Task types can be deleted, amended or added in File maintenance under 'Organisation and CRM':
The system comes with default task types with descriptions and categories as shown below:
These can be deleted, amended or added to - although the categories available will only ever be those shown.
Requisitions are a special type of task category used predominantly for resource bookings. For more information on them, please see our section on Requisitions and Resource bookings.
Creating a new task type:
Once you click the new button you will be presented with the below input form to fill in as required:
Code: This is for you to determine to fit in with your own site formatting.
Category: This can be selected from the five system set options available on the drop down.
Description: This is what will be displayed to the user when selecting a new task so should be a user friendly short description of the task type.
Display order: This can be used if you do not wish your task types to display in the default alphabetic order. If using, then all types will need a display order with the same digit length (i.e. if using 10 or more use 01, 02 etc.)
Active: This needs to be ticked if it is to be in use.
Immediate / Completion alert on by default: This determines if this is ticked as standard on all new tasks of this type. For more information on this feature, please see our section on Task alerts.
Show job/phase/stage time & bookings: This displays 'Calendar bookings' and 'Time' tabs on the task. Any linked resource bookings and actual timesheets will be listed on the respective tabs. This only applies to requisition type tasks.
Allow on Kanban boards: Tasks of this type are visible in the Kanban view when this setting is ticked.
Display on Gantt charts: Tasks of this type are visible in Gantt views when this setting is ticked, and when tasks are selected to be included in Gantt chart preferences. Ticking this option within the task type makes a secondary option visible - 'Milestones'. That setting shows the task as a milestone, rather than a bar on the Gantt.
Only task types set to show on Gantt charts will appear in the list available when adding new tasks within a Gantt chart.
Default to show in calendars: Selecting 'Owner' makes tasks of that type default to being visible in the task owner's calendar. See the Show tasks in resource bookings article for more information.
Allow time sheet: Set to the task owner only or anyone - this will add a 'Quick timesheet' button to the task , which will take the user straight into a quick timesheet interface when clicked. If set to yes you will be able to choose between allowing only the task owner, or anyone to submit timesheets against the task.
Default the task creator: This can set the creator of the task as the default owner, the watcher, both or none, as required.
Requisition only settings
Owner set by latest resource booking: This feature changes the owner on the task to the staff that has the most recently created (not dated) resoiurce booking from that requisition.
Hide requisition specific fields: This hides the 'Hours', 'Preferred person' and 'Charge code' fields specific to requisition type tasks.
Topics: The second tab of the tasks table allows you to insert a list of topics that may be relevant to this task. These are a selection of standard text blocks that you might want to pull into the details section of tasks. For instance, for a phone call you might be for ever typing in ".. contact unavailable - call back later". You could set this up as a topic that can then be selected from a list of topics when creating the task. Similarly you might want to create a list of headings to remind you what should be entered against a task.
Amending a task type:
Single click to open up the record and amend as required. Save and close.
Deleting a task type:
Simply tick the box of the task type you wish to delete and click delete at the top.