Working with Task Lists

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.

Another option is to create a large task list for each specific model of equipment in the system. This list should contain all tasks that might be assigned to that equipment for any kind of service. These task lists can then be edited later to contain only the scheduled tasks needed for the specific contract, quote, or service call.

Task lists can also be set up with a hierarchical structure. Each task list is still comprised of tasks and subtasks, but instead of simply ordering the tasks within a task list, you have the option to hierarchically order them as well as have levels within the tasks.

Task lists can be created in two ways:

By creating it from scratch in setup by individually selecting tasks and adding to a list that can then be saved and selected from a lookup in the record.
By copying an existing task list from one record to another, then modifying it.

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.

The Task List Maintenance window can be accessed from the setup menu or directly from any record that has a Task List ID zoom.

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IMPORTANT

Task codes and task lists can be inactivated on their respective setup windows. 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.

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