Task Types

Tasks are assignments created in jobs to assign items of work or other milestones to job contacts. It can also have sub-tasks, which are called child tasks to the parent task which is the task under which they are created. You can create tasks using the 12d Synergy Client application.

Tasks can be of different types. These types allow you to categorize and define special information about tasks that might be used for different purposes. They allow you to define the following details for any new task:

• States and state transitions
• Attributes
• Actions
• Reminders
• Task Templates
• Triggers
• Workflows

By default, 12d Synergy comes with one task type called the generic task. You can create task types that suit your requirement.

A generic task type has three states of progress. They are as follows:

• Not Started
• In Progress
• Closed

A state can be a Closure state when it is a state that identifies the task as being closed. You can create more states to suit your requirement of the task type. Each state can also require attributes to be filled out before it transitions to the next state.

1.1. How to Create a Task Type

1. In the 12d Synergy Administration application, select the System Rules tab > Tasks tab.
   
   
   
2. Click the button.
   The Create a Task Type window is displayed.
   
   
   
3. Enter a name for the new task type in the Name box.
4. Click the Save button.
5. In the System Rules tab > Tasks tab, select the newly created task type and click the edit icon.
   The Edit a Task Type window is displayed.
6. Do any of the following:

1.1.1. To change the colour of the tasks of this task type, do the following:

1. Click the Select button displayed against coloured Display Colour box and select a colour.
   The tasks of this task type will display in the selected colour.

1.1.2. To create more progress states for this task type, do the following:

1. Select the States tab and click the button.
   The Create/Edit a Task State is displayed.
2. Enter the name of the new progress state in the Name box.
3. From the Closure?  list select whether or not the state you are creating is the last state of the task.

   A task may have multiple closure states. In the Completion Percentage box, mention the percentage completion of the entire task when it reaches this newly created progress state.

4. Click the  button to add either a new attribute or an existing attribute to this state.
5. Click the Set button.

1.1.3. To add attributes to the new task type, do the following:

1. Click the Attributes tab.
2. Click the button to add either a new attribute or an existing attribute to the new task type.

1.1.4. To add actions dependent on the status of tasks of the new task type, do the following:

1. Select the Actions tab.
2. From the When all tasks that this task type depends on are closed: list, select the next action that has to be done when all tasks that this task type depends on are closed.
3. From the When a task of this type is due to start: list, select the action that has to be done when a task of this type is due to start.

1.1.5. To create a reminder for this task type, do the following:

1. Select the Reminders tab.
2. Click the button.
   The Create a Reminder window is displayed.
   
   
   
3. In the Create reminder box, select the time in days, weeks, months, or years.
4. Select either the before option or the after option.
5. Select the the task starts option or the the task is due option.
6. Select the frequency of the reminder by logically selecting one or more of the following check boxes.
   • Recur daily until the task is closed
   • Remind even if the task has started
   • Remind even if the task is closed
7. Select one of the following options from the Send reminder to list.
   • Just Me – send the reminder to yourself only
   • Owner and Assignee – send the reminder to the task owner and the person to whom the task is assigned
   • A specific user – send the reminder to a specific user
   • A user group – send the reminder to a group of similar users like engineers, surveyors, etc.
   • A project role – send the reminder to a specific role like a project manager, team lead, etc.

     If the Task Reminders always sent setting is set to Yes in the 12d Administration application > System Settings tab > Tasks section, then an email is sent to the selected recipients even if the task is closed irrespective of its current status. 

8. Click the Create button.
   The reminder is displayed in the Reminders  tab.

   You can delete a reminder by selecting the reminder from the Reminders tab and clicking the  button.

1.1.6. To create a task template for this task type, do the following:

1. Select the Task Templates tab.
2. Click the  icon and follow the steps to create a task.
3. You can design triggered activities or workflows to various changes in the system, and their conditions using this tab.
4. To create a workflow, click the Workflow button in the Edit a Task Type window.