Task managerTask Manager

The Task Manager is your one-stop shop to look at every task in the iPoint system. Typically used by Project Managers, this screen gives you a quick synopsis of the tasks that your technicians need to complete.

Header

The Header of the window has three ways to find the tasks you want to view.

  • Wildcard Search – type any words or numbers to show tasks that use that phrase. This will search project names, task names, part names, and comments.
  • Bulk Options button – this button gives you three actions to help you manage your tasks
    • Complete Selected – click this button to mark all tasks that have been selected as done or complete
    • Select All – this button checks the select option on any visible task. Use the Options button or Wildcard Search to narrow down the list. Then select all will check those that are displayed.
    • Select None – this works just the opposite of select all. It clears all the select checkboxes.
      Task Manager OptionsTask Manager Options
  • Options – here you can filter the list of tasks by a number of different fields. Let’s look at the options individually.

Status – Filter by a Task Status, select the option from the dropdown menu.
Task Complete – “Yes” will show only completed tasks, while “No” will show tasks that have not yet been completed.
Task Assignee – Show tasks that have been assigned to a particular user or technician.
Task Project Manager – Show tasks that fall under the supervision of a particular Project Manager.
Task Sales Rep – Display tasks that apply to a specific Salesperson’s jobs.
Task Priority – Show only “high priority” tasks, for example.
Phase – Pick a labor phase to reveal tasks associated with that phase of the job.
Task Needs Attention – This is how you find tasks that are missing certain data. “True” returns tasks that need to be finished. “False” shows tasks that are completed.
Task Completion Date From or To – Use these date fields to find tasks that were done during a specific date range. You might look at everything completed last week, for example.
Project – Just show the tasks for a particular Project. The dropdown menu will show all non-archived Projects.
Project Status – Show tasks where Project Status is… Project Statuses are defined by system administrators in the settings module.
Project Custom 1 and Project Custom 2 – These are extra fields where your company can choose to track information that is not already defined in iPoint. If your system administrator has enabled these, they may be called something different and will have options defined by your admin.
Archived Projects – “Show Only” will only display tasks from archived projects. “Don’t Show” will show tasks from active, non-archived projects. “Show All” shows every task, regardless of the archive status of the project.
Work Order – This dropdown list will show a list of all non-archived Work Orders. Choose one to see just the tasks for that work order.
Customer – Want to see the tasks for a particular customer? Here’s where you’ll select their name from the list of customers in your iPoint CRM.
Start Date From and To – Use this date range to find tasks that were started between particular dates. This is a great way to find stuff from last month that isn’t yet completed.

Finally, once you have filtered your list using the options above, you can Print it, Save a PDF to your hard drive, View PDF, or Email the report to your favorite friend or customer.
Note: The report that is sent is the Task Report, found in Reports > Projects > Task Report.

Task List

OK, now that we understand how to sort and filter the list, let’s look at how to use the information displayed.

Task Header Details
Task Header Details

Tasks are grouped together by Project. Each project has a black header that displays
  • Expand Task icon – Expand arrow. Toggle this arrow to expand or minimize the list of tasks under the project.
  • Add Task iconAdd Task button. This will add a new task line in the project.
  • Project Name – The project name is a link to the project. So if you’d rather look at the project itself, just click the name to open the project window.
  • # Tasks – The number of tasks will be displayed. Filtering the task list using the Options button will change the number of tasks displayed.
  • Total ETC – This number is the Estimated Time to Complete the tasks displayed. Remember, the ETC comes from the install time on each of the items associated with the task.
  • Select Tasks icon – clicking on this toggle checkbox will either select or unselect all displayed tasks in the project.

Task Details
Task Details

The task itself has a number of buttons to show more details.
  • Non-Part Task This icon means the task was added from the Project or Work Order and not from the Sales Order.
  • Edit Task Details Click this button to open a detailed Task Detail window. (see below)
  • Task Complete A tick in this box means the task is completed.
  • Assigned Dropdown – Click this dropdown menu to assign the task to a particular Technician.
  • Task Name – This is the name of the task itself. If the task was automatically generated from the sales order, the task name will match the name of the part it is associated with.

The Task Icons will indicate if there is additional information. A blue icon indicates that there is information, while a black icon means the related field is empty.

  • Task Description iconTask Description – the description typically comes from either the part master or a salesperson adding a technician description.
  • Punchlist iconPunch List – from here you can assign a punch list that technicians must complete prior to marking the task complete.
  • Part iconPart Details – if there is a part associated with the task, you can see it by clicking this icon.
  • Part Notes iconPart Notes – add or read task-specific notes by clicking on this icon.
  • Parts Media icon *Part Media*- review or add task media, like pictures or PDF part sheet, by clicking here.
  • Select Part iconSelect – place a check in the select box to use the Bulk Options > Complete Selected button described earlier.

Click on any of the icons to open that field and add or edit the content. Click the Punch List icon to select a different punch list, for example. Or click the Media icon to add or view a task-related picture.

Task Details - enhancedTask Details - enhanced

Task Details (detailed)

The enhanced details window lets you see task details in a bit different way. Across the top are navigation buttons which focus on specific details in the middle of the screen. Menu options include:

  • Task Description
  • Assignments which includes priority, task phase, location, status, and both ETC and ATC.
  • Scheduled, Actual, and Due date and time fields.
  • Punchlist
  • Associated Part along with quantity and delivery options
  • Notes
  • Media
Last modified: 31 Jan 2020

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