Task List Entry

The Job Maintenance Detail Window must be completed before you can assign tasks to the job. Refer to Workflow|Maintenance|Job Definition|Job Definition.

1. Click <Task List> from the Job Maintenance Detail Window to display all tasks based on the Task List Defaults defined in the Database for the specified jobtype. To add more tasks, click the Add icon then select task(s). If more than one task was selected, click the radio button located beside the task then use the Up/Down icons to move tasks into the correct position. To delete a task, click in the Del box on the same row of the task you want to delete then click the Save icon.

Task List Entry

2. If this is a preexisting job, you may copy a task list from another job. Click the Copy Task List icon to display the Copy Window. Key the job from which you want to copy information in the Job to Copy field then if you want to copy employees assigned to the task list in the From job, click in the Copy Assigned Employees box. Click <OK> to copy the task list and if applicable, the employees to the job you currently have open. If a default task list displays for the preexisting job, it will be overridden with the task list of the job you are copying.

Note: If the preexisting job already has a task list, the Copy Task List icon does not display. You must delete the task list first before the copy icon will appear. To delete tasks, click in the Del box next to each task then click the Save icon .

3. The Job Number/Component, Start Date, Status, Client, Division, and Product display from the Detail Window. To see the description of the job, move your cursor over the ellipses located beside the Job Number/Component field.

4. Key any Comments, then key Start Dates and Due Dates for each task. To automatically figure Start Dates and Due Dates, see Automated Scheduling. To arrange tasks in start date or due date order, just click the Start Date heading or the Due Date heading.

Note: The system checks for any company level or employee level blocked dates when start dates and due dates are entered and saved. If an employee is assigned a task on a date that has been blocked, an error message displays and the employee can not be used for that task.

5. When adding new tasks, if you want employees assigned to the prevous task copied to the newly added task, click in the "Automatically Copy Assignments From Previous Task" checkbox.

6. Assign employees and hours to each task using the Assign Employee icon . When the Assign Employee Window displays, click the Add icon to display a list of employees. Select employees you want to add to the task then click <Select> to return to the Assign Employees Window. The selected employee(s) displays along with a field to enter the hours that it will take to complete the task. Key the hours in the Hours field. When finished, click the Save icon to return to the Task List Window. The employee(s) you added to the task displays along with the specified hours. Repeat these steps for each task.  

Note: If estimated hours were keyed for an employee when setting up the task list for the job, then these hours will be included in the email to employees.

7. If desired, use the Copy Assigned Employee feature to copy employees that have been set up for one task to another task. If you want to copy employees from the first task to the second task, select 1 from the From drop-down list then select 2 from the To drop-down list and click <Copy Assigned Employees>. To copy employees from any one task to all tasks, click the To All radio button then click <Copy Assigned Employees>.

Copy Assigned Employees

Note: When sequencing tasks, keep in mind that when an employee marks a task as complete, the employee who has the next open task is notified.

8. If you want to attach any notes to the job, click the Notes icon .

9. Click the Notify First Open Task icon to notify team members assigned to the first task. Afterwards, each time a task is marked completed, an e-mail message is automatically sent to the team members who have the next available task to complete.

   Or

   If you want to notify all team members, click the Notify All icon . However, employees who have already completed their tasks are not notified. To copy other team members, click the Create CC List icon . Select employee from the Workflow Resources list then click the Right Arrow button to add the name to the CCed Resources list. Click <Save>. To notify workflow resources on the CCed Resources list, you must click the Notify CCList icon .

10. To add tasks which may not be used regularly, click the Add icon on the Task List Entry Window to display a list of tasks. Select a task or key the task in the field provided below the list of tasks then click <Add>.  To delete a task, select the task then click <Delete>. This feature eliminates the need to set the task up first in the database.  However, once a task is added using this feature, it is automatically added to the Task List Database.

Select Tasks Window

11. See Automated Scheduling for a discussion on the Start and Due fields.

12. To return to the Detail Window, click <Detail>. Click <Memo> to set up memos. Click <Task Codes> to display the Task Codes Window where you may add a new task code to apply to the job on which you are currently working. When finished, click the Back icon to return to the Task List Window.

13. Click the Save icon.

Note: When a job is completed, a Reactivate button appears on the title bar. As with all jobs, all tasks must be completed before the job is marked as completed again.