Tasks

Location: Calendar Tab > Tasks (located on Navigation Bar)

Once on the page, you will find a series of drop downs to filter what already scheduled tasks are shown on the right. Also at the top of these drop downs is the create new task button. Below the drop down boxes you will find 3 links to setup task types, edit task settings and to setup task triggers.

Task Settings

Location: Calendar Tab > Tasks (located on Navigation Bar) > Task Settings (Navigation Bar).

Notifications Before Due Date - Allows you to set up to 4 reminders before the Task is due to be completed.  In our example we set it for 0 days (will notify the day of scheduled completion), 3 days, 5 days, and 10 days before the task is due.

Notification After Due Date - Sets notifications for completion of a task which is overdue.  Our example is setup for a notification 1 day, 3 days, 5 days and 10 days after the task was scheduled for completion.  These notifications will not be sent for completed events.

Colors - Allows you to color code the different statuses of a task.  Task will then be color coded when viewing them from the calendar or in a list.

Other Settings

• Notify User On Creation -  Notifies the assigned User when a task is created for them to complete.
• Strike-Through Completed - Will use a special font style and completed tasks will appear with striked-through lettering further indicating they have been completed.
• Allow Completion Percentage - This will activate an option on tasks to be able to mark them with a partial completion percentages.
• Allow Free Form Task Entry - While checked when tasks are created the option for different task types will not appear in a drop-down menu as normal. The word “Tasks” will be underlined and when clicked you will be enter a custom task type.  Otherwise tasks will be created without a type.  Please note, this is for advanced use only.

Save - Always Save!

Task Items

Location: Calendar Tab > Tasks (located on Navigation Bar) > Task Items (Navigation Bar).

From the task items page you will be able to create different preset tasks with varying ways of assigning and restricting user access to them.  For our example we will create a welcome call task to be completed by a certain group of users.  First, we will create a Task Group to assign the task to (click the “add task group” button in the upper left portion of the window as pictured above).

Task Groups allow you to create a group of users able to assign tasks to other users, here we have created a group of users who will assign welcome calls.  You can both choose to use Teams you have previously created (please see http://support.debtpaypro.com/entries/101079136-Roles-Teams for further information about these), or you can select multiple users to include in the group; multiple items can be selected by holding down the ‘ctrl’ button while clicking your selection with the mouse.

Save - Always Save!

Add/ Edit Task Item - Enter or edit the name of your task, we have named our example “Welcome Call”.

Available to File Types - Checked boxes make this task available to clients under these specific file types.  For our example we have made this task available for our Business Loan, Credit Repair and Student Loan clients the task option would not be available for the clients under the “New Purchase/Refinance” File Type.

Add to Group - Here you select which groups you have created you will make this task available to for assignment.  We will be adding Welcome Callers in our example.

Save Task - Always Save!

Add/ Edit Task Item - Enter or edit the name of your task, we have named our example “Welcome Call”.

Available to File Types - Checked boxes make this task available to clients under these specific file types.  For our example we have made this task available for our Business Loan, Credit Repair and Student Loan clients the task option would not be available for the clients under the “New Purchase/Refinance” File Type.

Add to Group - Here you select which groups you have created you will make this task available to for assignment. We will be adding Welcome Callers in our example.

Save Task - Always Save!

You will now find the task Item you created at listed at the bottom of the page.  As you can see it identifies how many groups in which it is included.  Now that we have created our Task Item we can assign this tasks to our users to complete.  This can be done 2 different ways.

Assigning Tasks from the Calendar

Location: Calendar Tab > Tasks (located on Navigation Bar) > Create New Task (located on navigation bar) a popup window will then appear.

Assigning Tasks from Client Dashboard

Location: Locate client dashboard through enrollments or contact tab > Select Task Tab from Client dashboard sub-menu, “Add Task” button will be available there and popup window will appear.

Task - Select the task you wish to assign, tasks will be listed under the groups your user profile belongs to.

Due Date - Select due date by either entering the date manually or choosing date from pop up calendar.

Assigned To - Select either a user to assign task for completion or by clicking the underlined text “Switch to Team” which will provide the option to assign the task to a team.  Again, for more information about teams please see: http://support.debtpaypro.com/entries/101079136-Roles-Teams

Contact - Enter the name of the contact on which the task is scheduled.  If task is being added from the client dashboard the contact name will automatically appear here.

Notes - Additional notes can be entered here.

Save Task - Save the task for the system to create and assign.  Once saved, a notification will appear in the lower right portion of the screen of the user the task has been assigned to.  Due date reminders as dictated on task settings will appear in the same area as well.

You now will now find the task listed under the client dashboard and on the All Tasks list available on the calendar page.  To mark a task complete simply click the open checkbox and confirm in the pop up window that will appear.

Trigger Tasks

Trigger Tasks function similarly to email triggers (see https://dpp.zendesk.com/entries/173539-Configuring-Email-Triggers for more info on email triggers), basically you are setting up tasks to be created triggered by system events.

Once on the Trigger Task page you will find a mostly blank screen except for a drop down menu located on the navigation bar. Here it will list all system events that can be used to trigger a tasks creation. Start by selecting a system event from the drop down; please note that selecting "Status Change" or "Task Completed" will cause a secondary drop down to appear where a specific status or task needs to be selected to have your trigger setup for. Once you have selected a system event for your task to be created on, you will be given a series of drop downs to further specify how you want the task created.

File Type - This can limit the task being created to contacts with a specific file type only.

Company - This can limit the task being created to contacts with a specific company only.

Task - Select the task type you want created on the trigger

Assign to - Sets for who the task is being created and assigned to

Due Date - Sets the due date the # of days ahead of the date the task is triggered to be created on

Once setup you can click save and the trigger task will be listed below, multiple trigger tasks can be created under a system event.

So looking at the above example trigger task we have created; the task will be created on "student loan" files under the company "Template" using Task Type "Example" and will assign the task to the user assigned to the contact and will allow 15 days for the task to be accomplished, all triggered when a client file is approved for enrollment.