Tasks
Task can be added against a specific Contact / Property or User.
The following information can be added:
Contact - this is optional field that allows you to allocate a Contact against a task. Click on the drop down arrow next to the Contact field.
Property - this is optional field that allows you to allocate a Property against a task. Click on the drop down arrow next to the Property field.
Subject - enter a brief description of the task.
Body - enter the details of the task.
Date Added - this is a date and time stamp which is generated when the task screen is opened.
Date Updated - this is a date and time stamp which is updated when the Save button is clicked on the Task screen.
Owner - User who added the Task
Assigned To - User who will own and action the Task. By default the task will be assigned to the user created the task. To assign the Task to a different user click the drop-down button next to this field and select the User from the lookup table.
Email Assigned User - if selected when the Task is saved an email will be sent to the Assigned To User informing that a Task has been created for them.
Message Assigned User - if selected when saving the Task the Send Message screen will be displayed. The Contact and Property for the Message will be pulled through from the Task and the Message text will default to the Subject of the Task. The Assigned User will be automatically ticked and the Department filter will be set to that User's Department.
Always Show At Top (of the Correspondence screen). This is useful when a Contact has a large number of Correspondence and a specific Task containing important information needs to be highlighted .
Desktop Alert - when ticked a Desktop Alert (popup message) will appear with the details on the Task when the Contact or Property is found. When selected an option
Type - used to group Tasks together for reporting purposes
Priority - this defaults to Normal but can be set to High or Low.
Start Date - enter the date the task is expected to start. A time can be specified this will default to the current date and time.
Due Date - enter the date the task is due, this is used to calculate days overdue.
Completed Date - when the task has been completed enter the completion date and tick the check box. This will stop the task from appearing under the Tasks Tab on the Home Page.
Advanced Task Functionality
Advanced Task Functionality can be enabled which displays the ID on Tasks, a Merge button which enables Tasks to be merged and Correspondence tab which shows any Correspondence linked to a Task. This is no switched on by default but can be activated via a new System Configuration option 'Enable Advanced Task Management' located in System Configuration → General.
Uncompleted Tasks that have started (i.e. Start Date is in the past) will appear against the Assigned User in Priority order on their Home Page.
All all Tasks for a Contact/Property in the Correspondence screen. Completed Tasks are indicated by green icon
Outstanding Tasks show a red icon
The Date Stamp button will insert the current Date/time and current User's details into the Body of a Task. This is useful when adding to a Task, e.g. following on a conversation thread.
Task/Note Templates can be created to expedite frequently written Notes.