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The Tasks module in DEAR is part of the DEAR Automation module and requires the automation subscription upgrade. Manually assign tasks to users directly from your sales, purchases, and more, or set up a whole task workflow where completion of one task triggers another. 


When the tasks module is enabled, you will be able to assign tasks to other users in your organisation from a purchase order, sale order, production order etc. Enabling the tasks module will cause the tasks icon to appear at the top-right of the order screen for most DEAR processes.


Users can see tasks assigned to them by default. Task permissions control whether a user can see tasks assigned to other users, assign tasks, be assigned a task, create, reschedule, reassign, and approve tasks. 


Prerequisites


Table of Contents


Enable Tasks module

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The tasks module must be first be enabled before any tasks can be assigned to users. Go to Settings → Automation → Task Settings, enable Task module is active and Save your changes. This will make the other task tabs (Calendar, Task Categories, etc.) visible.


Configure calendar

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Next, you must configure the calendar to enter working and non-working days. Go to Settings → Automation → Task Settings → Calendar. Here you can change the first day of the week from the default Sunday to another day if required. Set your weekend days. Next, click Add Holiday to enter the non-working days such as public holiday or any other non-working days that will affect your business hours. Click Save to finish.


Set up task categories

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Task categories are used to group tasks together. Add a category name and label colour to easily distinguish between task categories. Task categories are optional, you can set up task workflows and assign tasks without defining task categories. 


In Task Settings, go to the Task Categories tab. Click and create all the Task Categories that you require, then Save your changes. 


Assign a task

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When the tasks module is enabled, you will be able to assign tasks to other users in your organisation from a purchase order, sale order, production order etc. Enabling the tasks module will cause the tasks icon to appear at the top-right of the order screen for most DEAR processes.


Tasks can be assigned to leads, opportunities, sale orders, purchase orders, production orders, etc. The task icon is visible in the top right of a document header. Use + to assign a task or Workflow to assign a task workflow. Task workflows must already be created before they can be assigned to a user.


This will open a popup window where you can fill in the task details. Tasks automatically contain a link to the entity  (purchase order, sale order, etc.) that generated the task. 


If All day is selected, only the Date from field will be available. If All day is unchecked, you will be able to to select Date from, Date to, and start and end times for the task. 


Adding a task category is optional. Click Save to assign the task to the user. This will make the Attachments button visible and add the task to the tasks list for that order and to the calendar.


Mark a task as in progress or completed

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When a user begins a task, they should mark the task status as In Progress. This will make sure that whoever is monitoring tasks is able to see that the task has been started. Open an order's task icon, the task calendar, or (for tasks assigned to the user), the tasks tab of your notifications to select a task assigned to you. 


Click on a task to open it. From this pop up window, you can change the Status from Open to In Progress when the task starts, or click Complete when the task is finished. Completed tasks can no longer be edited. 


Clone a task

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Cloning a task creates a copy of the task, which can then be assigned again or assigned to another user. Tasks with any status, including completed tasks, can be cloned. All task detail, except attachments, will be cloned. The task entity cannot be changed for a cloned task, but the other task details can be edited before pressing Save to add the cloned task to the calendar.  


View tasks

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The Tasks overview allows a user to see all his or her assigned tasks. Those with the Can See All Tasks permission will be able to see the tasks of all users within the organisation. Tasks can be viewed in list or calendar format.


View tasks by navigating to CRM → Tasks.


Task list

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In the List view, tasks can be filtered by date range, task status (All, Open, In Progress, or Completed), and assigned - either filter for tasks assigned to a certain user or for all tasks not that have not yet been assigned.


Click on a task entry to open a pop-up window where the task details such as name, status, assignee, or due dates can be edited. 


Mark tasks as important

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Click the star next to a task to mark it as important. Filter the task list to Only important tasks by checking this box. This function is only available in the tasks List view. 


Add observers to a task

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Observers are notified when a task assignee is changed. A task can have only one assignee while there can be multiple observers for the tasks. Click the Observers field to open a pop up window. Observers can be added from the tasks List view. 


From the opened window, search for DEAR users from the dropdown menu and click Add to add them as an observer. You can view any observers for a task and remove observers from this window.


Add observers to multiple tasks at once by checking one or more boxes to the left of the task, then clicking More Actions → Add observer. Search for the user among your DEAR organisation users and click Add to add them to the tasks. Click Close to finish. 


Undo or void a task

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Undo will reverse the task to draft status without deleting the task details. 


Void will change the status of the task to voided and will remove all the details entered. The task cannot be reopened. 


Check one or more boxes to the left of the task to make the actions toolbar visible. Click Undo or Void to undo or void the selected tasks.


Export tasks as CSV

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Export task details in CSV format with the Export function. Check one or more boxes to the left of the task to make the actions toolbar visible, then select Export → CSV. Confirm the download of the CSV file. 

 

Print or email a task list

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Print or save a task or task list as a PDF, or email a task or task list to a user. Print  will print a document or save a PDF version. Email will open a pop-up window where you can enter an email message and recipients, the task/task list will be attached as a PDF.


Check one or more boxes to the left of the task to select tasks, then select Print or Email. Email template subject and body template for the task or task list must be configured before bulk email action can be performed.


NOTE: Task document templates can be customised by going to (Settings → Document and email templates → CRM). See Managing Document and email templates for more information. 


Task actions

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Task actions allow you to manage multiple tasks at once. Check one or more boxes to the left of the task and then click More Actions to enable task actions. The following actions are available.

  • Mark as Completed: This action marks selected tasks as completed. If task approval is enabled, the task will be marked as for approval. If the task is part of a task workflow, this will automatically trigger the next task in the workflow. 
  • Move deadline: This action opens a new window where the deadline of the selected tasks can be moved a number of days, weeks, or months ahead. 
  • Change Assignee: This action assigns the selected tasks to the user selected from the dropdown lists. 
  • Add observer: This action adds one or more observers to the selected tasks. A task can have only one assignee while there can be multiple observers for the tasks. Observers are notified when a task assignee is changed.
  • Mark as important: This action marks tasks as important. Users can filter tasks by important (coming soon).


Task Calendar

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In the Calendar view, tasks can be filtered by date range, task status (AllOpenIn Progress, or Completed), and assigned - either filter for tasks assigned to a certain user or for all tasks not that have not yet been assigned.


Tasks can be displayed for the Month, Week, or Day. The calendar can be filtered according to your custom task categories, and according to assigned user. The user can also filter by all unassigned tasks. Drag tasks to different days to reschedule them - completed tasks can no longer be moved. Show/hide completed tasks by using the Show Completed slider.

Alternatively, click a task icon on an order and, or go to the tasks tab of the notifications menu, to click Calendar/Open Calendar and view the task calendar. 


Reassign and reschedule tasks

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Reassign tasks to different users and reschedule tasks from the tasks module. Go to Settings → Automation → Task Settings → Calendar. Simply check the box next to the tasks you wish to reassign or reschedule, select the new assignee and/or date, and click Apply. Tasks can be filtered by date range, status, or user. 


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