Administration Guide
3.11 - Task Administration Screen

Your task administration screen allows you to create and modify tasks belonging to a project or project template's activities. The tasks created in this screen will be made available in your system timesheets and expense claims under the project or project template activity in which they have been created or (if called using the Tasks For All Activities button) for all activities in your project template.

This screen is reached from your activity administration screen.

task administration screen

If your tasks are to be available for a particular activity only, you will see the name of that activity noted in the "Selected Activity" field. In the screen shown above, the displayed tasks will appear beneath the "Design" activity only.

If your tasks are to be available for all activities in your project template, the text "ALL ACTIVITIES" will be shown in the "Selected Activity" field.

The buttons and fields provided on this screen are as follows:

Home

Exits the screen and returns you to your main menu.

Back

Exits the screen and returns you to your activity administration screen.

New

Clears the screen to prepare it for entering a new task.

Save

Saves to your database any changes made to the selected task.

Delete

Deletes the selected task from your database.

Prev

Selects the previous task displayed in the screen's table window.

Next

Selects the next task displayed in the screen's table window.

Help

Opens a new web page displaying help for your current screen.

Selected Project /
Selected Template

The name of the project or project template to which the displayed tasks belong.

Selected Activity

The name of the activity to which the displayed tasks belong, or the text "ALL ACTIVITIES" if the listed tasks are to appear in all activities in the selected project template.

Task Name

The name of the task. This will typically be the lowest detail level at which time will be recorded at your office (for example, a specific work item such as 'Database Design', 'Documentation Review', 'Painting', 'Delivery', 'Client Meetings', etc.).

Task Code

The internal task code which your organization uses to refer to this item of work. If task codes are not used by your office, any unique value or number can be entered here.

Active

A checkbox which indicates whether or not the displayed task is active and available for recording time and expenses. Only active tasks are available for reference in user timesheets and expense claims (all tasks are always available through edits made in your administration application).

Task Id

Displays the system-assigned id of the selected task.

Est. Hours

The number of hours which the selected task is estimated to require for completion. This value can be used in various estimates vs. actuals and work in progress reports to track a particular task's progress against baseline time estimates.

Estimated hours are only displayed for 'standard' projects. Tasks entered under a project template will not display estimated hour or estimated completion date values.

Est. Complete

Displays the date on which the task is estimated to be completed for your project. This value can be used in system reports, such as your Work in Progress report, to identify the status of your organization's work schedule.

Estimated completion dates are only displayed for 'standard' projects. Tasks entered under a project template will not display estimated completion date or estimated hour values.

Last Update User

Displays the username of the individual who last updated the selected task.

Last Update Date

Displays the date on which the selected task was last updated.

Showing All Tasks / Showing Only Active

Toggles the display of task records to only show tasks which are active, or to show both active and inactive tasks.

To display all tasks, toggle this button to read "Showing All Tasks".

The table window in your task administration screen can be set to display records in order by Task Code or Task Name by clicking the corresponding table header.

A task record cannot be deleted if it is referenced in your system in timesheets or expense claims. If a task is referenced in your system's timesheet or expense claim information, all timesheets and claims associated with that task must first be edited to remove the task before it can be deleted. Rather than deleting a task once it has been completed, it is best to simply inactivate it to remove it from selection.

If tasks have been imported from your office's QuickBooks application as Classes, the same tasks will be visible for all activities under your QuickBooks Template. Behaving the same as Classes in QuickBooks, all activities in the QuickBooks template will have access to those QuickBooks Class-Tasks. Those QuickBooks Class-Tasks can be viewed by clicking the "Tasks For All Activities" button on your activity admin screen.