Once you have created schedules for various stages such as construction, preconstruction, warranty, or sales, you can proceed to manage and track the completion of specific tasks. The system loads tasks from the Schedule Template by default, but you can customise them to suit your needs. Tasks within these schedules are listed in a table with detailed information and can be managed effectively.
Editing a Task
In the task table, locate the task you want to edit.
Hover over the task until the action icons appear.
Click the "Edit" icon. The Task page opens with three tabs: General, Notes, ToDo’s.
General Tab
The General tab displays information about the task and lists resources.
Field Descriptions:
Task Name: Name of the task. You can update the name if needed.
Start Date: Start date of the task, calculated automatically by the system. You cannot edit this field.
End Date: End date of the task, calculated automatically by the system.
Duration: Duration of the task in days. You can update it only on the Gantt Chart.
Completion, %: Percentage of task completion.
Exclude from Schedule Duration: Check the box to exclude the task from the total schedule duration calculation.
Description: Description of the task.
Resource: Creditor/Supplier or Employee Contacts who can be assigned to complete the task.
Confirmed With: Name of the person the user confirmed the resource’s availability with. This field updates the Construction Worksheet.
On Date: The date the user confirmed with the person above. This field updates the Construction Worksheet.
For Date: The date the resource has confirmed they can start this task. This field updates the Construction Worksheet.
Assigning Resouces
CC Resources Subtab: Displays a list of Creditor/Supplier Contacts who can be assigned tasks for the job. Preferred suppliers for each cost centre are displayed in bold at the top of this list.
Employee Resources Subtab: Employee Contacts can also be assigned schedule tasks. These do not need to be active users in your system.
Current Tasks List: If a contact is scheduled to be on more than one job on the same day, those details will be listed here so you can see which jobs are in conflict and decide if a different resource needs to be assigned.
Notes Tab
Displays optional notes about the task. You can:
Add new notes
Edit existing notes
Delete notes
Adding Notes from Task Details
In the top right part of the list with task notes, locate the Add icon and click it.
In the Add note form, enter the note for the task.
When complete, click Add.
Adding Notes from the Schedule
The Notes column in the task list of the schedule shows the most recent note created so your team can stay informed about tasks. However, you can also add notes from the schedule without navigating to task details.
Open the schedule to view the list of tasks.
Find the Notes field for the task you want to add a note for.
Click the Add icon to the right of the field to create a new note.
In the Add note form, enter the note for the task.
When complete, click Add.
A new note will be created and added to the log along with the other notes in the Task Details section.
ToDo’s Tab
The ToDo's tab displays smaller ToDo tasks that are attributed to a parent task. ToDo tasks added to schedule tasks appear in the user's ToDo inbox. From here you can:
Add new ToDo items
Edit existing ToDo items
Delete ToDo items
To add a new ToDo task for a schedule task:
In the top right part of the list with task ToDos, locate the Add icon and click it.
In the Add ToDo form, enter the details for the ToDo task.
When complete, click Add.
Click Process to save.
By following these steps, you can effectively manage and track the tasks within your schedules, ensuring timely completion and optimal resource allocation.