Service Production Tasks and Timekeeping - Tutorial

How to Display a List of Tasks

1.  Navigate to the Production Board.

2. Click Menu (button) > Tasks.  

3. Set the filters as needed (See Modifying the List of Tasks' Display).

4. Click View (button).

How to Add a Custom Filter

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. Set your Filters (e.g. Date, Assign to and Status)

4. Click + (button).

5. Type a name for the filter in the block provided.

6. Click Save (icon).

How to Delete A Custom Filter

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks.  

3. From the top list of Custom Filters, select the Filter you want to delete.

4. Click - (button)

5. Click Yes (button) for confirmation.

Working with Tasks

How to Add a New Task

7. Navigate to the Production Board.

8. Click Menu (button) > Tasks.  

9. Click Actions (button) > Add a new Task.

10. Fill in the details on the popup as follows:

    1. Project = Select a Project from the dropdown list.

    2. Company = Select a Company from the dropdown list.

    3. Contact = Select a Contact from the dropdown list.

    4. Task from: Select the applicable radio button. The options are:

       1.  Project: There is a corresponding project you can select. 

       2. Items: There is a corresponding item you can select from the Items module.

       3. Custom: You are creating a custom task.

    5. Click Create Task (button).

    6. Edit the Task to complete the details that were not on the popup (see below).

How to Edit a Task

The Task Start and End Times are automatically updated as follows:

Start Time changed: End time is adjusted by adding the Estimate Hours to the Starting Hours.

End Time changed: The Start time is adjusted by subtracting the Estimate Hours from the End  - Start set to End - Est. Hr/s

Est Hr/s changed - End set to Start + Est. Hr/s

1. Display a list of Tasks.

2. Right-click the applicable task and select View / Edit Task from the context menu.

3. Edit the task as follows:

   1. Status = Select a Status.

   2. Status Bar = Type a note (optional).

   3. Required = Select a Date from the calendar.

   4. Time = Use the arrow keys to set a Time or type one in the block.

   5. Date = Select a Date from the calendar

   6. Customer = Select a Customer from the dropdown list.

   7. Contact = Select a Contact from the dropdown list.

   8. Category = Select a Category from the dropdown list.

   9. Description = Type a short Description of the Task.

   10. Est Hr/s = Type in how long you expect the task to take in hours.

   11. Assign the task to someone by selecting a user from the dropdown list next to Assign (button) and clicking Assign (button).

   12. Click Edit Specification (button) and describe what the user should do in the provided block.

   13. Click Add Attachment / Link and add a link or attachment if required (see How to Add Attachments / Links below).

4. Click Close (button).

How to Add Attachments / Links

1. Display a list of Tasks.

2. Right click the applicable task and select Add Attachments/Links from the context menu.

3. Fill in the details on the popup as follows:

   1. Description = Type a Description for the attachment.

   2. Type = Select a Type from the dropdown list. The options are:

      • Document (.pdf)

      • File

      • Link

      • Image (.jpg, .png)

      • Signature (Start)

      • Signature (Stop)

   3. URL/Filename = Paste a website address (or type it).

   4. Transaction Item = Select an item from the dropdown list of items linked to the task.

   5. Click Save (button).

   6. Click Close (button) if the popup is still open.

How to Open the Linked Transaction

1. Display a list of Tasks. 

2. Right-click the applicable task and select Open Transaction from the context menu.

How to Open the Linked Service Manager Ticket

1. Display a list of Tasks. 

2. Right-click the applicable task and select Open SM Ticket from the context menu.

How to Change Tasks' Statuses

1. Display a list of Tasks.

2. Select the Tasks you want to update (Use Ctrl + left click to select multiple tasks). 

3. Click Actions (button) > Batch Update.

4. Select Status on the dropdown list next to Update.

5. Select a Status from the dropdown list in the next block.

6. Click Update (button).

7. Confirm the change on the popup.

Note: A Task's Status can also be changed when in the Task Edit View once a Task is complete. 

How to Change a Tasks' Categories

1. Display a list of Tasks.

2. Select the Tasks you want to update (Use Ctrl + left click to select multiple tasks). 

3. Click Actions (button) > Batch Update.

4. Select Category on the dropdown list next to Update.

5. Select a Category from the dropdown list in the next block.

6. Click Update (button).

7. Confirm the change on the popup.

Note: A Task's Category can also be changed when in the Task Edit View.

How to Change Tasks' Start Dates

1. Display a list of Tasks.

2. Select the Tasks you want to update (Use Ctrl + left click to select multiple tasks).

3. Click Actions (button) > Batch Update.

4. Select Start Date on the dropdown list next to Update.

5. Select a Date from the calendar in the adjacent block.

6. Click Update (button).

7. Confirm the change on the popup.

Note: A Task's Start Date can also be changed when in the Task Edit View.

How to Change Tasks' Due Dates 

1. Display a list of Tasks.

2. Select the tasks you want to update (Use Ctrl + left click to select multiple tasks). 

3. Click Actions (button) > Batch Update.

4. Select Due Date on the dropdown list next to Update.

5. Select a Date from the calendar in the adjacent block.

6. Click Update (button).

7. Confirm the change on the popup.

Note: A Task's Due Date can also be changed when in the Task Edit View.

How to Assign Multiple Tasks

1. Display a list of Tasks.

2. Select the Tasks you want to update (Use Ctrl + left click to select multiple tasks). 

3. Click Actions (button) > Batch Update.

4. Select Assign to from the dropdown list next to Update.

5. Select a User from the dropdown list in the adjacent field.

6. Click Add (button) to Add the selected user or click Remove (button) to remove the selected user.

7. Confirm the change on the popup.

Working with Timekeeping

How to Start Timekeeping for a Linked Task

1. Display a list of Tasks. 

2. Click the Task you want to start.

3. Click Actions (button) > Start.

4. The Actual Hours column (Act Hr/s) will be highlighted on the active task.

How to Start Timekeeping for an Unlinked Task

1. Navigate to the Production Board. 

   1. • Note: This feature is available from Menu (button) > Projects or Menu (button) > Tasks.  

2. Click Actions (button) > Start (Unlinked).

3. Fill in the following details on the popup:

   1. Customer = Select a Customer from the dropdown list.

   2. Reference = Select a Reference from the dropdown list, or type one if there is no list.

   3.  Type a Note in the block provided of duties completed.

   4. Click Stop (button).

How to Stop Timekeeping

1. Navigate to the Production Board.  

   1. • Note: This feature is available from Menu (button) > Projects or Menu (button) > Tasks. 

2. Click Actions (button) > Stop.

3. On the popup:

   1. Type a Note in the block provided of duties completed.

   2. Click Stop (button).

   3. Click Close (button).

How to Unstop Timekeeping

1. From the popup where you just clicked Stop (button), click Unstop (button).

   • Note: If the popup was closed, you cannot go back to it and unstop it. You must start the timekeeping again.

How to Delete a Timekeeping Record

1. From the Production Board, click Actions (button) > Edit or Stop under the Timekeeping heading.

   • Note: This feature is available from Menu (button) > Projects or Menu (button) > Tasks. 

2. Edit or Stop a Timekeeping record. 

3. From the popup click Delete (button).

   • Note: This feature is to delete timekeeping records that were started in error.

How to Edit an Open Timekeeping Record

ℹ️ This feature is for users to make notes or comments while they are busy with the task.

ℹ️ You can also edit an Open Timekeeping Record by right-clicking the record and selecting Edit Timekeeping from the context menu.

1. Display a list of Tasks. 

2. Click Actions (button) > Edit.

3. Type any notes in the block.

4. Click Close (button) or Stop (button) whichever is applicable. 

Modifying the List of Tasks' Display

How to Rearrange Tasks

ℹ️ Tasks are ordered when an Operator is assigned and the Task is Active. 

When a Task is assigned to a different Operator, it is moved to the bottom of the new Operator's list. 

The Ordering of Tasks in the Tasks View is only enabled when the following data filters are set: Date = No Date; Assign to - User selected Status = Active.

When Tasks are in an ordered view, the Acc Hr/s (accumulated hours) field is populated, and sorting/filtering is disabled in the Grid View. 

1. Display a list of Tasks. 

2. Right-click a task you want to move and select Move Up or Move Down from the context menu.

How to Order Tasks by Start Date

1. Display a list of Tasks. 

2. Click Actions (button) > Order by Start.

3. Confirm the change on the popup.

How to Filter Tasks by Required Date 

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. Select a Date option next to Date.

4. Refine the dates in the fields provided if applicable. (This option only applies to certain date selections.)

5. Click View (button).

How to Filter Tasks by Project

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks.  

3. Select a Project on the dropdown list next to Project.

4. Click View (button).

How to Filter Tasks by Status

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. Check or uncheck the checkboxes next to the Statuses: Pending, Active, Complete.

4. Click View (button).

How to Filter Tasks by User

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. Select a User from the dropdown list next to Assign to.

4. Click View (button).

How to Display the Number of Hours Taken

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. Check the checkbox next to Show Hr/s.

4. Click View (button).

How to Apply Pre-set Custom Filters

1. Navigate to the Production Board.

2. Click Menu (button) > Tasks. 

3. From the top of the screen, select a filter from the dropdown list next to the + - buttons. (E.g. User - Active to display all the user's active tasks).

4. Click View (button).

Related Topics

• Tutorial: Production Views

• Tutorial: Projects

• Reference: Production Board