Tasks

The task sheet is the central point where Field users can obtain all of the information that's needed to complete a job.

To access the task sheet, tap on a task from your schedule or task list.

Transaction Terms

You may have a coloured banner displaying underneath the task header indicating the client's transaction terms. See Transaction terms for more information.

Task Tabs

The task worksheet is broken up into five tabs:

The Notes and More tabs will have a counter on them if there is information contained within them, e.g. if a note has been added.

The Task Overview gives you the main details of the task.

Restrict access to the task

Tap Restrictions if you need to create Task Restrictions.

Field	Description
Task Type	The type of task.
Reference Number	The Task Reference Number (generated on task creation).
Project	A field that is displayed if the task is linked to a project. Tap the (box with arrow) to open up the project.
Owner	The business unit linked to this task. If you have multiple business units.
Client	Contact, address details and notes for client. Tap the (box with arrow) to open up the client card.
Location	The address/location of the task. If no location was selected for the task, this will be the client's primary address and '(Client Address)' will display above this. The contact name (in bold) and phone number is the client's primary contact. Tap the (box with arrow) to open up the client card. If a location was selected for the task (if the work site location is different from the client's office location), this address is shown and the contact name (in bold) and phone number is the location site contact's. Tap the (box with arrow) to open up the location card. Tap Directions to navigate to the address using your device's default navigation app.
Terms	The transaction terms for this client.
Due Date	The date that the client needs this work completed by.
Priority	The priority level for the job. This is an optional field that is used internally
Entered By	Name of person who created the task.
Contact	This field is used for recording the contact who requested the work. If a phone number is saved against the contact, you can call them by tapping the phone icon. You can also send an SMS to the contact if you have an SMS provider enabled in AroFlo.
Task Email Address	Displays when a Unique Email Address has been created: an address that can be used to send emails to this task. Tap the copy icon to copy the email address.
Project Task Variation	If the Task is linked to a Project, it can also be marked as a Variation. This is an option when creating the task. A variation is work that falls outside of the original scope of the quote.
Description	Details of the problem or request.
Customer Order Number	Used for recording a customer or work order number (can be entered on site if required).

Asset Information

If the task was created from an asset, the following three fields will be displayed in the Overview:

Field	Description
Asset	Name of the asset Tapfor more options: Asset Details - View the asset card Asset History - Displays a history of tasks and quotes which include/included this asset as a linked asset.
Odometer Reading	Displays if the task was created from an asset which includes an ODO Type. Registering/overwriting the ODO reading at a particular time will update the ODO reading on the asset card, once the task has been completed.
Asset Types	If using Asset Types, the asset type(s) will be visible.

+

Using Custom Fields?

Most tasks will have a checklist automatically assigned when the task is created. Checklists can:

serve as a reminder of the steps required to properly complete the task
automatically start or stop the job timer. Your Site Administrator can set this up as shown in Checklist Templates.

Tap the (expand icon) beside a checklist item to display additional options.

The 1 in brackets indicates information is contained within one of those additional options.

See more on Checklists

Add a task note to record general information about this job and/or view existing notes.

The Items tab is where you view and record Labour (hours spent on a job), Materials (materials used on a job), and Expenses (task related expenses) that have been added to the job. You can also view and create purchase orders for this task.

All other applicable aspects related to the task appear in the More tab, in the form of a pop-up. Certain options will have a counter on them to indicate that information is contained within them.

Option	Description
Quote ($dollar value)	Indicates that this task was quoted. Tap to access the quote.
Purchase Orders	View and create purchase orders for this task.
Assets	Details and notes for linked task assets.
Invoices	View and create invoices against this task.
Periodic Task Template	Only available for periodic tasks. Tap to open the relevant periodic task template.
Periodic Task History	Only available for periodic tasks. Shows you a history of previous tasks in the schedule.
Forms	Provides access to compliance checklists and forms for this task.
Documents & Photos	View and/or upload photos and documents to the task from your mobile device.
Linked Tasks	Displays linked tasks or quotes.
Resources	Shows the assigned resources for this task. See Schedule a Task or Quote.
Schedules	Shows all of the current schedules for this task. See Schedule a Task or Quote.
Task Timers	Managers, Supervisors, and those with permission can use this to view active timers on the Task. To see the active timers across all Tasks, Quotes (and Overheads), use the Active Timers button found in Timesheets.
Print PDF	Generate a PDF of the task sheet to send to a mobile printer.
Email	Send an email and include any attached documents/images, compliance forms, etc.

The icons shown will change depending on which ones apply.

Other options

These six options appear on most of the five tabs available to you:

The task header is available on every tab and tells you the job number and task name. Also included are the task status and labour timer options.

The start / stop timer appears at the top right of the task header and is used to record labour on the task.

You can tap the timer button to start or stop it, or your Site Administrator can set up some of your checklist items to automatically start or stop the timer when the checklist item is marked Y (Yes/Pass). See Record Labour on a Task.

The status of the job also appears on the task header. The statuses are colour coded and contain the substatus, if applicable. Tap it to change the status. Options are Not started, In Progress, Pending, and Completed.

Allows you to capture a signature from your customer. This is available on all tabs except More.

All changes must be saved. Once you tap Save Task, the information will be available to all users (in accordance with their access permissions) using AroFlo Field or Office. This is available on all tabs except More.