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You can create tasks that are linked to a maintenance window record, such as a current student. The record can be launched from the task window at a later date to assist the person completing the task.
To create a linked task:

  1. Open the appropriate maintenance window. For example: Current Students Maintenance.
  2. Find the appropriate record. For example: Levy Aitken is a Community member completing a staff induction.
  3. Click Image Removed Image Added in the maintenance window toolbar.
    Note: Not all maintenance windows have the Image Removed Image Added button. You cannot create linked tasks for maintenance windows that do not have the
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     Image Removed Image Added button.
    The Select a Template for New Task window is displayed.
    Image RemovedImage Added

  4. Select a task template from the grid area.
    Note: You can also click Image Removed Image Added to create a new task. See Creating a task template (on page ). 
  5. Click Image Removed Image Added.
    The User Task window is displayed.
     Image RemovedImage Added
    Note: The Summary field is populated with the task description and the Linked to Tasks field is updated to indicate maintenance record linked to the task.
  6. Change the Summary to indicate the task to be performed, if necessary.
  7. Allocate the task to a different staff member, if necessary.
    Note: Tasks are allocated to the creator of the task by default.
  8. Click Image Removed Image Added.
    The task is created. 

Task window key fields and buttons
Task Details Fields

Field

Description

Summary

Brief task description.

Linked to

Select a maintenance module such as Creditor Maintenance from the drop-down menu to link the task to a maintenance record. Click Image Removed Image Added to view the selected maintenance record.

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Note: The title of the field changes depending on the maintenance area linked to the record.
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Image Removed Image Added

Note: The maintenance modules displayed will depend on your security permissions. Contact your IT administrator.

Allocated To

Community member allocated to the task. Click Image Removed Image Added to launch Community Maintenance.
Note: This defaults to the community member who created the task. Use the button to allocate a different community member.


Task Details (Advanced) area buttons

(on page ).

Button

Description

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Launch the Customise Workflow Display window to display additional information next to task names in the tree view.

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(Linked to Tasks)

Launch the linked maintenance area record. For example, Creditor Maintenance.

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(Allocated To)

Launch Community Maintenance to view the person allocated to the task.
See Maintaining community members in the Community manual.
Note: Click to select a different community member.


Launch the search criteria window of the selected maintenance module to link a record to the task.
Once a record is linked to the task, the

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button changes to
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to allow you to remove the link from the task record.

Launch the Find Name on Community window to reallocate the task to a different community member.

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Tip: Select the School Staff Code to quickly allocate the task to another staff member.

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Select either:

  • Add Task to insert a blank task underneath the selected task.
  • Add Task from Template to launch the Select a Template for New Task window to either:
  • add a task from a template
  • add a new task without using a template.

Select either:

  • Add Subtask to insert a blank sub-task under the selected task.
    Note: If this is the first sub-task for the selected task the icon changes to indicate that it is now a parent task:
  • Add Subtask from Template to launch the Select a Template for New Task window to either:
  • add a sub-task from a template
  • add a sub-task without using a template.
    Note: When a sub-task is added the User Task window becomes the Workflow Task window.

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Move the selected task up or down the task tree.

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Start the selected task.
On the Advanced tab:

  • the Start Date is set to the current date and time
  • the Task Status field is set to In Process.

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Complete the selected task. The task description turns green to indicate that the task has been closed.

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On the Advanced tab:

  • the Completed Date is set to the current date and time
  • the Task Status field is set to Closed.

Save the selected task as a template. See Using task templates

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Delete the selected task.

Save changes to the task and continue editing.

Cancel changes to the task and close the current window.