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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)
  • the calendar.

Navigation tips

  • 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

  1. Click Create > Task. The following window opens.


  2. Complete the fields as described in the table below.
  3. When you've completed the fields, click Create Task / Quote / Periodic to save.
Field/ButtonDescription
Owner

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.

Client

This field either defaults to the current business unit or is left blank (see Default Task Client).

To select a client, click  (magnifier) and double-click to select a client from the list. Alternatively, start typing the client’s name and select from the list.

To add a new client:

  1. click Add Client
  2. enter a Company/Reference Name, First Name and Last name (mandatory fields)
  3. complete the other fields as necessary
  4. click Save.

For complete instructions, see Create a Client.

Location

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:

  1. click Add Location
  2. enter the work address into the Location/Address field (mandatory field)
  3. complete the other fields as necessary
  4. click Save.

For complete instructions, see Add a Location.

Asset

This field is used to link a piece of equipment that is being worked on for this job. It is an optional field, usually used for scheduled maintenance work.

Click  and double-click to select an asset from the list. Alternatively, start typing the asset name and select from the list.

Task Type

The task type defines:

  • 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
  • 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.

Task Identification*(*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.
Quote checkboxChecking 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.
Priority

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--.

Assign To

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 Users 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).

Click to enlarge

To delete a resource, click the X beside the name.

Customer Order NoUsed for recording a customer order number, such as work order number or contract number (if applicable).
Sales Person

Assign a sales person to the task (if applicable).

Description

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.

Task History

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.

Click to enlarge

Double click a row to open the task.

Add Schedule

This function allows you to schedule the job to a resource when creating the task.

To add a schedule:

  1. click  and select a User/Asset/Crew.
  2. click  and select a date.
  3. edit the start and finish times.
  4. add a schedule note (optional).

Entered ByThis is auto-filled with the current user's name.
PhoneThis is auto-filled with the current user's phone number.
Reported By/Contact

This field is used for recording the contact who requested the work. Click the  to select a contact from a list.

To add a new contact:

  1. click Add Contact
  2. enter a Given Name and Surname (mandatory fields)
  3. click Save.
Project

This option is only used if projects exist for the client. It is used for allocating tasks to a project. Refer to Projects for more information.

Periodic Task

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 or Create 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.

  1. Depending on your calendar view, click on a particular day or click and drag from the start time to the finish time.
  2. Under Schedules, hover your mouse over the Create button and click Task.
  3. Complete the required fields in the Create New Task window. Refer to Create a Task for complete instructions.



  4. Click Create Task.
  5. Follow steps 4 - 8 above.

Troubleshooting

Duplicate tasks

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.

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Parts of this feature are included in AroFlo Go.

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