Tasks can be created in the following ways;
- Attached to an existing document, email or job in FYI by clicking the Add Task button in the Tasks section of the Drawer.
by clicking the Add task icon in the action bar of the Drawer.
- From within an Office product (Outlook, Word, Excel, PowerPoint) - a task can be attached to an existing document from the FYI Drawer by clicking the Add Task button or Add Task icon.
- As a stand-alone task from FYI. This is a handy way to set up reminders.
Click the + New button on the main menu and select T from the list of document types.
Or, from the workspace, simply press the shortcut key T for a new Task.
Adding the Task Details
Tasks hold the following information and filing details
Subject - enter a brief subject for the task. This displays in the lists in FYI.
Assignee - select the name of the user assigned to the task.
If the task is not being assigned to a specific person, this can be left as "Unassigned". When displaying a list of tasks, you can select "Unassigned Only" in the column header filter to display any tasks that are not assigned to a user.
Delegator - this is automatically set as the person who is creating the task and initially displays as "System". When you create the task it will set your name as the delegator.
You can select a different user from the drop-down if relevant.
Client -Client is optional. Type at least three characters of the client name to display all clients containing those characters anywhere in the Client Name. Then click to select the required client.
If a Client is selected, you can also optionally select a Xero Practice Manager Job for the client (refer to Jobs) and/or a Category.
Due Date - a due date is given as the default. This can be changed by clicking on the field and selecting from the calendar. The default is one day from today's date. The default for the Due Date is set in the Practice Settings. Refer to Practice Settings.
Start Date - you can optionally add a Start Date to the task by clicking on the Start Date field and selecting the date from the calendar.
Status - This defaults to In Progress, so when the task is created, nothing needs to be actioned on it.
Document - if relevant, this displays the name of the document the task is being created for.
Details - type the details of the task. Remember that when the task is created for a document, you can easily display the document to provide context for the task.