Task Templates
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About Task Templates

Task Templates are used to define the action and default values of a specific kind of task. Many settings are available on this screen to pre-fill, require, and restrict the corresponding values entered on tasks of this type. You can create your own templates, depending upon the type of tasks your employees perform.

In this Topic
   Field by Field Help - Task Template screen
   Q & A - Task Templates

Related Topics
   2.7   How to Use Lists
   4.5   Organizer
   4.8   Task Management

Field by Field Help - Task Template screen


Name for this type of task
Enter the name for this task template that will appear on the drop lists in a new task record.

Select the type of icon, if any, that should show on the Organizer next to this type of task.

Default Subject
Enter the subject that will appear when this task template is selected on a new task.

Account / Prospect Usage
Select whether a customer account number / prospect number should always, never, or optionally be used when creating a new task of this type.

This type of task starts after XX days
Select the number of days after the creation of the task that the start date should be set.

This type of task is due in XX days
Select the number of days after the start date that the due date of the task should be set.

Consider weekends in schedule
When checked, counts days in the weekend when calculating start and due dates. Use this if your business runs seven days a week and this type of task could be accomplished on weekends.

Do not allow changes to default task dates
When checked, the start and due dates on this task template will be locked down and unchangeable from their defaults.

Default Instructions
Enter any default instructions for completing this task template here.

Do not allow changes to default instructions
When checked, the program will lock down the instructions on any task of this type.

Allow the use of user defined fields for this task template
When checked, the program will allow user-defined fields on this task to include additional information.

When checked, this task template can no longer be used for creating a new task.


Employee assignment
Select who is to be assigned this task template. You can choose from the employee entering this task, a specific employee whose initials you select, a specific salesperson whose initials you select, or the next employee in a specific department. You could also choose not to automatically assign the task and do the assignment on the new task record itself.

Allow group assignment of task
When checked, will allow you to assign the task to an entire department, rather than one specific employee.

Password required to enter this task template
If desired, enter a password that will need to be given in order to assign a task of this type.

Default Priority
Select the default priority for this task from High (greatest priority), Normal, or Low (least priority).

Do not allow changes to default priority
When checked, will lock the priority field on a new task record, prohibiting changes.

Select whether this type of task will always, never, or optionally be private (not viewable by anyone except the creator of the task and the employee assigned).

Do not allow assigned employee to cancel task
When checked, does not allow for this task template to be cancelled by the employee assigned.

Do not allow assigned employee to delete task
When checked, does not allow for this task template to be removed by the employee assigned.

Do not allow assigned employee to change task
When checked, does not allow for this task template to be modified by the employee assigned.


Auto Transaction Mode
Select whether a transaction should always, never, or optionally be created upon completion of the task.

Transaction Type
Select the type of transaction that should be made upon completing the task, if applicable. Choose from Sale, Refund, Quote, Purchase Order, Purchase Receipt, Adjustment, or Transfer.

Click this button to enter a new item onto the list that will be used when a transaction is created from this task being completed.

Click this button to modify the highlighted item.

Click this button to remove the highlighted item.

When you choose to edit or create a new line item for the transaction, you will encounter more items to fill:

SKU Item
Enter or select the item you wish to include on the transaction.

Default Quantity
Choose whether to set the default quantity to a predetermined number, the amount of time used to complete the task (as recorded in the Actual Time field of the task record), or a user-defined number.


Recurrence Pattern
Choose from the following recurring periods:

NoneThis task will not recur. it will be created and done only once.  
DailyThis task will recur after a certain number of days. Choose whether to have a new task created for each weekday or one task per defined number of days.  
WeeklyThis task will recur on certain days of the week, or on one day per defined number of week(s). Choose which days of the week this task should occur on and how many weeks between recurrences.  
MonthlyThis task will recur on certain days of the month, or on a certain weekday per defined number of months. Choose the day number of each month and how many months between recurrences, or the which weekday in a month and the number of months between recurrences.  
YearlyThis task will recur annually. Choose the month and day of the date on which it will recur, or the weekday and the month in which it will recur.  
Range of Recurrence
Choose how many tasks should be created by the recurrence:

No end dateThis task will continue to recur without end.  
End after XX recurrencesThis task will end after a predetermined number of tasks have been created.  
infoNot all of the recurring tasks are created at once by the program. Based on the option chosen in the Task category of Setup ... Options, the program will create a certain number of recurring tasks in advance. Then, when a task in the sequence is completed, a new task in the sequence is created.  

Allow changes to recurrence setting for this type of task
When checked, allows the recurrence settings to be changed.

Q & A - Task Templates

Q01.   Are Task Templates required?
A01.   Yes. The user must specify a task template when creating a task. This will define the default values, rules, and behavior for the task.

Q02.   If I set up a recurring task that automatically creates a transaction, can I use that to bill a customer for a particular service on a recurring basis?
A02.   You can use this to automatically invoice, but the statement process would still need to be run in order for the invoice to appear on a statement-style form. Also each task would need to be marked completed, and the subsequently-created invoice saved to get the invoice to appear on the next bill.

Q03.   I don't see my question here. Where else can I get information?
A03.   Visit our website's Technical Support section.

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