On initially accessing the Task Manager form (this form may be accessed in a number of ways) the list is vehicle based although a filter facility enables viewing of tasks to be filtered in numerous ways (including user ID). The Task Details form may then be accessed in one of the two following ways:
Accessed by selecting New from the File menu or selection of the
icon from the Toolbar.
A single-left-click of the mouse on any row within the Task Grid displays the Task Details form so that details of an existing task may be edited.
Note: Deleted and Complete tasks cannot be edited. The Status field of a Complete task is however editable; this enables the task to be re-opened and it then becomes editable. A Deleted task may also be undeleted and it is then also editable.
Selection of the Detail Tab gives access to all of the important fields related to the current task and follow-up actions.
The Detail Tab Dialogue Box contains several groups of data which are as follows:
Main
Selection of the ellipsis button displays all of the currently available tasks held within the Task Codes set-up table in Miscellaneous Options. The task log record is created by a user by picking up this task record and modifying it to suit the specific task being undertaken.
The task code record contains sensible defaults for follow up times and also for the user ID of the person to be customered for the follow up. In all cases where the follow up ID is blank, the person creating the new task is used.
Tip: With a task code of 10 characters allowed, smart users are able to group tasks together with similar task code for example, FODELARR (Arrange Delivery for Driver) - here the coding structure contains a module prefix.
Displays a free-format meaningful textual description for the selected Task Code for example, Receive Accident Report Form from Driver.
The task may be for a specific vehicle. The registration may be keyed directly or the Fleet Global Search facility may be invoked by selection of the ellipsis button immediately to the right of this field.
The agreement associated with the selected registration number (if applicable). This field cannot be edited ay any stage.
Selection of the ellipsis button immediately to the right of this field displays the Task Records List Box so that the current task may be linked to another existing task. This is for reporting purposes only; there is no programming functionality behind this.
The unique sequential CRM/CRM record number associated with the selected vehicle registration number This field cannot be edited ay any stage.
The priority allocated to the currently selected task. The priority level ranges from O to 9 with the higher numbers being deemed to be more important. A default priority may be allocated to the task record within the Task Codes set-up table. This may be edited by selection of the drop-down-arrow button.
The unique sequential task record number allocated upon creation of the task.
Create New Contact
A checkbox which, if selected, denotes that on completion of the currently selected task code, the contact code defined within the field immediately to the right is created automatically.
Note: Task manager has only one link to the CRM/CRM Contacts System. It is allowed to create a vehicle based contact when directed to do so i.e. on Completion of a task or on Creation of a task. That is all it does. It never return to CRM to close the contact, to check on the contact's successor in a chain or to try to bring contact information back into the task manager. Once a CRM/CRM contact is created it is the job of the CRM administration staff to pick up the administration of the contact and bring it to its logical conclusion.
Tip: This contact code is displayed in the Contact History form within CRM/CRM which is accessed via the Today's Contacts option in the Tools menu of the vehicle record.
Related to the field immediately to its left. This is the contact code which is to be created automatically on completion of the current task if the On Completion? checkbox is selected. A single-left-click of the ellipsis button to the right of this field displays an MK Contact Types List Box that enables selection from the current Contact Codes on the system. This field is only enabled if the On Completion? field is selected. A default contact code may be allocated to the task record within the Task Codes set-up table.
A checkbox which, if selected, denotes that on creation of the currently selected task code, the contact code defined within the field immediately to the right is created automatically.
Note: Task manager has only one link to the CRM/CRM Contacts System. It is allowed to create a vehicle based contact when directed to do so i.e. on Completion of a task or on Creation of a task. That is all it does. It never return to CRM to close the contact, to check on the contact's successor in a chain or to try to bring contact information back into the task manager. Once a CRM/CRM contact is created it is the job of the CRM administration staff to pick up the administration of the contact and bring it to its logical conclusion.
Tip: This contact code is displayed in the Contact History form within CRM/CRM which is accessed via the Today's Contacts option in the Tools menu of the vehicle record.
Related to the field immediately to its left. This is the contact code which is to be created automatically on creation of the current task if the On Create? checkbox is selected. A single-left-click of the ellipsis button to the right of this field displays an MK Contact Types List Box that enables selection from the current Contact Codes on the system. This field is only enabled if the On Create? field is selected. A default priority may be allocated to the task record within the Task Codes set-up table.
Create New Task
A checkbox which, if selected, denotes that on completion of the currently selected task code, the task code defined within the field immediately to the right is created automatically as a logical follow-up task. This field may be allocated to the task record as a default within the Task Codes set-up table.
Related to the field immediately to its left. This is the code relating to the next logical follow-up task which is to be created automatically on completion of the current task if the On Complete? checkbox is selected. A single-left-click of the ellipsis button to the right of this field displays a Task Code List Box that enables selection from the current Task Codes on the system. This field may be allocated to the task record as a default within the Task Codes set-up table.
Follow-Up Details
The task code record contains sensible defaults for follow up times and also for the user ID of the person to be customered for the follow up. In all cases where the follow up ID is blank, the person creating the new task is used. Some of these fields may be allocated to the task record as defaults within the Task Codes set-up table.
The number of days (if applicable) after the creation of the currently selected task that a follow-up action is required to take place.
The number of hours (if applicable) after the creation of the currently selected task that a follow-up action is required to take place.
The number of minutes (if applicable) after the creation of the currently selected task that a follow-up action is required to take place.
Each of these fields may be used in conjunction with each other.
Rather than using the above three fields to define when the follow-up event should take place a specific date may be entered in this field. By clicking-on the ellipsis (...) button to the right of the date field monthly diary form is displayed in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the appropriate date field.
Related to the Date field. Rather than using the above three fields to define when the follow-up event should take place a specific time may be entered in this field.
The module area in which the follow-up action to the current task is to take place for example, FA Maintenance. A drop-down-arrow button immediately to the right of this field displays all of the currently available modules; however, the Task Manager facility is not yet readily available in all of these module areas. This field may be allocated to the task record as a default within the Task Codes set-up table.
The userid of the person required to carry out the follow-up action to the current task. This field may be allocated to the task record as a default within the Task Codes set-up table. Selection of the ellipsis button immediately to the right of this field displays the User IDs List Box so that a specific user may be selected/edited.
Options
A checkbox which, if selected, denotes that a certain commitment has been made to the customer in relation to this task and it is therefore considered to be of priority status. This is a notational field only and may be reported upon by Repgen reports. This field may be allocated to the task record as a default within the Task Codes set-up table.
A checkbox which, if selected, denotes that this task is considered to be of priority status and should be escalated internally within the department should it not be carried out on time; typically, the User id should be changed at the same time to escalate the task to a higher level of management. This is a notational field only and may be reported upon by Repgen reports.
Denotes the current status of the task. There are currently three options available that may be selected via the drop-down-arrow button:
- E Escalated
Denotes that this task is considered to be of priority status and should be escalated internally within the department should it not be carried out on time; typically, the User id should be changed at the same time to escalate the task to a higher level of management. This is a notational field only and may be reported upon by Repgen reports.
- I In Progress
Denotes that this task is currently in progress. This is a notational field only and may be reported upon by Repgen reports.
- X Complete
Denotes that this task is currently in progress. Completed Tasks are not displayed within the Task Grid as a default. Selection of this Completecheckbox within the Task Manager Task Grid denotes that the system is to display Complete as well as Outstanding task records.This is a notational field only and may be reported upon by Repgen reports.
Tip: A Complete task may be edited and the Status field changed to In Progress so that the task record is open again and able to be edited/progressed.
Contact Details Tab
- Name
The name (if applicable) of the person to be contacted in relation to the current task.
- Company Name
The name (if applicable) of the company to be contacted in relation to the current task.
- Address
The address of the person or company (if applicable) to be contacted in relation to the current task. This may be populated via the postcode address search facility (used in the Postcode field).
- Postcode
The address of the person or company (if applicable) to be contacted in relation to the current task. The postcode address search facility may be used here.
- Location
The location related to the person/company associated with the current task.
- Telephone
The telephone number of the person or company (if applicable) to be contacted in relation to the current task.
- Fax
The fax number of the person or company (if applicable) to be contacted in relation to the current task.
- Email Address
The email address of the person or company (if applicable) to be contacted in relation to the current task.
Notes Tab
- Notes Text
Provides a facility for entering free format textual notes related to the current task. Up to 10 lines of 100 characters may be used.