Tasks - Overview

Learn how to navigate the task worksheet in AroFlo Field

Updated on May 23rd, 2024

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 colored banner displaying underneath the task header indicating the client's transaction terms (see image). See Transaction Terms for more information.

 

 

Task Header

The task header tells you the job number and task name. Edit the task status and substatus from here if you need to, and then Save. Learn More.

Also included is the labor timer option and the option to email the task jobsheet to your client.

Tap (back) to return to your Task List.

 

 

Task Shortcuts

Tap the plus button    to access a list of shortcuts so you can easily add things to your task:

Completed tasks

If the task is completed, you won't have as many options available here and the option to create a part invoice will instead be replaced with one to create a final invoice.

 
Option Description
Take Photo or Upload View and/or upload photos and documents to the task from your mobile device.
Add Schedule Create a schedule for this task. See Schedule a Task or Quote.
Create Part Invoice

Create a part invoice against this task.

If the task has been completed, this button will say Create Final Invoice. See Create an Invoice.

 
Create Quote/Task

Create a new quote or task for this client.

See available options

Option Description
Quote
Turn this task into a quote Turns this task into a quote/access quote for this task (if quote exists)
Quote (Client) Create a new quote for this client
Quote (Client, Location) Create a new quote for this client and location (if a location was selected for the task)
Task
Task (Client) Create a new task for this client.
Task (Client, Location) Create a new task for this client and location (if a location was selected for the task)
 
 
Create PO Create a purchase order for this task.
Add Expense Add a task-related expense to the task. This features a sub-menu, letting you select the type of expense. See Record Expenses on a Task for more info.
Add Material Add material (materials used on a job) to the task. This features a sub-menu, letting you select the type of material. See Record Materials on a Task for more info.
Add Labour Add Labour (hours spent on a job) to the task. See Record Labour on a Task for more info.

 

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.

 

 

Overview tab

The Task Overview gives you the main details of the task and is broken up into sections. How much information is available is dependent on what's been included in the task.

Client Information

Information about the client is shown at the top of the worksheet and includes the client's transactions terms banner (if set). See Transaction terms.

Explanation of fields

Field Description
Client

Name of client

Tap this to open up the client card.

 
Location/Client Address

The address/location of the task.

  • 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 field will say Location.
  • If no location was selected for the task, this will be the client's primary address and the field will say Client Address.

Tap to navigate to the address using your device's default navigation app.

 
Site Contact/Client Contact
  • If a location was selected for the task, the contact name and phone number will be the Site Contact's.
  • If no location was selected for the task, the contact name and phone number will be the client's primary contact.

If a phone number is saved against the site/client contact, you can tap the phone icon to call them using your device's default dialing application.

 
 
 
 
 

Job Costs overview

This is a quick overview of your job costs. Tap an entry to easily go to that area (e.g. Labour).

Feature Access settings

How this information displays depends on your Material and Expense visibility set within your Feature Access Settings, e.g. you may see dollar values or number of items.

 
 
 
 

Task tiles

These are quick links to view and access task-related information.

  • By default, these display as a slider. To display as a grid, slide to the end and tap Show as Grid. To switch back, tap Show as slider.
  • Links to these areas can also be accessed using the Task Tabs and in the More tab.
 

Counters

What do the colors and numbers mean?

  • Grey - Not Started / 0 items
  • Blue - In Progress / 1 or more items
  • Red - Needs attention
  • Green - Completed
 

Colored Indicators

  Forms Checklists Assets
Red Task contains required forms that need to be completed before it can be started or completed. Task contains checklist items that need to be completed before the task can be completed. Task contains assets that have required task asset fields that need to be completed before the task can be completed.
Blue Task contains forms but nothing is required. Task contains checklist items but nothing is required. Task contains assets but nothing is required.
Green Required forms have been completed. Required checklist items have been completed. Required task asset fields have been completed.
 
 

Alert icon - this appears if you have a warning at the top of the task, e.g. if you have a form that needs to be completed before the task can be started, or if you've tried to save the task before completing required checklist items or task asset fields.

 
 

Task details

Additional details of the task.

Explanation of fields

Field Description
Task Type The type of task.
Reference Number The Task Reference Number (generated on task creation).
Owner If you have multiple business units, the business unit linked to this task.
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.

 
Priority The priority level for the job. This is an optional field that is used internally. Tap to edit this.
Due Date The date that the client needs this work completed by.
Terms The transaction terms for this client.
Reported By

The client contact who requested the work.

If a phone number is saved against the contact, you can tap the phone icon to call them using your device's default dialing application.

You can also send an SMS to the contact if you have an SMS provider enabled in AroFlo.

 
Sales Person

Account manager for this client (optional field).

Tap the phone icon to call the contact using your device's default dialing application (if a phone number has been saved against the contact).

 
Entered By

Name of person who created the task.

Tap the phone icon to call the contact using your device's default dialing application (if a phone number has been saved against the contact).

 
Customer Order Number Used for recording a customer or work order number (can be entered on site if required).
 
 
 
 

Project Information

Appears for Project tasks only.

Explanation of fields

Field Description
Project

Name of project

Tap this to open the project.

 
Project Task Variation Whether or not this task has been marked as a Variation.
Estimated Start Date Appears if you have a Gantt Chart set up. Estimated Start date of the task (only editable in Office from the Gantt Chart or the project task).
Estimated Duration Appears if you have a Gantt Chart set up. Estimated duration of the task (only editable in Office from the Gantt Chart or the project task).
Progress Appears if you have a Gantt Chart set up. Edit the estimated progress of the task.
 
 

 

 
 

Custom Fields

Depending on the type of task, you may have additional fields available to you if custom fields have been set for the task type and/or have been filled out on the client card and have been set to display. Examples include a text box, a select box, a date field, radio buttons, a canvas draw field, or a documents and photos field.

 

See Custom Fields for more information, including types of fields and how you can use these in your workflow.

 

See the section below for a few examples of custom field types.

 
 

Task Description

The Task Description: details of the problem or request. Tap to edit this. Remember to Save the task.

Tap Description to use a description template.

 
 
 

Asset Information

If the task was created from an asset, the following three fields will be displayed as part of the main task information:

Field Description

Asset

 

Name of the asset.

More options

Tap for 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.

    Show me

     
     
 
 

Odometer Reading

 

Displays if the asset 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.
 

Custom Fields examples

Documents and Photos

Documents and Photos fields can be really useful, especially if you want to record something like before and after photos on a job.

  1. Tap the relevant Add / View Documents & Photos (x) field
  2. Tap (green plus) and either
    1. Upload Files from your device
    2. Take a Photo using your device's camera
  3. Save.

Tap (down arrow) to update the file details e.g., rename the file, add comments, edit the document filter, or delete the file.

 

See Documents and Photos - Manage your document or photo for more information.

 
 

Multiselect

A multiselect custom field is useful for selecting and showing multiple options, for example, rooms of a house that need to be serviced.

  1. Tap the field to display the list of options
  2. Tap the options you need
  3. Tap Done
  4. Save the Task.
  • If you have a long list of options, tap to open a Filter list field and type to narrow down your results
  • Tap the x next to an option to remove it, or tap the at the top to clear all. Remember to Save your task.
 
 
 

Canvas

This field can either be used to create simple drawings, or for uploading an image, and then marking it up.

  1. Tap Edit (pencil icon)
  2. Start drawing in the field, or tap to upload an image from your device and then mark it up.
  3. Save Sketch
  4. Tap X to return to the task
  5. Tap the image to view the canvas, or alternatively, tap Edit to edit it.
  6. Save the task.

Tools

  • Pick a line thickness using the colored circles
  • Tap the color palette () to show/hide the color palette
  • Undo and redo using the buttons/
  • Tap Clear to erase the canvas. 
 
 
 
 
 

 

Other tabs

Checklists

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.

Show me

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

See more on Checklists

 

Notes

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

Items

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.
 

More

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.

Show me

 
 
Forms View compliance checklists and forms for this task.
Documents & Photos View and/or upload photos and documents to the task from your mobile device.
Project Documents Only available for project tasks. View documents and photos attached to the project.
Linked Tasks Displays linked tasks or quotes.
Resources

Shows the assigned resources for this task. See Schedule a Task or Quote.

Show me

 
 
Schedules

Shows all of the current schedules for this task. See Schedule a Task or Quote.

Show me

 
 
Task Timers

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

Custom permissions

For custom permission groups, Site Administrators can enable this via Permission Groups > Tasks > Filters > All Task Timers (set to ticked).

 
 

To see the active timers across all Tasks, Quotes (and Overheads), use the Active Timers button found in timesheets.

 
Signatures View Captured Signatures on the task / capture additional signatures.
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.
Restrictions Create Task Restrictions for this task.
 

 

Other options

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

Signatures

Tap Signatures to capture a signature from your customer or view existing ones. This is available on all tabs except More.

You can also view captured signatures from More > Signatures.

 
 
 

Save

Save any changes to the task. This is available on all tabs except More.