Video Tutorial
Tasks Overview
Tasks have many similarities with Cases in the way they function however there are a few key differences. Tasks cannot be created independently and must be attached to 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. To create a new Task, only the mandatory fields (denoted by a *) must be entered before the Task can be created. Tasks can be edited at any time.
Task Details
The Task Details tab is where the primary information about the task is contained. The following fields are available:
| 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 tasks 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
The Assigned To tab specifies who is Assigned to the Task. The following fields are available.
| Assigned To | Clicking this icon will bring up versaCRM 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. |
| Ticket Status | Free text field. |
Notes & Resolution
The Task Notes & Resolution tab is where additional information about the Task can be stored. The following fields are available.
| 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
The Task Escalations tab allows recipients to be set to receive a notification when an Escalation Trigger is matched. The following fields are available.
| 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
The Forms tab allows Forms to be added to the Task. The following fields are available.
| Refresh | This button refreshes the screen so that the data is up to date. |
| Select | This button allows a Form to be selected and applied to the Task. |
Assets
The Assets tab allows Assets to be added to the Task. The following fields are available.
| Asset # Dropdown | This drop down menu specifies what ID will be used to add an asset to the Task. |
| Add Text | This freetext field is where to specify the ID of the Asset to add to the Task. |
| Add Button | This button adds the asset with the corresponding ID from the Add Text. |
| Search | This button will bring up the Asset window where Assets can be searched. |
Billing
The Billing tab allows billing to be added to the Task. The following fields are available.
| Company | This drop-down box 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 occurs 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 | This 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
The History tab stores the Tasks audit history. The following fields are available.
| Page Left | This button pages left if there are multiple pages of audit history. |
| Page Right | This button pages right if there are multiple pages of audit history. |
| Audit Log Entries | Each Audit Log Entry can be viewed in more detail by double clicking the entry. |