Tasks are the things that need to be accomplished on work orders. For service work, these tasks describe the specific requests from your customer. On new sales work, tasks are tied to specific parts that need to be installed. Regardless of where the task originated, the Project Task Report lists those tasks and provides the following details:
- – indicates that the task was added directly onto a project or work order and did not come from a sales order
- Task – the thing that needs to be completed. Sales Order tasks are usually the name of the item being installed. Service tasks are generally a description of the work to be completed.
- ETC – Estimated Time to Complete as defined on each item. These times can be modified by a project manager as well.
- ATC – Actual Time to Complete is a manually entered value on the task itself, usually by a technician
- If the ETC or ATC is printed in red, that means that it took more time to complete the task than was estimated.
- Priority – tasks can be prioritized using the list created at Settings > Pop Up Lists > Task Status
- Assignee – tasks can be assigned to specific technicians. If no tech has been assigned to a task, it will display Anyone.
- Status – the status of the tasks as set by the technician. Statuses are customizable by a system administrator in Settings > Pop Up Lists > Task Status.
- Desc – this is where notes to the technicians will be displayed. Notes can be entered by sales staff on proposals and sales orders or project managers on projects.
- Pictures – if a technician captures a picture for the task, it can be displayed here
- Notes – any task notes will be shown here, including the name of the user who added the note as well as a date and time stamp
There are several options to customize the Task Report available by clicking the Options button.
- Status – use the dropdown list to show only tasks with a specific status
- Task Complete – is the task done?
- Yes – shows tasks that have been marked completed. Completed tasks are designated by a specific status in Settings > Pop Up Lists > Task Status
- No – shows tasks that are not done
- Task Assignee – use the dropdown to show tasks assigned to a specific technician
- Task Priority – the dropdown is used to select a task priority to be displayed
- Work Order – pick a particular work order to show only tasks from that WO
- Project – show tasks for a specific project by choosing it from the dropdown
- Customer – see a list of tasks for a particular customer
- Phase – see any task that is associated with a specific Labor Phase
- Needs Attention – is there something outstanding on the task?
- True – shows tasks that need to be completed
- False – shows tasks that are done
- Wildcard Search – enter a text string to search tasks in task Description or Assignee
- Completion Date From – show tasks that were completed on or after the entered date
- Completion Date To – display tasks that were completed on or before the date
Pictures – if pictures have been added to a task, this checkbox will keep them from printing on the report.
Notes – hide task notes on the report
Task Description – exclude the task description from being displayed on the report
Task Status – remove the task status from the report
Time to – eliminate the ETC and ATC fields from the report
Project – check this box to group all tasks by the project name
Work Order – this box causes tasks to be grouped by work order
Phase – shows all tasks for a particular phase
Task Status – puts all tasks with the same status together on the report
Note: You can use multiple filters and checkboxes simultaneously to create the report of your dreams!
Exporting the Mix Analysis report into a spreadsheet program is simple, using the instructions available here: Dashboard > Exporting.
Here is a list of the useable export field names, along with a description
- assignedTo – the iPoint user who the task has been assigned to
- atc – the actual time to complete the task as entered on the work order
- description – the task description. This came come from the proposal, sales order, and/or the project
- etc – the estimated time to complete. This can come from the associated item or manually entered by a project manager when the task is created
- id_phase – the iPoint reference number to the labor phase associated with the task. Probably not a useful field to export.
- location – the specific location or room where the task is to be completed
- name – the task name. Sales tasks will typically be the same as the accompanying part.
- priority – the priority assigned to the task
- status – the completion status for the task.
- TempStorage::Work Order Task Portal Sort – this field stores temporary data and is not useful when exporting to a spreadsheet
- WO_CompanyInfo::LOGO – this is a graphic or image container field that cannot be exported
- WO_Tasks_Projects_Ref::name_Calc – the project number and name
- WorkOrder_Report_Notes::Note – additional notes added to the task
- WorkOrder_Report_Notes::z_creationAccountName – the user name of the person who added the additional task note
- WorkOrder_Report_Notes::z_creationTimestamp – the date and timestamp when the additional note was added
- WorkOrders::dateStart – the date of the first time entry on the work order where the task is assigned
- WorkOrders::id – this is another system field with information that probably isn’t helpful to export
- WorkOrders::id_Serial – the work order number where the task is assigned
- WorkOrders::name – the name of the work order
- WorkOrders::status – the status of the work order
- WorkOrders::Technician – the name of the technician assigned to the work order
- WorkOrders::TimeStart – the Start Time when the work order was to begin
- WorkOrders::Type – the type of work order
Note: any field that starts with an s_ is a summary field and is not useful when exporting to Excel.