The Task Codes set-up form is accessed via Fleet System Management / Miscellaneous Options / Task Codes and is used to create and maintain the all of the various different task records utilised by the Task Manager process.
The form is split into three areas. These are the Titlebar, the Task Codes Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
To create a new task code select the Create Command Button.
To view or amend an existing task code the following procedure should be used:
The cursor is located in the Task Code field prompting selection of a task code for the purposes of viewing/editing an existing record. 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. If necessary, the scroll bar (to the right of the form) may be used to locate the required Task Code. Following selection of the required Task Code by highlighting with the mouse, the OK command button is used to confirm this selection and return the Task Code to the Task Codesform.
Tip: With a task code of 10 characters allowed, smart users are able to group tasks together with similar task code e.g. FODELARR (Arrange Delivery for Driver) - here the coding structure contains a module prefix.
The Details Tab contains all of the task manager data fields; these are as follows:
Displays a free-format meaningful textual description for the selected Task Code e.g. Receive Accident Report Form from Driver.
A checkbox which, if ticked, 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.
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 a previous task if the Create Task on Completion checkbox is ticked. 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.
A checkbox which, if ticked, 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 Create Contact on Completion checkbox is ticked. 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.
A checkbox which, if ticked, 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 Create Contact on Creation? checkbox is ticked. 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.
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.
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.
The userid of the person required to carry out the follow-up action to the current task.
The module area in which the follow-up action to the current task is to take place e.g. 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.
A checkbox which, if ticked, 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.
A checkbox which, if ticked, 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.
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 number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Task Codes form and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help form.
Enables the creation of an additional Task Code. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Task Code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Task Code code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Task Code record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Task Coderecord.
Task Codes must never be deleted.
On first accessing the Task Codes form this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Task Codes form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current Task Code record.