Tasks Overview

Video Tutorial

Overview

Tasks share similarities with Cases in the way that they function however there are a few key differences. Tasks cannot be created independently and must be attached to either a Case, Problem or RFC. Tasks can be assigned to Users and non-users of versaSRS and can also be linked together sequentially to trigger Workflow.

A Task has a required set of fields and a number of possible actions that can take place. When creating a new Task, the mandatory fields (denoted by a *) must be entered before the Task can be logged. Tasks can be edited at any time.

NOTE: It is possible to change the default labels for the visible fields and the drop-down list values that are available within the Task Tabs. Due to this those in your system may differ from those shown below.

Details

This tab is where the primary information about the Task is contained and the categorisations set.
The fields/controls in the Details tab are as follows:

Field/Control	Description
Task *	The name of the Task
Details	A more detailed description of the Task
Logged By	This field is automatically populated by the application with the details of the system User who originally logged the Task
Task Type	The Type of Task, selected from the drop-down list options
Status *	The Status of the Task, selected from the drop-down list options
% Complete	The percentage of the Task that has been completed, selected from the drop-down list options
Risk	The Risk associated with the Task, selected from the drop-down list options
Due Date *	The Due Date of the task, selected from the date picker icon
Task Custom 1	Custom field for further categorisation
Task Custom 2	Custom field for further categorisation
Task Custom 3	Custom field for further categorisation
Task Custom 4	Custom checkbox for further categorisation
Send/re-send task notification	If checked will send the Task Assignment Notification to the assigned user. The Task Assignment notification is defined in the Team Settings.
Include attachments with notification	If checked will include attachments with the Task Notification

Assigned To

This tab specifies who is Assigned to the Task. These details can be selected from the versaCRM and all available fields auto-filled.
The fields in the Client Details tab are as follows:

Field	Description
Assigned To	Clicking this icon will bring up the versaCRM Address Book where a Contact can be selected to be assigned to the Task
Distribution Group	Allows the Task to be assigned to a Distribution group containing multiple people
Assign To Me	This button will assign the task the User creating it
Company	The Company Name for the assigned user
Job Title	The Job Title for the assigned user
First Name *	The First Name of the assigned user
Last Name *	The Last Name of the assigned user
Email *	The Email Address for the assigned user
Phone	The Phone number for the assigned user
Division	The Division of the assigned user
Department	The Department of the assigned user
Location	The Location for the assigned user
Computer	The Computer for the assigned user
Username	Free text field

Notes & Resolution

This tab allows for storage of additional information about the Task.
The fields/controls in the Notes & Resolution tab are as follows:

Field/Control	Description
Notes	Text area where notes about the task can be recorded and saved.
Resolution	Text area where information about the Resolution of the Task can be recorded and saved.
Reason for Rejection	Text area where the Reason for Rejection can be recorded and saved.

Escalations

This tab allows recipients to be set to receive a notification when an Escalation Trigger is matched.
The fields/controls in the Escalations tab are as follows:

Field/Control	Description
Trigger Date/Time	Allows a date and time to be set which becomes the trigger for the Escalation Notification.
Recipients	Recipients email address can be specified in this field to receive the Escalation Notification. Email addresses are to be separated by a semicolon.

Forms

This tab maintains a record of all Forms that have been associated with the Task.
The controls in the Forms tab are as follows:

Control	Description
Refresh Button	Refreshes the page showing the most up to date display of the Forms within the Task
Select Button	Allows selection of a Form to add to the Task
Delete button	Removes the Form from the Task

Assets

This tab allows the linking of an Asset to a Task as well as showing the current Assets that are already linked.
The fields/controls in the Assets tab are as follows:

Field/Control	Description
Page left and right arrows	Changes page if the number of Assets on the Task requires multiple pages to display
Asset ID drop-down	This drop-down list allows the selection of the Asset reference type that will be used to link the Asset
Asset ID field	Text field to input the numeric ID of the Asset that is to be linked to the Task
Add button	When the ID has been entered the User can click Add to link the Asset to the Task
Search button	This can be used to search for Assets that have been created in the system
Remove button	Removes the Asset from the Task

Billing

This tab allows Billing information to be entered.
The fields/controls in the Billing tab are as follows:

Field/Control	Description
Company	This drop-down allows the selection of the Primary or Secondary Requestor to be used as the Company to which the billing applies
No Charge checkbox	Specified if work done on the Task is not to be charged to the Company
No of Transactions	Allows the User to enter the number of transactions that occur on the Task
Estimate	Allows the User to enter an estimated time for resolution
Time Billed	Allows the User to enter the actual time that will be billed for a single transaction
Set as Cumulative checkbox	If checked, will set the Time Billed row as the Cumulative amount
Cumulative	Sums up the total amount of time worked on the Task
$ Charge	Specifies the amount charged for the Task
$ Quote	Specifies the quote given for the Task
Set As Charge button	Sets the $ Quote amount to be the $ Charge amount
Ref. Num	The billing reference number related to the Task
Notes	Allows the User to enter plain text notes

History

This tab contains the Audit history of the Task.
There are five tabs within the History tab which are as follows:

Tab	Description
History	This tab shows all of the available audit log history for the Task
Comments History	This tab shows the audit log history for Comments only
Correspondence History	This tab shows the audit log history for Correspondence only
Alert History	This tab shows the audit log history for Alerts (i.e. Due Date Alerts) only
Attachments	This tab shows all of the attachments on the Task