks at any time and manage their priorities and workload.

One of the exceptional aspects of tasking is the ability to link tasks to actions, which allows users to perform functions directly from a task without having to navigate through the Job menus.

The task reporting options assist managers in reviewing outstanding tasks by viewing their employees’ tasks that have been completed, outstanding, due by the end of the week et cetera.

It is intended that your current checklists are created as task templates which can be imported into a Job when it is created.

At the end of this module, you will be able to:

• View a user’s Tasks.
• Create a Task Template
• Import a Task Template to a Job
• Link Actions and Resources to Tasks
• Linking your output back into your Task
• Review multiple users’ Task Lists
• Produce Task reports using specific selection criteria.

Your Tasks List

You may view a list of outstanding tasks for the current user, across all jobs by clicking

Task on the Main Menu.

When you start INSOL, the Outstanding Task List appears by default. The filter options of the Task List may be further refined to display other user’s tasks, tasks between a range of dates, and specific categories of tasks.

The task list may also be grouped by column headers such as the Category, Job, or User.

Creating a new Task Template

Click on Manage Task TEmplate from Main Menu.

 

From the toolbar select New Task Template

 

As we are creating a template from scratch you will notice the following:

The BASE ON: will remain <none>. from the dropdown you can make your selection:

DESCRIPTION: will be what you want to call your new template

JOB TYPE:  From the drop dropdown you can set this template to be used on all job types or on a specific job type only.

 

Click OK and you will return to a blank screen with the default type being the new template.

 

Setting up a new Task Template based on an Existing Template

You could create a NEW TASK Template Based on an existing template. by selecting a New Task Template from the toolbar, and doing the following 

• BASED ON: select from the dropdown a template you wish to base your new template on
• DESCRIPTION: will be what you want to call your new template
• JOB TYPE: This will default to the job type of the Template you based your new template on. 
• Click OK. A new Task Template will be created using the tasks from the existing template. You can now add, delete, or edit tasks within your new template.

 

Importing a Task Template

When a new Job is created, you need to create checklists for the Job to monitor that everything that is required to be completed is done.

In INSOL, checklists are called Task Templates meaning checklist templates. So, at the beginning of a Job, one of the first actions you will need to undertake is to import the relevant checklists or Task Templates 

From the toolbar click Add or Import Data > Import Tasks (You also could import from the job task tab)

Select the type of Task template you need. Click Import and Continue.

You will be taken back to your Job in the Tasks tab. And from here you will now see all of the tasks that have been imported from the template.

You Will also notice the tasks are marked as Unassigned. By right-clicking on the tasks, you can Assign tasks to a user given you have enough permissions as a user. Assign all tasks on your Job to several different users.

 

Note:

• Task Templates can be set according to what job type it relate to

• Notice that most of the due dates for these tasks have been automatically calculated based on the appointment date. Calculations for due dates and the information contained in the Task Templates can be configured as part of the Task Template setup. In this example, a template has already been created and configured.

• You can assign more than one task at a time by highlighting several tasks, or by holding down Control and clicking on the tasks, then right-clicking to assign.

Entering individual tasks

From time to time on Jobs there are various tasks that need to be completed that may not appear on your task templates, e.g. Arrange a meeting with the landlord to negotiate rental payments. For these ad hoc tasks, you can add new tasks to Jobs to record them.

You can also create tasks for other users, E.g. A manager can create a delegate task requesting an employee ring a creditor back who is requesting information.

To add an individual task. From Main Menu click Tasks > From the toolbar click New Task.

Task window pop-up, fill out all required information (Job, user, task group, description of the task) due and start date, then click Save and Exit.

 

Note: 

You can delete tasks by right-clicking and selecting delete (you need to have role permission to do this). You can also select multiple tasks by clicking and holding down shift or cherry-picking tasks by holding down Ctrl.

 

Adding a Task Action

Performing an Action is like running a menu item from the Job toolbar. This can really make it easy for a user to do the task that is required. Furthermore, it has the added benefit of being able to link the output you create from completing the task back into the task for future reference or review

• To add action to a task, click on the New Action button then select System action

• The Job menu appears, and you can allocate the action you need. You can select any of the relevant actions, in this example, we will choose a document.

• Once the action is selected, it will be added to the task.

Adding a Task Resource

Resources provide links to relevant instructional/procedural information such as websites or files, including MS Word documents, PDF files, and MS Excel spreadsheets.

• After selecting the Resources tab, click on the New Resources button. In the New Resources window, enter the resource description and URL as shown below. Then click ok to save

 

Recurring Tasks

Recurring Tasks may be set up for events that continually reoccur. Examples of reoccurring tasks include BAS returns and ASIC 5602s.

Once the Status of a recurring Task has been set to Complete, the system will prompt the User to create another Task.

The new task will be created from the Due On Date based on the next specified interval (not the date the task is marked as complete).

To Set up recurring tasks, Click the Recurrence button, then enter the required details 

When the task is completed, you will see a confirm task recurrence window appear.

Check/Confirm the dates and click ok then save and exit. You will notice a new task is added. If you set the Status on the Task Filter Bar (see filtering tasks below) to show <All> you will see both the completed and new tasks.

Filtering and Grouping Tasks

Filtering Tasks

You can apply a filter when you want to view a certain group of tasks or by user, status, or dates. On the Task screen, you can select any option below that has a drop-down arrow.

 

Grouping Tasks

To group tasks by a particular column header, drag and drop that header to the space above, as highlighted below. The same grouping method may be applied to any other column in the Task List.

 

Task Report

• To open the Task Report Wizard, click on Tasking Reports from the toolbar. There are multiple options

 

In the Task Report Wizard, refine your search criteria as needed and click next to complete the wizard.

 

Creating a Task Filter

You can create different task filters for quick access and use.

• In the Task register Click on <new filter> and name the filer you want to create

 

• Once you have named your Filter, then set up the filter options. In the example below, it is set to all BAS returns that are not started and there is no due-by date set.

 

• Now each time you toggle between the default and your newly set up filter, you don’t need to reset the filter parameters.