Task

by vandberg published Feb 24, 2012 05:05 PM, last modified Jun 23, 2017 02:36 PM
Component Instructions

Function:

Establish tasks related to a vendor contract and assign groups of employees to perform the tasks. 

Operation:

From the menu, select:

Main Menu > UWO Financial Services > Contract Tracking > Task 

Select or enter the task -- See Using Search Dialogs

Task

Task 1 

Each task is associated with one contract.  The Contract Number and Contract Title from that contract are displayed.  There may be more than one task for the same contract.

The Task ID is a number to identity a task that is automatcially assigned when the task is created.

 Different contracts may have similiar tasks, so you can select a Task Template instead of entering the same information for each contract.  The template can supply the Description, Long Description, Months Until Task Is Due Again, Days Notice Preceeds Due Date, Days Until Notice Repeats and Task Messages.  Some templates may not include all of these fields.

( See Task Template instructions )

Click the Override button if you want to enter unique information for the task in some of these fields, while keeping the template values for others.  An override field will appear beneath each template value.  If you enter anything in one of these fields, this task will use instead of the template value.

Enter a Description and a Long Description for the task.  The Description will appear in the subject of the email notices for the task.

Enter the number of months in the cycle for the task in Months Until Task Is Due Again.  Each time the task is finished, the Task Due Date moves ahead this number of months.

Enter the number of days before the Task Due Date when the intial notice should be sent in Days Notice Preceeds Due Date.

Enter the number of days in the interval for reminder notices in Days Until Notice Repeats.  After the initial notice, another notice will be sent at the end of each repeat interval until the task is finished.

Task Status shows where the task is in the cycle of sending email notices.

    • Scheduled to Send Notice
    • Notification Has Been Sent
    • Not Completed by Due Date
    • Stop Performing Task

One or more buttons will displayed that you may click to change the status of the task.

    • Mark Task Finished -- Moves the Task Due Date ahead by the Months Until Task Is Due Again, increments the Task Cycle and sets the Task Status to Scheduled to Send Notice.
    • Reschedule Task -- Allows you to enter a new Task Due Date and sets the Task Status to Scheduled to Send Notice. 
    • Cancel Task -- Sets the Task Status to Stop Performing Task.  Do more notices will be sent for the task as long as it remains in that status.

Tasks associated with expected payments are automatically marked finished when the correct amounts are received.  It is not necessary to mark those tasks manually.

Enter the date the task should be completed by in Task Due Date.  This can only be entered if the Task Status is Scheduled to Send Notice.

Task Cycle shows the number of the current cycle.  This starts at one and is incremented each time the task is finished.  The length of the cycle is deteremined by the value for Months Until Task Is Due Again.

Next Notify Date shows when an email notice for the task will be sent.  For the first notice in a cycle, this is set to the number of days in Days Notice Preceeds Due Date before the Task Due Date.  After that, the Next Notify Date is incremented by the number of days in Days Until Notice Repeats until the task is finished.

Number of Notices Sent shows how many notices have been sent for the task in the current cycle.

( See Send Task Notices instructions )

Task Assignments

Task 2 

If the group of employees that should be assigned the task is already established, enter its Task Group ID.   Otherwise, click the Add Group button to create the group.  When a group as been assigned, click the Update Group button to make changes to it.

( See Task Group instructions )

The members of each group are listed.

Task Messages

Task 3

The Notify Nbr controls the order in a cycle when each message is sent.  If there is not a corresponding Notify Nbr for a notice, the message for the highest one less than that is used.

Enter the body of the email notice in Message.   The message can include substitution text that will be replaced by the appropriate values when the message is sent.

    • [CONTRACT] -- The Contract Number.
    • [DATEDUE] -- The Task Due Date.
    • [NAME] -- The name of person the task is assigned to.  If it is assigned to more than one person, this will be a list of all of their names.
    • [NOTIFYNBR] -- The number of the notice within the cycle.  This will be the actual number, even if a message for a lower Nofiy Nbr is being used.
    • [TASK] -- The Long Description of the task.
    • [TITLE] -- The Title of the contract.

Substitution text must be upper case and surrounded by square brackets.

Click the spell check icons (Spell Check) to check the spelling in the message.

Click Generate Sample Message to view a sample message with values in place of the substitution text.

Additional Information:

See the system instructions -- Contract Tracking 

A list of actions, including status changes and notices sent, is kept for each task. -- Task Actions