Tasks
Task, track, complete.
About Tasks
Tasks are vital components that encompass various forms of engagement, task management, and interactions between Employees and your business Contacts, Accounts, or Orders. These interactions could range from discussions to task completion, making them fundamental in ensuring effective communication and task organization.
Here's a breakdown of how tasks are utilized and their associated attributes:
| Field | Description |
|---|---|
| Name | The name assigned to the Task, providing a brief but informative title that helps identify the nature of the engagement. |
| Order | An optional link to an Order, indicating any relevant Order associated with the Task. This helps in tracing the context of the task within the order framework. |
| Account | A mandatory link to an Account, connecting the task to a specific Account. |
| Contact | A mandatory link to a Contact, indicating the individual or person the task pertains to. |
| Executor | The individual or Employee responsible for carrying out the task. This clarifies who is accountable for its execution. |
| Planned Date | The date when the task is scheduled to occur, allowing for proper time management and scheduling. |
| Type | The categorization of the task, which could be a meeting, call, task, or any other relevant classification. |
| Due Date | The deadline for completing the task, helping in prioritizing and managing tasks effectively. |
| Expected Duration | The expected time for completing the task. Read-only populated by Flow Manager. |
| Priority | A classification of the task's importance, aiding in task prioritization and resource allocation. |
| Status | The current stage of the task, providing insights into its progress and whether it's in preparation, in progress, paused, rejected or done. |
| Created Date | The date when the task was initially created, offering historical context. |
| Updated Date | The date of the most recent update or modification to the task's details. |
| End Date | The date when the task was concluded or completed, marking its finalization. If left blank, auto-populated when status is changed to done. |
| Time Spent | The time loged on execution of the task. This is auto-populated when status is changed to done. |
| Is Private | An option to flag an task as private, ensuring that only the creator has access to edit it. |
| Description | A space for freeform text entry where you can provide a detailed description of the task, its purpose, and any relevant information. |
| Alarm | An optional feature that, when set, triggers a Notification when the planned date of the task is nearing (15 minutes before). |
Additionally, Tasks are related to other entities as follows:
- An task can be associated with zero or one Order.
- An task is linked to one Account.
- An task is connected to one Contact.
- An task can have zero, one, or more associated Files.
- An task can have zero, one, or more associated Notes.
- An task can be associated with zero or one Address.
Task management
The concept of Task ownership plays a significant role in responsibilities and access privileges. Tasks can have one or more Employees associated as owners (implicitly viaPositions ), but the designated executor is the primary owner responsible for its execution. While the initial owner is often the same employee who creates the task, in certain scenarios such as production workflows, tasks may be initially assigned to multiple positions. In these cases, a transition occurs where ownership is consolidated to the executor, leading to a more focused and streamlined execution process.
Ownership Transition and Executor Role
Initial Ownership: When an task is created, the individual initiating the task becomes its initial owner. This person possesses comprehensive access rights to edit all fields related to the task.
Executor Assignment: In specific order workflows, tasks may be pre-assigned to multiple positions. However, at a certain point, ownership is consolidated to the designated executor, who assumes full responsibility for executing the task.
Differences in Owner and Executor Privileges
Owner Privileges: The owner of an task enjoys extensive access rights, including the ability to edit all fields associated with the task. This empowers them to make comprehensive changes and updates, ensuring that the task is accurately represented.
Executor Privileges: The executor of an task has a more focused role. They can add notes and files to the task, enhancing the documentation and context associated with the task. Additionally, the executor can modify the description and status of the task, reflecting any changes or developments that occur during its execution.
Collaboration
The ownership and executor structure not only delineates responsibilities but also enhances collaboration. As tasks progress, the executor can collaborate with the owner through added Notes and Files, ensuring that vital information and updates are shared efficiently.
Order Tasks
Order Tasks screen is interface designed to display a specialized view of Tasks. This view exclusively showcases tasks created by Order flow and that fall under two specific criteria.
- Firstly, it includes tasks that have been directly assigned to you.
- Secondly, it includes tasks that have the potential for you to assume ownership by taking them over (by pressing take-over action icon)
These tasks are referred to as Order Tasks due to their origin.
The purpose of this screen is to present you with a clear and focused presentation of tasks that are relevant to your involvement.