Tasks

Navigation: Tasks → Tasks

Tasks are required to manage workload by decomposing activities into particular smaller parts.

Review Task form

Task

 

1. General information about Task is provided in tab General:

  • Task: title of the task.
  • Status: status of the task (Not Started, In Progress, Done, Cancelled).
  • Priority: importance or necessity of the task.
  • Type: category of planned task (list is taken from Settings → Dictionary → Task → Type).
  • Location: location where Task is executed.
  • Follow up: enable to create subsequent task after completion (in Kanban dragged to Done column), with automatically filled information from first task.
  • Private task: enable  if you want to prevent other people see details of a particular Task (title, notes, media). Others will be able to see the duration of your Task and entity to which Task is related.
  • All day: all day task.
  • Tentative: enable  if defined planned start and finish dates are tentative. Tasks that are tentative are shown at the end of  planned Tasks in Kanban window, are not calculated as being late.
  • Single time record: enable if Task has to be related to one Time record. Enabled automatically when Task time is defined.
  • Meeting with: users and Contacts who are attending the same meeting.
  • Planned work, h: approximate time required to perform the task.
  • Planned start: planned date to begin the task.
  • Planned finish: planned date to end the task.
  • Remaining work, h: approximate remaining time required to finish the task.
  • Contracted work: time contracted with client to perform the task.
  • Actual work, h: actual time needed to finish the task. Actual work is calculated automatically based on timesheet events.
  • Actual start: actual date of the task start.
  • Actual finish: actual date of the task end.
  • Owner: user, who will receive the task.

2. In tab Media it is possible to attach files. Click Select Files or do Drag & Drop.

3. In tab Notes it is possible to leave notes. Click Add note to create new note.

4. Actions that can be taken with Tasks:

  • Set Related to: there is a possibility to assign / reassign related entity such as Lead, Opportunity, Account, Contact, Project, etc.
  • Copy: there is a possibility to make a copy of a Task.
  • Add recurrence: there is a possibility to create recurrence task.

5. Available Info Tabs:

  • Relations: allows seeing related objects.
  • Reminders: allows seeing and adding Task reminders about an upcoming Task.
  • Triggers: allows seeing and adding Task triggers related to this Task.
  • Timesheet Events: allows seeing Timesheet records related to this Task.
  • Groups: allows assigning Task to a Task group.
  • Revisions: allows seeing the history of actions taken with the Task.

6. Available navigation buttons:

  • Add new: is used to create new Task.
  • To Kanban: is used to go to Kanban window.
  • To list: is used to go to the list of Tasks.

Create new Task

There is a possibility to create new Tasks from different locations of WiseTeam: Tasks list, Kanban, forms and lists of the related objects.

To create a Task these steps:

1. In the list of Tasks clickNew , in Kanban window click add_new or in the form of related object (tab Tasks) click Add_Create_new.
2. Fill in Task information:

  • Fill in General information:
    • Task: title of the task.
    • Related to: task relation to either of categories: Project, Activity, Acceptance Certificate, Campaign, Expense, Incident, Invoice, Invoice Proforma, Issue, Lead, Opportunity, Payment, Problem, Purchase, Risk, Change.
    • Planned start: planned date and time to begin the task. Planned event in Timesheets is created when Task has planned start  time.
    • Planned finish: planned date and time to end the task.Planned event in Timesheets is created when Task has planned finish  time. Owner time availability is checked when Task has start and finish times.
    • Tentative: enable if defined planned start and finish dates are tentative.
    • All day: enable if it is all day task.
    • Owner: user, who will receive the task.
    • Planned work, h: approximate time required to perform the task. If planned start and finish are provided, calculated automatically.
    • Single time record: enable if Task has to be related to one Time record. Enabled automatically when Task time is defined.
    • Type: category of planned task (list is taken from Settings → Dictionary → Task → Type). If task type is Meeting and task is assigned to other users using “Meeting with”, then related tasks are created for the owner of the task and for the users from “Meeting with” field. In case changes are made in any of these tasks, they reflect in all the related tasks. There is also a possibility to define which Task types can be used to generate meeting Tasks by adding a tag “meeting” to the Task type in Settings → Dictionary → Task → Type.
  • Fill in Advanced information:
    • Priority: importance or necessity of the task (list is taken from Settings → Dictionary → Task → Priority).
    • Location: location where the is executed. Information of the location is transferred to the Time report and Time records.
    • Send meeting request: can be marked while creating the task, sends meeting request to task owner and users added to Meeting with field (email is taken from Settings → Users). Meeting request is sent by email to internal contacts only. External entries are not updated if Meeting Task is changed in WiseTeam afterwards.
    • Reminder: define time when Task reminder about an upcoming Task has to be presented. Task reminder will be presented as a notification in WiseTeam and sent to user’s email.
    • Follow up: enable to create subsequent task after completion (in Kanban dragged to Done column), with automatically filled information from first task. If task created in object of system with this parameter it will inherit object status.
    • Private Task: enable  if you want to prevent other people see details of a particular Task (title, notes, media). Others will be able to see the duration of your Task and entity to which Task is related.
    • Contracted work: time contracted with client to perform the task.
    • Copy and assign to: add other users or whole group to create tasks copies with the same information and assign to them. Click task add to add all users. Also is possibility to create recurring tasks for added users.
    • Meeting with: add users and Contacts who are attending the same meeting to create tasks with the same information and assign to them. These tasks will be related to each other and the information of one task will be updated automatically in case changes in related Task are made (including changing Task status).
  • Add Note / Media: after clicking +Add Note / Media you will be able to leave notes about the Task or attach media files.
  • Fill in Recurrence information:
    • Pattern: Task recurrence pattern (daily, weekly, monthly, yearly)
    • Recurrence interval: Task recurrence interval.
    • Exclude weekends: enable this option if you want exclude weekends.
    • Weekdays: select weekdays when task has to be created. This option is available
    • End date: end of the recurrence.

3. Click Save.

Task_create4

 

Perform actions in the list of Tasks

Task_list

1. As in all lists, you can work with Tasks by using standard functionality buttons: filter Tasks, add new Task, change table properties, search Tasks, narrow or extend information viewable in table cells, edit or add additional information to the Task, delete Task from the list.

3. It is possible to perform actions with Tasks in the list without opening the entries. After selecting single or multiple Tasks by marking lines Mark or selecting all Tasks by clicking Button button available actions are:

  • Export records: is used to export selected Tasks to MS Excel file.
  • Assign Group: is used to assign selected Tasks to a group.
  • Remove Group: is used to remove selected Tasks from a specific group.
  • Set Type: is used to type of the selected Tasks.
  • Set Priority: is used to set importance level of the selected Tasks.
  • Set Owner: is used to assign new Owner to selected Tasks.
  • Set Related to: is used to assign related entity such as Lead, Opportunity, Account, Contact, Project, Activity, etc. There is a possibility to update Time records’ relations when Task “Related to” is updated.
  • Set Tentative: is used to set selected Tasks as tentative.
  • Set Not Tentative: is used to set selected Tasks as not tentative.