Creating tasks

To create a task:

  1. Select Maintenance > Optional Modules > Task Management > Create Task.
  2. Specify this information:
    Load from Template
    (Optional) Select a template using the lookup to load task information from a template. A template can be created using the Create Task pages. If you select a template, the remaining fields in the task setup are pre-populated from that template.
    Task Name
    Specify the task name. This name is displayed in the task assignment calendar for store managers to assign.
    Description
    (Optional) Specify additional details about the task.
    Category
    Select a category using the lookup.
    Priority
    Select a priority using the lookup.
    Start/End
    Select the date range for the task using the calendar. These fields default to the current date, even when a template is used.
    Must Start By
    (Optional) Select the date that the task must be started by using the calendar.

    This field may be used to help with time management when tasks require a long time to complete, mitigating the possible effect of procrastination.

    Must Not End Before
    (Optional) Select the date that the task must not end before using the calendar.

    This field may be used to help with time-sensitive actions such as a release date or marketing change that cannot be completed early.

  3. Click Next.
    The Task Steps page is displayed. You must create at least one step within the task, but you can create as many steps as required. Each step can have detailed information and can be assigned individually at the store level.
  4. Specify this information for each step:
    Step Name
    Specify the step name. This name is displayed in the task assignment calendar for store managers to assign.
    Description
    (Optional) Specify the details on what needs to be accomplished during the task step.
    Hours Allocated
    (Optional) Specify the total number of hours that are estimated to complete the task. Currently for information and reporting only. The information in this field does not affect the store budget at this time.
    Number of Employees Required
    (Optional) Specify the number of employees that are required if the task requires more than one employee together. This information can be used for tasks that require team lifting or a two-person assembly job.
    Start/End
    (Optional) Select the date range for the task step within the task using the calendar.
    Skill
    (Optional) Select the skill that is required for the task using the lookup. At this time, this skill is not used when completing task assignments. This field is available as information only.
    Job(s)
    Select the jobs that are required for the task. At this time, these jobs are not used when completing task assignments. This field is available as information only.
    Attachments
    (Optional) Select attachments to add to the task step. These attachments can be Excel files, images, PDFs, or any other file format that you want to upload.
  5. Click Add Step.
    The step is added to the task in the left pane.
  6. Specify additional task steps as required.
  7. Click Next after all the steps have been added.
    The Distribute Task page is displayed. The location hierarchy is displayed in the left pane and the selected teams are displayed in the right pane. You can use this combination to select all or part of the hierarchy, and then individually select or de-select locations before performing the task assignment.
  8. (Optional) Select a saved distribution group from the Load a Saved Distribution Group lookup.
    After you have selected locations for a task, you can click Save as Distribution List to create a distribution list for future use. After those lists are created, you can load them using this lookup.
  9. Select one or more locations from the left pane.
    The selected teams are displayed in the right pane.
  10. Select the teams in the right pane, and then click Next.
    The Notifications page is displayed. Currently, there are no configuration options in this page. By default, the system notifies the store manager when a new task is assigned and the task owner when the task is 100% complete.
  11. Click Next.
    The Review and Send page is displayed.
  12. (Optional) Click Save as Task Template to save this task as a template for future use.
    For global use, first select the Is Global? check box.
  13. Click Send to send the task out to the gatekeeper.
  14. Click Done.