Task Management for users

This article will walk you through some general guidance on how to use the Tasks functionality within LocataPro products. 

TABLE OF CONTENTS

• What are Tasks?
• Completing Tasks
• Re-Assigning Tasks
• Re-Assigning Cases/Clients
• Changing a Task's Due Date
• Adding Tasks (Ad-Hoc)

What are Tasks?

Tasks are used within LocataPro as containers for capturing information. This could be about clients, cases, properties and so on. Whilst on any such record, Tasks appear on the left-hand-side of the screen - such as those below.

Note: Tasks form part of the "Workflow" of your system. When you complete a task, the answers you gave to various questions may prompt other tasks to appear. The workflow of LocataPro systems is configurable by users within your organisation - so what you see may vary from our example screenshots. 

When a task is added to the workflow, it will by default be assigned to the Case Owner, unless there is no Case Owner. In this case, it will be assigned to the user who triggered the task - manually or otherwise. The below image highlights some important parts of the task:

1. Task Title - This will also show who the Task Owner is where it varies from the Case Owner. In some circumstances certain answers to questions within the task will display in the Task Title.
2. Task Due Date - Tasks will be configured with a standard timeframe for completion, after which they will be flagged as overdue. 
3. Task Owner - This shows the Task Owner, clicking this will allow you to re-assign the task.
4. Task Notes- Every task can be configured to display additional guidance here to give users an indication of what they must do.

Completing Tasks

In order to complete a task, you must first answer the questions within. Once you have done this, click "Complete and Next" as shown in the image below.

Info: Tasks cannot be completed if Mandatory questions are uncompleted. Mandatory questions are identified with an asterisk. Following completion of your task, it will be marked with a green tick and additional tasks may appear dependent on the answers you gave within

Re-Assigning Tasks

If you need to re-assign a specific task on a record, follow the below steps:

1. Click the task you'd like to re-assign
2. Click where it says "Owned by..."
3. Choose the new task Owner then Save

Note: Some of the data in the video has been blurred for confidentiality reasons.

Did you know: When you assign a task to another user, they will receive an email notifying them as such with a link to the task they've been assigned. 

Re-Assigning Cases/Clients

If you need to re-assign an entire record (cases, clients, properties etc), follow the below steps:

1. Navigate to the relevant workflows of the record you'd like to re-assign
2. Click the "Change who manages this case" toolbar button
3. Choose the new case Owner then Save

Did you know: When you assign a record to another user, they will receive an email notifying them as such with a link to the record they've been assigned. 

Changing a Task's Due Date

If you need to adjust a specific task's due date on a record, follow the below steps:

1. Click the task you'd like to adjust the due-date of
2. Click the Date
3. Choose a new due date then click Update

Note: When you've updated the date, the number of days remaining against the task title will also update.

 

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Adding Tasks (Ad-Hoc)

Whilst the majority of Tasks within LocataPro are triggered automatically by rules dependent on the answers you provide within the task, some Tasks may be added to the workflow on an ad-hoc basis, either indiviudally or within groups.

Should you need to add a task to a record on an ad-hoc basis, follow the below steps:

1. Navigate to the case/client/property etc requiring the task
2. Click the "Add New Ad-Hoc Task" OR "Add group of Tasks" toolbar button
3. Choose the Task or Task Group from the list by clicking it

Did you know: Task Groups are just groups of tasks, allowing for multiple tasks which are often related in some way (but not necessarily) to be added simultaneously.