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The table below provides an overview of the site admin settings that control the behaviour of tasks in Office and Field.

Click the blue links on the left to access full instructions for each setting.

SettingDescription
Checklists Set up checklists that can be automatically or manually added to Tasks to assist staff in following correct procedures.
Substatus Set up substatuses that can be linked to a main status to provide additional information relating to the status of a task.
Print & Email Defaults Set up a default layouts, email templates and default email addresses for tasks.
Custom Fields Set up extra fields for recording additional information on the task sheet.
Task Types Set up task types that define the different types of work that your business performs.
Priorities Set up default priority levels and response times for tasks. Note: these defaults can be overridden on the client card for contract requirements.
Service Actions Set up service actions to enable Field users to quickly add documents, materials and compliance forms to tasks based on predefined services in a group.
Allow Sales Person to Task

Check this box if you want to include a field for recording a 'Sales Person' on a task.

Default Task Email Address From Filter 

Restrict who can send emails to Task Email Addresses in this business unit. Enter permitted addresses into the From Filter field. 

  • These can be in the form of a full address (name@yourclient.com) or just the domain (@yourclient.com).
  • If you do have filters and want to import the emails you send, you need to include your own address.

AroFlo checks address restrictions in the following hierarchy:

  1. Restrict to addresses set on the task. If none:
  2. Restrict to addresses set in the (owning) business unit. If none:
  3. Restrict to addresses set in the company (top level business unit). If none:
  4. Allow incoming emails from any address.
Default Task Note Restrictions

Set the defaults for which internal staff can access Task Notes. You can grant access to individual staff members, or whole permission groups

You can change the visibility of individual Task Notes as you create them.

Default Task Note Filter

Allows you to grant Task Note access to staff as well as to clients and contractors. Select from the dropdown box:

OptionWho can view the notes
Internal Only

Internal staff only

You can use Default Task Note Restrictions (see above) to control which internal staff can see the note.

Internal Admin Only (Legacy)

Only internal staff with the 'Admin' legacy access type
Internal Admin and Manager Only (Legacy)Only internal staff with the 'Admin' or 'Manager' legacy access type
Show clientInternal staff plus clients
Show contractorInternal staff plus contractors
Show Allinternal staff plus clients and contractors

You can change the visibility of individual Task Notes as you create them.

Default Task Client

Set the default client when creating a task.

  • None
  • Current Business Unit

Selecting 'None' will prompt you to select a client when creating a task, but you can still select the current business unit if you want to.

Display Fields on Task List: Cust ON [system-wide]Check this box to display the customer order number in the task list in both Office and Field.
Display Fields on Task List: Job No [system-wide]Check this box to display the job number in the task list in both Office and Field.
Display Fields on Task List: Ref Code [system-wide]Check this box to display the reference code in the task list in both Office and Field.
Email Note Filter

Set the default visibility of emails in task notes:

  • Internal only
  • Internal Admin only
  • Show Client
  • Show Contractor
  • Show All
Prefill "Task Identification" with

Select one of the following options to prefill the Task ID:

  • Client or Location Address - uses the Client address if a Location address doesn't exist, otherwise the Location address will be used.
  • Location Address - if a Location address doesn't exist, the Task ID will be left blank.
  • None - leaves the Task ID field blank.
Show Task Type in Field [system-wide]Check this box to display the task type in the task list in both Office and Field.
Show Task / Invoice Email or SMS details in Task NotesCheck this box if you want to import a copy of each email sent via the task or invoice screens to task notes.
Show Assigned Resource Details in Task NotesCheck this box to include the history of resources being assigned and unassigned, in the task notes.
Track Tasks with Priority Response Times Check this box to display a tracking window at the top of the screen in Office for the purpose of tracking tasks with required response times (or KPIs).
Refer to the Track Tasks with Priority Response Times help page for full instructions.
Field Default Job Listings (Sets the default listing of all tasks in Field)

Select the default view of the task list in Field for all users:

  • All Jobs
  • Assigned Jobs
Unassign Resources on Task Complete

Check this box if you want the assigned resource removed when the task is completed.

This may be useful when field technicians are assigned work, however they're not responsible for invoicing once the task is complete.

Use individual Custom Fields for each Business Unit [system-wide]Check this box to have different Custom Fields between all Business Units
Reported By / Contact Required

Tasks include a field for recording who reported the job. You can make this field mandatory when creating a task (for all tasks) by selecting 'Required' from the drop down list.

This requirement can be set at the Company level, Business Unit level or for specific Clients. See Client Settings and Defaults - Extra Settings for more information.

Cust ON Required

Tasks include a field for recording a Customer Order Number. You can make this field mandatory when creating a task (for all tasks) by selecting 'Required' from the drop down list

This requirement can be set at the Company level, Business Unit level or for specific Clients. See Client Settings and Defaults - Extra Settings for more information.