CMS - Tasks

Created by Mienette van Heerden, Modified on Mon, 3 Feb at 8:00 AM by Glennise Pretorius

This latest feature seamlessly merges the functionalities of two existing features, To-do's and Jobs, providing users with a more streamlined and comprehensive task management experience.

1. Navigating the Tasks Page

Navigation: Global Overview > Manage > Tasks

The tasks page introduces three automatically filtered tabs, simplifying the tasks' progress and decluttering the task world.

1.1 Active Tab

On this page, it will display all tasks which is active and still before the due date.

Each task clearly indicates relevant details:

Task Reference - first three letters of community name and task ticket number (system generated)
Title of Task
Task Category and Type
Community Name
Area - in the community where this task is applicable
Due Date
Assignee - the person responsible for the task
Paperclip - Shows the amount of attachments
Speech bubble - if there is any feedback on this task.

1.2 Overdue Tab

On this page, it will display all tasks which have not been marked as completed before or on the due date selected when the task was added.

1.3 Completed Tab

Displays all tasks marked as completed. The tasks will automatically move to the completed tab once marked as complete.

2. Filtering, Searching & Sorting Tasks

Navigation: Global Overview > Manage > Tasks

2.1 Filter Option

By clicking on the Filter icon in the top right corner, next to the Add button. The filter dropdown will appear where there are multiple filter combinations that can be applied to assist the managing agent to be able to be more efficient in managing multiple tasks.

All these filters can be cleared by clicking on the cross next to the respective applied filters.

2.2 Search Option

Search tasks by Task Title, Task Reference, and/or keywords in a task description.

2.3 Sort Option

Sort payments by Task Reference or Due Date by clicking on the sort Icon next to the text box.

3. Adding a Task

Tasks can be created from:

The Calendar Sidebar
Tasks Page

3.1 From Calendar Side Bar

Navigation: Global Overview > Calendar Icon > Add Task

Click on the Calendar Icon, and the Calendar sidebar will appear with the option to directly add a Task from here.

A pop-up will appear, this is where the property managing agent will need to select the relevant community to which the task must be added.

Once the community has been selected another pop-up will appear. The only mandatory fields are the Task Title, Due date, & Assignee. The rest of the details can be added at a later stage in the How To: Edit a Task

3.2 From the Manage Tasks Page

Navigation: Global Overview > Manage > Tasks > Add

In the top right corner, there is an Add button, new tasks will be created from here.

A pop-up will appear, this is where the property managing agent will need to select the relevant community to which the task must be added.

3.3 Task Types

Once the community has been selected another pop-up will appear. The only mandatory fields are the Task Title, Due date, Recurring End Date & Assignee. The rest of the details can be added at a later stage in the How To: Edit a Task

3.3.1 Once-off Task

Once-off tasks are specific tasks, projects, or activities that are performed only once, without repetition.

The only mandatory fields are the Task Title, Due date & Assignee and the recurring type will default to Once Off.

Important: All tasks are by Default ticked as internal tasks. If a task is marked as an Internal task, trustees will not be able to view these tasks only the property managing agents will be able to.

3.2 Recurring Task

A recurring task is a project-related task that can repeat at regular intervals (such as daily, weekly, monthly, etc) and always has the same duration and attributes.

Recurring Types:

Once-off - Default
Weekly
Monthly
Yearly
Last day of the Month
Every Second Week

Insert the Recurring End Date, the recurring tasks will auto-generate until the specified end date. If the task is recurring and has no "end date", simply select the date far into the future to ensure that the task is generated each year.

Once the task has been created it will reflect under the Active Tab. The recurring task will have a recurring icon on each card, to indicate it is a recurring task.

Important: When selecting a due date that is not on the last day of the month, but select the "last day of the month" option, the due date will automatically change to the last day of the current month.

If the "Last day of the month" option is selected before changing the due date, the due date will automatically update to the last day of the current month.

If the 31st is selected as the due date, the recurring option will automatically update to the "Last day of the month" option.

The following email will be received by the assignee who was selected when creating the task. If a supplier has been selected the supplier will also receive an email notification.

4. Edit and Change Task Status

Navigation: Global Overview > Manage > Tasks

By clicking on the task in any of the filter tabs it will open the Task Card.

4.1 Edit Task Option

If there are any amendments to a task such as the title, due date, and assignee without wanting to add details it can be updated here.

When editing a recurring task, by default it will only edit that task card selected in the recurring series. If the same amendment applies to all future tasks in the recurring series, simply toggle the box to apply the amendments to future recurring tasks.

Edits only apply to the current task and all future tasks within the recurring series, there will be no changes applied to any tasks that predate the day of the amendment. Any edits made to a recurring task series will display on all future tasks feedback log too.

Note: The due date of a task cannot be set to a date earlier than the due date of any preceding task in the series.

4.2 Add Details Option

If no details were added with the initial adding of the task and/or if there are amendments to the Task details to be made it will be done under this option.

Area: Common Property, Unit or both
Task Category: Nature of the Task
Task Type: Provide more detail of the nature of the job
Contact: Normally the person who reported the job
Task Description: This is to provide more details when trustees log in, to view tasks created

Important: You are not able to remove or replace an attachment loaded on a Task. There is no undo function. Please ensure that you upload the correct documentation otherwise you will need to create a new task.

4.3 Manage Suppliers Option

If no supplier details were added with the initial adding of the task and/or if there are amendments to the supplier selected it will be done under this option.

On this page under the supplier heading is where the supplier or multiple suppliers can be selected for the Task. The supplier email message is a mandatory field and all suppliers selected will receive the same email.

Note: If there is no supplier email under the supplier profile this supplier email function will not work. Please ensure that your supplier profiles are complete with all the needed information.

4.4 Task Status Change

As default any task which has been created the status will be In Progress. This is indicated in the top left corner of the Task Card pop-up.

There are four statuses that can be applied across all three filter tabs by simply clicking on the dropdown arrow to the right of the status.

Any changes made to a Task card will be noted at the bottom of the task card.

5. Feedback on Tasks

Feedback on Tasks is really important to keep all parties involved and in the loop regarding tasks. This is done by adding feedback in the task updates text box. Attachments can be added by clicking on the paperclip icon.

When ready click on the dropdown arrow next to the Send Notification option, and a dropdown will appear that lists all related parties to the Task: including the Assignee, Contact, and person who created the task.

By clicking on the relevant parties there will be a tick next to each user's name this will indicate that this user will receive this notification once the submit button is clicked.

Once feedback is submitted this action will be added to the feedback thread which is displayed at the bottom of the task card.

Alternatively, this feedback thread is also available on the tasks page to the far right next to the paperclip icon.

6. Exporting Tasks

Navigation: Global Overview > Manage > Tasks

Exporting a list of tasks is now available, on the Tasks page next to the filter option icon there is a download icon. When clicking on this icon it will only export the task of the specific filter tab i.e. Active, Overdue, or Complete.

7. Removing Tasks

Navigation: Global Overview > Manage > Tasks

Tasks can now be deleted, this is a permission-based function. Click on the task card and on the pop-up there will be a red trash can. This is the option to delete the task.

When deleting a once-off task there will be a pop-up prompt to remove this task.

Recurring tasks can also be deleted, this is a permission-based function. Click on the task card and on the pop-up there will be a red trash can. This is the option to either delete only this specific task in the recurring series or all of the tasks in the recurring series.

When deleting a recurring task there will be a pop-up prompt with two options to select from.

Once a task once-off and/or recurring has been deleted, the task cannot be retrieved, reinstated, or viewed again. There will only be an audit trail entry to note the deletion.

Note: All functions can be done on a Community Level by Navigating to the house Icon

Select from the dropdown list the relevant community you would like to create a task in and navigate to the Manage> Task Page.