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The task worksheet is the central location where all information relating to the task is stored and managed. This includes task notes, checklists, job costs, compliance forms (SWMs, JSAs, etc), documents, photos and email history. Everything you need to know about the job is at your fingertips.

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 Priority field, contact your System Administrator.

Task header

The task header (top section) displays the information that was entered when the task was first created. If needed, you can change key details using the Edit Task Header button at the top left of the screen. There are also a number of quick links that allow you to edit or change the client, location, asset or sales person on the open task.

If you've signed up to an SMS provider, you can send SMS messages to your clients and staff using the (mobile phone) icon.


 


Button

Description

Return to the current task list.

 

Refresh the open task screen to see changes made by you or another user.

Allows you to edit the details displayed within the task header such as the task name, task type, description, etc.

Refer to Edit Task Header for instructions.

Start a timer to record labour performed on this Task. Learn more about recording labour here.

Managers, Supervisors (and those with  permission   ) can use this to view active timers on the current Task.


Tags can be applied to tasks to enable grouping of tasks within the current and completed task lists.


Quick menu to view all tasks or periodics for the client, or client and location displayed on the open task.

Quick menu to create a new Quote, Task or Periodic Template using the client, or client and location displayed on the open task. You can also create a Short URL to send the task to other users.

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Allows you to assign the task to yourself, a different user, a business unit, or a contractor (with system access).

To assign a resource: click Add Resources and double-click to select a name from the list. If you don't see the name you need, start typing it in the search field.

To quickly assign the task to yourself: click (down arrow icon), then Assign To Myself.

Click View History to see which resources have previously been assigned to the task.

When a task is forwarded to you by another user, you have the option to quick-assign it back to that user.

Scroll down and click Save to update the task.

Quick Links
Client

Allows you to move the task to a different client.

Click Client, then click the (magnifying glass) and search, or select another client from the list.

If a client doesn't exist, click Add Client, enter the details and save.

You can change the client on a task without affecting the current location. The location is retained against the original client on the location card. This allows you to create a task for a client at a work location that belongs to a different client.

City Hospital (example client name)Open the Client card to view or edit details.
AssetAllows you to select a different primary asset for the task.

Forbes-Bryan 650kW Boiler (example asset name)

Open the Asset card to view or edit details.
Sales PersonAssign a sales person to the task (if applicable).
Owner

If you have multiple business units, this allows you to change the ownership of a task to a different business unit.

Click Owner, then click the  to select a new business unit from the list.

Changing the Owner

Changing the Owner of the task means it will disappear from your ServiceTrack > Current menu and be listed in the other business unit's. If you still want to have visibility over the task but want another business unit to be responsible for it, use the Assign To function instead.
Location

Allows you to move the task to a different location (work site address).

Click Location, then click the  and search or select a new location from the list.

If a location doesn't exist, click Add Location, enter the details and save.

1001 Southland Highway Hungerford SA 5000 (example location name)Open the Location card to view or edit details.

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Job costs

Job costs are generally booked by field staff as they complete their daily tasks via AroFlo Field. A series of buttons underneath the task header section allow office staff to view these costs, and record any additional costs including labour, materials and expenses.

It is vital to keep this information up-to-date and accurate to ensure that all costs are captured for invoicing and reporting purposes.


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Button
Description
WorksheetProvides an itemised worksheet of all costs booked on the job, including cost, mark-up and sell values.
Progress

Displays a summarised table comparing your quote to the task and any Invoices.

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The Task section includes a balance outstanding (in dollars and hours) that you can still expend on your job (based on values in your original quote). This is useful when you want to quickly check if you are over or under budget. For example: You may have quoted 50 hours of labour, your task has incurred 40 hours of labour, so your labour balance is 10 hours.

The Invoice section includes a list of all invoices and a balance for costs (in dollars and hours) that you haven't yet invoiced.

Labour View and/or record labour or chargeable time entries on the task.
Material View and/or record materials used on the task.
Expense View and/or record expenses incurred on the task.
Purchase Orders View and/or create purchase orders for materials or sub-contractor services that may be required for the task.
Invoicing View and/or create a part invoice to bill your client for work that has been completed to-date.

Task Notes

Task Notes can be used to:

  • keep track of communication with your customers
  • communicate information between field staff and office staff
  • create a job diary of work performed.

To enter a Task Note, click Add Note (Text) or Add Note (HTML). The HTML option allows you to format the text using fonts, colours, bullets, tables and more.

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Task Note visibility

AroFlo displays the three most recent Task Notes.

  • To view the full list of notes, click View (X) Previous Notes ... , where (X) denotes how many other notes are recorded.
  • To hide all but the last three, click Hide Previous Notes ... .

Each note is displayed with a fixed height. If the content for any note is greater than this height you can either click or hover over the note to expand it to its full height.

Task notes are visible to the person who created the note, regardless of which filter has been set (e.g. Internal Admin Only, Visible to All) . Therefore, if a user with Worker access adds a note that is 'Internal Admin Only' they will still be able to see it because they entered it.

Flag important notes as 'Sticky' to keep them at the top of the notes list.

Storing email and SMS messages in Task Notes

The Task Notes section can also include email and SMS messages sent from the Task to help you keep track of all client communication. For more information, please refer to Email and SMS on Task Notes.

Checklists and other tabs

Checklists, documents/photos, compliance forms, schedules and assets are all stored within the task for easy reference.

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Tab
Description
Checklist Checklists are a series of items that require a response (Yes, No, N/A). Checklists can be automatically or manually added to tasks and quotes.
Manual Checklists

Provides a pre-defined list of checklists that can be manually added to the task as required.

Documents & Photos View, print or upload documents and photos to the task.
Compliance Forms View, print or create electronic compliance forms for the task.
Schedule View and manage schedules for the task.
Assets Link assets such as equipment, vehicles or machinery for the purpose of tracking their service history.
Linked Tasks Displays tasks that have been linked. You can also link to other tasks from here.

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Task status

The task status field is used to flag the status or progress of a job, allowing users to easily see where jobs are at. The four main statuses are:

Status
Description
Not StartedDefault status indicates work has not started.
In ProgressSet this status when commencing work to indicate the work is underway.
PendingSet this status when work is on hold for some reason. You can use a substatus to provide the reason (see next section).
CompletedSet this status to indicate the work is complete and ready for invoicing, or archiving.

Substatus

A list of customised substatuses can be set up and linked to a main status to provide additional information on the status or progress of a job. For example, if the main status is 'Pending', related substatuses could be 'Waiting on parts', 'Waiting for client approval', or whatever reasons make sense for your business.

Once substatuses are set up, you will be able to select one after setting the main status and clicking Save.

Substatus settings are unique to your business and are set up in Site Administration. Please contact your Site Administrator for assistance.

Signatures

Employee or client signatures captured via the Field interface are displayed at the bottom of the worksheet. The signature image and date/time information stored within the task can be added to various layouts such as task sheets and invoices.

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Edit signature details

Users with Management access can edit the print name, label or extra information on a signature:

    1. Click Edit on the captured signature.
    2. Select Edit Signature.
    3. Update details as required.
    4. Click Update Signature.

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To edit signature details on a compliance form, Management users will need additional Compliance permissions. See Feature Access Settings for more information.

Voiding signatures

Captured signatures cannot be deleted, but a Management user can void the signature to disable it from being included in emails, layouts and reports.

To void a signature:

  1. Click Edit on the captured signature.
  2. Select Void Signature.
  3. Click Save Task.

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To un-void a signature, click Edit, select Unvoid Signature and save the task.

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Feature access

Parts of this feature are included in AroFlo Go.

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