The book Tasks

There are recorded all created tasks of all users in the book of tasks. The list of these tasks is stated on page 0 of this book. We understand the task as a requirement for an activity to be carried out. Tasks can be linked to IS K2 documents. This link can be seen in the Tasks book on page 9 of each task. All IS K2 documents that have the 9th page of their card can be linked to the tasks. The documents show the link with tasks not only on page 9, but also on the Tasks tab, which is available to the user on page 1 of documents.

The task can be linked to one IS K2 document. However, the document can be linked to several tasks. Exceptions are Contact persons and Partners, which can be linked to the task independently of the choice of the document. Tasks associated with a Contact Person or Partner can be viewed on a special tab on the 2nd page of these cards.

pic_2354

Picture: The book Tasks

A new task can be created in the book in a standard way, e.g. by means of Insert key. It is also possible to use filters in the Tasks book. The user can create a filter, for example, according to the Owner and find out which tasks he/she should solve at the moment. You can confirm individual records in the Tasks book. It is not possible to change a confirmed record and the task is considered to be completed.

The functions are available in tasks (available only in Browse mode):

Prepare the assignment Alt+F3	Preparation of a task assignment. Anyone can assign and edit a task in this status.
Assign the task Alt+F5	After completing the assignment, the submitter puts the task into the status Submitted. The task owner accepts the task and puts it into the status In progress, or he/she can return it back (enter the reason of returning) into the status Prepare the assignment .
In progress Alt+F6	The owner accepted the task to process.
Fulfilled by Alt+F8	When the task is complete, the status is set to Completed.

Note: Functions to change the Status described above are not available. in the universal forms. To change the status of a task, use the Ctrl+Alt+F5 key combination.

Confirmation Alt+F2	The record is confirmed. Confirmed task is not able to be changed any more.
Change the status Ctrl+Alt+F5	Change the task status. The required status is selected from the list of Statuses.
Cancel F8	The record is set on Cancelled status and the Cancel bitmap is displayed there. Only the task submitter can cancel the task.

Basic data (1st page)

There are all information about the task on the first page of Tasks book. Here are displayed the fields that are defined by user in the Task fields setting book, it means the number of fields that are displayed on this page can be different.

pic_2355

Picture: Tasks - 1st page displays all fields

Fields' description:

No.	The order number of the created task assigned by the programme.
Submitter	The actual submitter of the task to the program. It is selected from the Contact persons code list. The own contact person of the user is automatically entered into this field.
Assignee	The current assignee of a task. This field indicates who is currently working on the task. The field is a reference to the Contact persons book. If you change the assignee, the task is forwarded.
Subject	Subject of a task.
Target date	Possibility to enter the date and time for the deadline for the task.
Parent task	Use this field to connect to another task under which it belongs. You can create a tasks structure by this way.
Assigned on	Date and time of a task creation.
Start date	Date and time to start solving the task.
Fulfilled on	Date and time of task completion.
Contact person	Contact person connected with this task. After selecting a contact person, the Partner field will be automatically filled in if it is entered on the contact person card.
Partner	Possibility to specify a partner with whom this task is connected. If the partner is filled in, then the list of all the contact persons that are assigned to this partner will be offered in the Contact Person field (a filter of contact persons will be displayed).
Status	This field indicates the current status of the task. The value is selected from the Status book. If the task statuses are controlled, the values are entered into this field automatically when working with tasks and using of available functions.
Category	The field for entering the category in which the task is assigned. The value is selected from the Categories book. It is possible to enter next records to this code list whenever.
Priority	This field is used to indicate the importance of the task. Select the value from the Priority code list.
Group	Field to specify the group to which this task is assigned. This field is a reference to the Group code list.
Kind	Field to specify the kind of task. You can select the value from the Kind book. The field is used to classify the tasks.
Fulfilled in %	Percentage estimate of the progress of a specific task.
Pl. duration (h)	Estimated time to solve the task.
Act. duration (h)	The actual time used to solve the task.
Created	The date and time of a record creation and the name of a user who created the record.
Changed	The date, time and the name of the user who has changed the record for the last time.
Entered days	The number of days that have passed since the task assignment.
Document	The document (an invoice in, a provided advance, a sales order...) that is assorted to the task.
Confirmation
Task instructions	This field is used for the proper task specification. Here are defined all activities that relate to assignment of the specific task.
Instruction - history	This tab contains all the history of the Task instructions tab. If the user change the Task instructions, e.g. he/she can add a further text, an item with this modification will be inserted here. Individual items on this tab can be opened, for example, by pressing the Enter key to view the comments of the Task instructions.
Solution	Field for all information related to the solution of the task.
Solution - history	This tab contains the entire history of the Solution field. If the user changes the text in the Solution field, an item with this change will be inserted here. Individual items on this tab can be opened e.g. using the Enter key to display comments on the solution of the task.
Formatted assignment	This field displays the entire history of the Task instructions field. This is all the text of the Task instructions tab together, always identifying the person who entered the text and the time when the text was edited or changed. This field can not be edited, it serves only for browsing.

It is possible to assign random types and kinds of the notes to the Tasks, eventually you can use the Header text or the Footer text. Closer description of work with the notes is stated in the Basic Code Lists and Supporting Modules K2 – Noteschapter.

Items (2nd page)

The list of subordinate tasks is on the 2nd page of the task. All the tasks, which are connected to that task, i. e. it is completed in the field Superior tasks, are displayed here.

pic_2570

Picture: Tasks - 2nd page

Documents (9th page)

It is possible to insert documents, external documents or processes on the 9th page of tasks, as with other IS K2 documents. Closer description of work with the notes is stated in the Basic Code Lists and Supporting Modules K2 – Notes chapter.