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Creating a Task List Type

This field is used to further classify task lists but is currently not functional. Examples: ELECTRICAL, ELEVATOR, EQUIPMENT, HVAC A/C, HVAC HEAT, etc.

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task List Type.
2. Enter the task list type.
3. Select Okay.

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Creating or Editing a Task List

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Creating a task list from the setup menus is the most efficient way to create a new list. Lists created here can be accessed and used for quote task lists, service call task lists, and maintenance contract task lists.

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Lists. 
2. In the Task List Maintenance window, enter a new task list ID number and complete the fields in the window.
   • Task List ID
     Enter a Task List ID.
   • Description
     Enter a description for the task list. This will vary depending on how you have decided to organize your tasks into lists. The task list description may state a type of service, a level of service, an equipment type, or a combination of these classifications based on the purpose of the tasks it contains.

   • Inactive
     Mark to inactivate the task list. 

     Warning
     title IMPORTANT
     Proceed with caution when you mark a task code or task list inactive. Inactivating a task code will inactivate it throughout Service Management as well as Equipment Management. History will not be affected, nor will existing contracts, quotes, service calls, and or scheduled maintenance (Equipment Management). When you inactive a task code, the following is true: Inactive task codes and task lists are filtered out from displaying in any lookup and cannot be added to contracts, quotes, and/or service calls. When a task code is marked inactive and already exists in a task list, the inactive task code is indicated with a red indicator . When using hierarchy task lists, if a  parent task is inactive,  child tasks of that parent task are also inactive on the task list only. (Hierarchy child tasks are not automatically inactivated at the setup level.) Existing contracts, quotes, and calls, that have task codes or task lists will not be affected by a task code or task list being marked inactive. When renewing a contract (single, master, or mass), you can print a new Inactive Task or Task List report before renewing. If the contract has tasks that include inactive tasks and/or task lists, this report is automatically generated as well so that users can fix the data (reactivate the task code/task list or remove the inactive task codes or lists from the contract). When creating a new contract using equipment at the location, if the equipment type has a task list associated and you choose to automatically add task codes based on equipment type, only the active task codes will be added to the contract.  In Equipment Management: Existing scheduled maintenance that has task codes or task lists will not be affected by a task code or task list being marked inactive. When creating a service call from the On Rental Entry and/or the Rental Agreement Line Entry windows, only active task codes in the Equipment Model task list are added to the service call. (This task list is assigned to the equipment model in the Equipment Model Maintenance window.) When processing scheduled maintenance to create a service call, only active task codes assigned in the Scheduled Maintenance Type Setup window are added to the service call.

     Description
     Enter a description for the task list. This will vary depending on how you have decided to organize your tasks into lists. The task list description may state a type of service, a level of service, an equipment type, or a combination of these classifications based on the purpose of the tasks it contains

     When processing scheduled maintenance to create a service call, only active task codes assigned in the Scheduled Maintenance Type Setup window are added to the service call.

     
     

   • Protected List
     After you've set up the task list and added tasks, mark Protected List to prevent the task list from being edited in the Task List Maintenance and Task List Details windows.

   • Use Hierarchy
     Mark this checkbox if you would like to set up your task list in a hierarchical list. See Setting up Task List Hierarchy for more information.
   • Task List Type
     This field is used to further classify task lists but is currently not functional.
   • Frequency
     Select how often this task list should be performed.
   • Schedule
     Select when this task list should be scheduled.

   • System, Major, Sub 1 - Sub 4
     These fields are used when assigning maintenance tasks to pieces of equipment. This information is useful for reference and sorting. 

     Note
     Once a list is marked as a Protected List, all setup fields will be disabled and you will be unable to add or remove tasks or subtasks from the list. Be sure to add all tasks and subtasks and complete all setup for the new task list before checking the Protected List box.

     When you have entered all the information for your new task list, use the Tasks button to add tasks to the list. The Task List Detail window opens. Use the task code lookup information to search for the task codes you want and Insert them into the list.
     
     To create new tasks for your list, see Setting up Working with Task Codes.

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Using Task Code Lookup

The task code lookup appears in the Contract Task Maintenance window, the Service Call Task Codes window, Quote Task Maintenance window, and Task List Detail windows.

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1. Add tasks and subtasks by selecting a record in the upper scrolling window and choosing Insert >>. Once tasks appear in the lower scrolling window, they are automatically saved. If you insert a task code with subtasks, all the subtasks insert with it. If you insert a subtask, the parent code is inserted as well. You can insert subtasks more than once. You can edit a task and its subtasks on the fly by selecting a task code in the list and zooming in on it. This will open the Task Code Setup window. Use the arrow buttons to move tasks and subtasks in the upper scrolling window. You can also control the insertion point of a task or subtask by selecting a task in the bottom window. The task code is inserted after the selected item. If nothing is selected on the bottom, the task code is inserted at the bottom of the list.
2. Use the Task Code field that appears between the scrolling windows to quickly add or remove task codes associated with a piece of equipment without using the lookup.
3. When you have finished adding tasks, subtasks, materials, or task lists to the equipment, Save the Maintenance Tasks window and close it.

Other Task List Maintenance Windows

The Contract Quote, Maintenance Contract, and Service Call windows each allow you to create task lists on the fly. These task lists are created in the quote, contract, or service call but can be accessed later and copied for use in another quote, contract, or service call.

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The following instructions will guide you to these windows.

Opening Quote Task List Maintenance Window

You must own the Maintenance Contract Quote Module to complete the following steps.

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Opening the Maintenance Contract Task List Maintenance Window

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the Contract indicator.
3. Select the Coverage button.
4. Select the Tasks button.
5. Zoom on Contract Task List ID field. The Contract Task List Maintenance window opens.

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If there are tasks assigned to your equipment records that you didn't assign per the procedure above, the tasks may have been assigned with the equipment type record, which is part of your equipment record. If the equipment type had a task list assigned, those tasks appear with the equipment record. See Setting Up Equipment Types.

Opening Service Call Task List Maintenance Window

You can add task lists to a service call from the Service Call Tasks window using the Task List button. All tasks and subtasks that are part of the task list are added to the service call. Once a task list is added to a service call, it can be edited and reused on other service calls, maintenance contracts, or maintenance contract quotes.

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Using the Copy Task List Window

Using the Copy Task List window, you can create a new task list by copying an existing one. You can use task lists, contract task lists, service call task lists, or quote task lists to create any other type of task lists. You can use the Copy Task List utility at Microsoft Dynamics GP > Tools > Utilities > Service Manager > Copy Task List to copy task lists from one record to another. When it is more convenient, you can also copy the task list directly from the record.

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1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the Contract indicator.
3. Select the Coverage button.
4. Select the Task Lists button to open the Copy Task List window.

Copying a Task List

Any task list can be copied over to create a new task list for a service call, quote, or maintenance contract.

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