A job is called a 'task' in AroFlo, and there are various ways to create a task in the Office interface. You can use:
the Create menu
an existing task (to create a linked task)
To view more information than appears by default in any of the Search results windows, click and select the additional columns you need.
To remove a value from the Location, Asset, Sales Person, Project or Location fields, click and the relevant Set No button (e.g. Set No Location, Set No Asset).
To search for a location across all clients, remove the client name from the Client filter (top row of Search Locations window).
To request a change to the options available in the Task Type and Priority fields, contact your System Administrator.
Create a task via the Create menu
Click Create > Task. The following window opens.
Complete the fields as described in the table below.
When you've completed the fields, click Create Task / Quote / Periodic to save.
If you have multiple business units, this field will populate and default to the current business unit. To select a different business unit, click (magnifier) and double-click the relevant one.
This can be helpful if you want to use task types and custom fields belonging to a different business unit. After saving the task, the task will be listed in the relevant owner's ServiceTrack > Current menu. If you want your business unit to have visibility over the task but want another business unit to be responsible for it, use the Assign To function.
This field is used when the work site location is different from the client's office location. This is useful for clients that have multiple offices or locations, such as real estate agents and strata management companies.
Click and double-click to select a location from the list. Alternatively, start typing the location name and select from the list.
To add a new location:
click Add Location
enter the work address into the Location/Address field (mandatory field)
the different types of work your business performs, for operational or reporting purposes
specific workflows and processes, through the use of checklists and notifications
automated minimum labour charges and service fees, for faster invoicing
if material items automatically get added to the task, automating your workflow
a range of default settings that will save you time when creating tasks.
Click and double-click to select a task type. Alternatively, start typing the task type name and select from the list.
Task types are set up and edited by your Site Administrator. See Task Types.
(*Required Field) This is used to help Office and Field staff easily identify the job by the task name. By default, the task identification field will be pre-filled with either the client's address, or the work site address if a 'location' has been set for the task. You can always overwrite the address with something more meaningful.
Checking this box converts the task to a quote; there is a link to the task that is hidden until the quote is accepted. Only use this option if you want to create a quote. Refer to Quotes for more information.
This field is used to set a priority level for the job. This is an optional field that is used internally to advise either the scheduler or field staff of urgency.
Due Date & Time*
(*Required Field) This field is used to record the date that the customer needs this work completed by.
By default, tomorrow's date will be auto-populated. You can type in a due date (DD/MM/YYYY format), or click on the date field and select a date using the pop-up calendar.
If you have Priority Tracking enabled, the due date may update on-screen when a specific priority is selected.
If a priority is set, the Time field will be disabled. To use the Time field, set the Priority field to --None--.
The Add Resources button is used to assign one or more resources, including contractors, to the job. They may not necessarily be the person performing the work, i.e. the 'scheduled' resource.
Click Add Resources to select the resource you want to assign the task to. If you don't see the name you need, start typing the name and select it from the list. You can select multiple resources at once. Click Select Resources to add the resources' names to the task. When you Save, the resources' names become links to their user, client or contractor card (if the resource is a business unit there is no link).
To delete a resource, click the X beside the name.
To quickly assign the task to yourself: click (down arrow icon), then Assign To Myself.
Customer Order No
Used for recording a customer order number, such as work order number or contract number (if applicable).
Assign a sales person to the task (if applicable) (see Task Settings).
This is where you enter the details of the problem or request. You can create description templates for common phrases or job information using the Descriptions button located under the description field.
The description can be created in text or HTML format. Select HTML if you need to use bullet points, bold / coloured fonts, paragraphs (show carriage returns) or tables.
This shows a history of all tasks in the system for this client. Click the (plus icon) on an existing task to view the description and task notes.
Only use this option if you want to set up automatic tasks for recurring work. Refer to Create a Periodic Task for more information.
Create Task / Quote / Periodic
This is the save button for the Create Task, Create Quote orCreate Periodic screens. Click this button when you've entered all the necessary information.
Default Task Descriptions to HTML
Once you select the HTML option for your Task Description, AroFlo will store this preference in your browser. Each task created after this will default to using HTML Descriptions and show you the editor. If you move to a different computer, a different browser or clear your cookies and cache, you will need to set your preference again the next time you create a task.
Creating a task via the Calendar
The calendar also allows you to create and schedule new tasks simultaneously.
Depending on your calendar view, click on a particular day or click and drag from the start time to the finish time.
Under Schedules, hover your mouse over the Create button and click Task.
If a task is created and has the same: Client, Location, Main Asset, Task Type, Task ID/Name, Description, Contact Name and Contact Phone as an existing task, AroFlo will not create the new task. AroFlo will take you to the existing task and will notify you that a task with the same details already exists. You will have the option to edit the existing task or create a linked task.
Client terms set to 'Do Not Trade'
If you create a task against a client set as Do Not Trade, a pop-up warning will appear next to the client's name and the trading terms note set against that client. You can override the message and create the task.