Tasking and QA

Tasking and QA

Overview

Tasks can be created for specific requirements to be actioned and assigned to the user(s) that will be responsible to complete those tasks.

Tasks are managed on the Task Board.
When a user has tasks assigned to them or has created tasks and assigned to others, the coloured numbers above the username indicate the state of play regarding them.

The red number depicts the number of incomplete tasks that are due in the next 7 days or are overdue.
The orange number indicates the number of incomplete QA tasks assigned to the logged in user.
The pink number shows the number of incomplete tasks created by the logged in user and assigned to other users.

When users open the tasks board from the task count above the user’s name:



The board opens with the contents filtered to that users’ tasks:



The icons to the left allow access to the task details:



The Pencil icon allow users to edit the task. All aspects of the task can be edited except for the Context, ‘Comments’ and ‘Work Done’ entries.
The ‘I’ icon will open a modal listing all tasks relating to that context:



Task Activities

Task ‘Activities’ are administered from Admin > Task Activities under the Application sub menu. Task activities categorise the tasks.
With the 'Show Inactive' switch enabled on the board, inactive task activities are shown in a grey candy stripe:



The 'Name' is the activity itself while the icon can be selected from a pre-defined drop-down selector when creating/editing the activity.
The ‘Available For’ column denotes which task types these activities can be used against:



Task References

Up to 20 Task references can be configured for use with Tasks. Reference configurations can be accessed through the Admin > References menu.

Managing Tasks

Tasks can be added from various points in the application. Account Status Check, CXML Order and XMPie Order tasks are automatically generated when there are issues with these integrations.
Customer and User tasks must be added through the Tasks Board. Q/A Tasks must be created from within the Job the Q/A relates to.
Job and Quote tasks can be created from the Tasks Board as well as within the job or quote itself.
Outsource Requests tasks can be added from the drop-down menu on the Outsource Requests board as well as from the Tasks board:



Quote tasks can be added at the bottom of simplified or custom products on the products’ details screen:


 
Quotes containing only Store Items must have the tasks added from the Tasks Board.
Job Tasks and Quality Assurance tasks can be added from within job details under the QA/Tasks button on the toolbar. While tasks and QA tasks are separated here in job details, they will all appear on the Tasks board.
Add a new task from the task board by clicking the Plus next to the board title. A ‘Create Task modal opens:



There are five different task types that can be created from the board:
  1. Customer
  2. Job
  3. Outsource Request
  4. Quote
  5. User

In the ‘Select Context' field enter the job number, quote number, customer name or username. The list will filter down as you enter the identifier:



Once a context is selected, the activities pertaining to that context type are listed in the Activity selector. Setting an activity is optional. Select an activity relating to the task or leave it blank:



Due Date, Due time and Subject are required fields.
Optionally add a description to provide detail regarding the task.
Attach any files if required and set the assignee(s).
Tick Email Assignee to send an email notification to the assignees regarding the new task.
Fill out any configured task references as required.



Once a task has been assigned to a user, they become responsible to get the task completed before the due date. The user can add details to the Work Done section and/or Comments.

Once the task has been dealt with, it can be marked as ‘Complete’:



QA Tasks –Remedy and Source fields

QA Tasks differ from other task entries with the addition of four fields:
  1. Identified By – The department that discovered the QA issue.
  2. Remedy – The resolution to the QA task.
  3. Cost – The cost (if any) that this QA task incurred.
  4. Source – The department that the QA issue originated.

History

Job QAs and both Job and Quote Tasks creations are recorded against the quote or job history, whether the task was created from within the quote or job or from the tasks board.

Clicking history to see logged details regarding the creation of the tasks relating to this job:












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