The To-Do list in G.J. Software provides a centralised task management workbox where users can track, assign, and complete tasks. Whether a task is created manually by another user or generated automatically by the system, the To-Do list keeps all outstanding action items in one place so nothing falls through the cracks.
Accessing the To-Do list
The To-Do workbox is located in the top-right corner of the screen and is indicated by the ToDo icon. When new tasks are waiting, the icon displays a red circle to alert you.
To open the To-Do list, Select the ToDo icon. The system opens the To-Do page displaying all tasks assigned to your account.
Viewing To-Do tasks
The To-Do page displays a list of all tasks assigned to you. Each task shows the following information:
Field | Description |
Subject | The subject line of the task. |
Message | The message body of the task. |
Assigned by | The person who assigned the task to you. |
Date | The date when the task was created. |
Task types
All To-Do tasks fall into two types:
Manually created tasks — Tasks that another user created and assigned to you.
Automatic tasks — Tasks that the system generated after specific operations or events occurred. For a full list of automatic triggers, see Automated To-Do Task Triggers.
Sorting tasks
You can sort the task list by any column, including subject, message, assigned by, and date.
Select the header of the column you want to sort by.
Select the down or up arrow icon on the column header to toggle between descending and ascending order.
Creating a new task
To create a new To-Do task:
Select** the **Create New Task** button on the left side of the task list.
In the **Create New Task** form, fill in the following fields.
Select Save.
The system adds the new task to the assigned user's To-Do list.
Note: You can only assign tasks to one user at a time. To notify multiple people, create a separate task for each recipient. Tasks do not support file attachments.
Editing a task due date
To update the due date of an existing task:
Locate the task to update on the task list.
Select the task Subject to open the task details.
In the Edit Task form, update the due date.
Select Save.
Completing a task
To mark a task as completed:
Locate the task to mark as complete on the task list.
Hover over the task until the action icons appear.
Select the Done task icon.
The completed task disappears from the active task list. To view completed tasks later, filter the list by Done. See Filtering tasks.
Passing a task to another user
To reassign a task to a different user:
Locate the task to pass to another user on the task list.
Hover over the task until the action icons appear.
Select the Pass task icon.
In the Pass Task(s) form, select the user to assign the task to.
Select Save.
The system removes the task from your list and assigns it to the selected user.
Deleting a task
To delete a task that is no longer needed:
Locate the task to delete on the task list.
Hover over the task until the action icons appear.
Select the Delete icon.
The system permanently removes the task from your list.
Viewing tasks for another user
As a franchise owner / manager you can view the To-Do tasks assigned to a different user by using the user selector on the sidebar.
On the sidebar to the left of the task list, locate the user selection box.
Select the Clear icon to remove the current user selection.
In the selection box, choose the user whose tasks you wish to view. The task list updates to display results for that user.
To view tasks for inactive users, Select the Show inactive users checkbox and then choose the desired user from the list.
Note: If you are in the Franchisor or State / Regional portal, you can view tasks for users within a specific Office by switching to that Office first.
Filtering tasks
The sidebar to the left of the task list provides a filter selector with the following options:
Filter option | Description |
Inbox | Displays your current active tasks in the workbox. |
Done | Displays tasks that you have marked as completed. |
Passed | Displays tasks that you have passed to other users. |
To filter the task list:
Locate the task type filter selector on the sidebar to the left of the task list.
Select the desired filter option.
The system updates the list to show only the tasks matching your selection.
Re-opening completed tasks
You can move a completed task back to your active inbox:
On the sidebar filter selector, Select Done to display completed tasks.
Locate the task to re-open on the list of completed tasks.
Hover over the task until the action icons appear.
Select the Back to Inbox icon.
The system moves the task back to your active Inbox.
Configuring To-Do settings
The sidebar contains a Settings section with two toggle options:
Setting | Description |
Future Dates | When enabled, the system displays tasks with a due date in the future. |
Suppress Warnings | When enabled, the system suppresses warning notifications about new tasks in the workbox. |
To change a setting, move the corresponding toggle to the right to enable or to the left to disable.
Event-driven To-Do tasks
The system automatically generates certain To-Do tasks when specific events occur. The system identifies users with the appropriate To-Do permissions and creates tasks for them when a trigger event takes place.
For a full list of automatic triggers, see Automated To-Do Task Triggers.
Note: When producing large document batches (such as job orders or financial reports), you do not need to remain on the screen while processing completes. The system sends a To-Do task when the documents are ready, providing a direct download link so you can continue working elsewhere.
To-Do List report
G.J. Software includes a To-Do List report that surfaces task data in a structured, filterable format. This report provides a consolidated view of outstanding, passed, and completed tasks for any user in the system — beyond what the To-Do workbox displays on its own.
Generating a To-Do List report
To generate a To-Do List report:
Select Go To > Reports from the top right navigation bar.
Select Other in the left side folder menu.
Select ToDo List from the list of available reports.
Define the criteria for the report using the following fields:
Select Apply
Field | Description |
User | Select the user for whom the report is generated. |
Box | Select the status of To-Do tasks to include in the report. The available options are In Box, Passed, and Done. |
The system generates the report and displays the results on screen. The To-Do List report is accessible from the same reporting system described in Accessing the Reporting System.
Report fields
The To-Do List report displays the following information for each task:
Field | Description |
Date | The due date of the To-Do task. |
Subject | The subject line of the To-Do task. |
Message | The message body of the To-Do task. |