Task lists are useful because they group together tasks that are commonly completed together. This eases data entry and allows the technician to have a clear and accurate sense of the assigned duties for a service appointment. To create new tasks for your list, see Working with Task Codes.

There are many options on how to categorize tasks into task lists. For example, you could create "Basic" and "Deluxe" task lists for different levels of a certain kind of service, such as an oil change. Similarly, you may create lists for certain types of maintenance, such as spring startup routines for air conditioners, that are relevant to much of equipment that is serviced.

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Task lists can be created for service calls, maintenance contracts, and contract quotes. However, once a task list is created, it can be edited and copied to another service call, maintenance contract, or quote.toc

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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 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.

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Inactive
Mark to inactivate the task list. 

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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.

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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. 

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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.

Once task codes have been created, you can use the Task Code lookup to search for task codes to assign to equipment, records, or task lists. The Task Code lookup offers filters to help locate task codes.

When you have entered search criteria, use the Redisplay button to populate the upper scroll window with tasks limited to your search.

When the upper scroll window populates with task codes based on your search criteria, use the Go button to quickly locate items in the list. To use the Go button, enter a partial entry in the Task Code field and select the green arrow. The scrolling window will be positioned on the first occurrence of your entry.

• System, Major, Sub 1 - Sub 4
  These fields are used to filter task code data that is for reference only. Use the Redisplay button after entering filtering data and task codes that meet the criteria will populate the list below. For more information on setting up lookup data for these fields, see Setting up System, Major, Sub 1-4.
• Task List ID
  To select a task from a task list, enter the Task List ID in this field, or select a Task List ID from the lookup. Select Go, and all items from the selected task list will display in the list below.
• Task Code
  Enter a whole or partial task code entry and select Go. All task codes that contain your search criteria will display in the list below.
• Contract Number
  This field shows the contract number for which you are adding tasks to the equipment. It is defaulted by the system.
• Equipment ID
  To select an Equipment Record, use the browse buttons around the equipment field or use the lookup to open the Contract Equipment window. You can add tasks to multiple equipment records on one contract. The Equipment Description entered in the Equipment Maintenance window displays below the Equipment ID.
• Contract Task List ID
  Use the Contract Task List ID field to attach tasks to the contract using task lists. Select a Contract Task List ID from the lookup. The tasks from that list will display in the Task Code scroll list at the bottom of the window.
• Description
  This field will default in based on the Contract Task List ID that has been selected.
• Task List Type
  This field will default in based on the Contract Task List ID that has been selected.
• Start Task based on first available service date
  Mark this box if you want the maintenance tasks on a contract to be scheduled on the first available service call date, regardless of the task's assigned schedule.
• Show Subtasks
  Mark this checkbox to view subtasks associated with the displayed tasks. Subtasks will appear indented under their task code in the scrolling windows.

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.

These specific Task List Maintenance windows function the same way as the Task List Maintenance window under Setup. However, they allow you to create new lists more conveniently and to make changes to a list that you wish to be unique to the service call, quote, or maintenance contract.

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.

1. Select Cards > Service Management > Service Manager.
2. Select a customer that has a contract quote and select the Quote indicator.
3. Select Coverage.
4. Select Tasks.
5. Select an equipment record and zoom on the Quote Task List ID field. The Quote Task List Maintenance window opens. For more information on the Quoted Tasks window, see Edit tasks and subtasks attached to the quote in the Maintenance Contract Quote section.

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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 Tasks button.
5. Zoom on Contract Task List ID field. The Contract Task List Maintenance window opens.

When a task list is entered in the Contract Task Maintenance window Contract Task List ID field, only the tasks and subtasks making up the list display in the right scrolling window. Stand-alone tasks appear in the right scrolling window when the Contract Task List ID field is blank.

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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Use the lookup to select a Task List ID. Zoom on the Task List ID and the Task List Maintenance window will open. 

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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.

Opening the Copy Task List window from a service call

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a service call and select Tasks.
4. Select Copy Task List. The Copy Task List window opens.

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

1. Select Cards > Service Management > Service Manager.
2. Select a customer that has a contract quote and select the Quote indicator.
3. Select Coverage.
4. Select Task List. The Copy Task List window opens.

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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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• Source
  Select Task List ID, Contract Task List ID, Service Call Task List ID, or Quote Task List ID for the source task list.
• Customer ID, Location ID, Contract Number / Service Call ID / Quote Number, Equipment ID:
  The Location ID and Equipment ID default from the records you select.
  
  • If the source is a contract task list, select a Customer ID and Contract Number.
  • If the source is a service call task list, select a Service Call ID. It is not necessary to select a Customer ID first unless you want to filter the service calls in the lookup data.
  • If the source is a quote task list, select a Customer ID and Quote Number.

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Frequency, Schedule
If you mark the Control Frequency and Schedule checkbox, enter a frequency and schedule. 

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