The table below provides an overview of the site admin settings that control the behavior of tasks in Office and Field.
Click the blue links on the left to access full instructions for each setting.
| Setting | Description | ||||||||||||||
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| 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 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. These defaults can be overridden on the client card for contract requirements. See Edit Client Details. |
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| 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.
AroFlo checks address restrictions in the following hierarchy:
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| 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. |
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Default Task Note Filter |
Give Task Note access to staff as well as to clients and contractors. Select from the dropdown box: Options
You can still change the visibility of individual Task Notes as you create them. |
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Default Task Client |
Set the default client when creating a task:
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. |
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| 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:
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| Prefill "Task Identification" with |
Select one of the following options to prefill the Task ID:
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| 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 Notes | Check 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 Notes | Check 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). See Track Tasks with Priority Response Times 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:
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| 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. |
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| 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 dropdown 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. |
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| 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 dropdown 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. |