When you create and save a task code, it is added to a task code database. The task codes that are set up in the Task Code Setup window are templates. That is, each task code can be used many times on different service calls and maintenance contracts, and it can be modified once attached to a quote, service call, or contract. Documentation Reviewer

We recommend that you create a convention for naming your task codes. For example, if you plan to organize task lists by equipment type, you may name your task codes in a way that represents the equipment type, model, and task.
 Example You service two different air conditioning unit models, 101 and 202. Each model requires the same "Check Refrigerant" task to be performed. You may choose to create two task codes, AC101-100 and AC202-100, where AC represents the equipment type (air conditioner), 101 and 202 represent the unit model numbers, and 100 represents the "Check Refrigerant" task. This way, all AC101 tasks and all AC 202 tasks are grouped together in lookups and can be easily selected for the specific model of each unit. This is only one example of how task codes can be organized. Likewise, you can also group task codes by task first, for example, 100-AC101 and 100-AC202. Find a method that works best for the way you want your task lists to be accessible.

Creating or modifying a task code

To create or modify a task code throughout the system, use the Task Code Setup window in the Setup menu.
To make unique modifications to a task code for an individual service call, maintenance contract, or quote, you can access the Task Code Setup window through those task windows or anywhere the Task Code ID zoom is available.

Using Task Code Setup

The Task Code Setup window can be used to create new task codes or to edit existing task codes. This window can also be used to change task code information and add subtasks or task materials.
The Task Code setup window can be accessed through a variety of other windows. When you open the Task Code Setup window by zooming from a record such as a maintenance contract, quote, or service call, changes made to a task code will be unique to that record.
However, when task codes are created from the Task Code Setup window, the new tasks appear throughout the system, regardless of how the window was opened. Modifications made to the task code from the setup menu will change the entire template, and the changes made to that task code will appear wherever it is used starting from the time it is modified.
  

Creating a new task code from Task Code Setup

1. Open the Task Code Setup window by choosing Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes. You can also open Task Code Setup for an existing record from the following windows. Once you have opened and cleared the Task Code Setup window, you may enter the new Task Code information.
   • Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer, then choose History. Select a service call, then use the Tasks button to open the Service Call Tasks window. Use the Task button to open the Service Call Task Codes window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
   • Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and use the Coverage button to open the Contract Coverage window. Use the Tasks button to open the Contract Task Maintenance window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
   • Quoted Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote, then use the Coverage button to open the Quote Coverage window. Use the Tasks button to open the Quote Task Maintenance window. Choose Tasks and zoom on a task code to open Task Code Setup. Clear the window.
2. On the Task Code Setup window, complete the following fields, as necessary.
   • Task Code: Enter a new task code. For recommended task code naming conventions, please see the "Recommended" section above.
   • Task Description: The Task Description describes the task and will appear on the printed task list for the technician. If you are using the tasking response module, you may want to enter the task description in the form of a question to elicit the correct response from the technician. For instance, instead of "Check Brakes," you might enter "Do brakes need repair or replacement?"If you are using the Yes/No response type for a task, note that the "Yes" response will be selected by default until the technician or other user changes it to "No."
   • Skill Level: Tasks with a required skill level default to the technician assigned to that skill level at the location. See Creating location records.
   • Material Kit/Item and Tool Kit Required: If applicable, choose the material kit/item and/or tool kit required to complete the task.
   • Frequency: You must use the lookup to choose an existing frequency for the task. The Standard Frequency list is built and maintained by Service Management and cannot be edited.
   • Suggested Schedule: Use the lookup button to choose a schedule for the task. You can limit the schedules that appear in the lookup by specifying the task's frequency from the drop-down menu in the lookup window.
   • Estimated Costs, Estimated Billable: Enter estimated costs and estimated billable amounts for each category. These are the expected costs and revenue per visit for performing the task.
   • Hours: Enter the estimated hours per visit for each labor category. These estimates are used with the Maintenance Contract Quote module and the Service Call Quote module.
   • System, Major, Sub 1 - Sub 4: In each field, choose the value that best describes this task code. This information is for reference and sorting. See About system, major, sub 1, 2, 3, and 4.
   • Optional: Mark this check box if the task is optional. This is for informational purposes only.
   • Responses: Choose this button to open the Task Responses Setup window. See Setting up task responses for detailed information on setting up responses.
3. Choose Save. Your new task code appears in the list on the window you are working from, as well as all task code lists throughout the system.

About system, major, sub 1, 2, 3, and 4

These six fields are used to narrow down the list of task codes in a lookup window. If your company has hundreds or thousands of task codes, being able to filter those task codes allows you to search faster when assigning a maintenance task. For example, you may set up lookup data accordingly:

• System - product line, such as boiler or air conditioner
• Major - manufacturer, such as Carrier or A.O. Smith
• Sub 1 - assembly, such as motor or fan
• Sub 2 - parts, such as fan or belt

When assigning maintenance tasks to equipment, either from the Equipment Type window or from the Maintenance Contract window, you can view the components of the piece of equipment. Then, when you want to assign a task code to the equipment, you can filter the maintenance tasks related only to that specific component of the equipment.
In the example below, without filtering, you would see all the maintenance tasks when attempting to assign a task to an ALPHA piece of equipment. However, only six of those tasks apply to a Network (System), and only five tasks apply to a Digital Alpha Server (Major), and only two apply to the Digital Mother Board (Sub1). There is setup involved with the maintenance task and the equipment type to make this work.

Setting up system, major, and sub 1, 2, 3, and 4

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks, then System, Major, and Sub 1, Sub 2, Sub 3, or Sub 4.
2. Using the guidelines for each level in the section above, enter a new value to use for categorizing task codes at this level.
3. Choose Save. To delete System, Major, or Sub field lookup data, use the lookup in the field setup window to open the list of all lookup data for that field. Select the value you wish to delete, then choose Delete.

Adding subtasks and materials to a task

Subtasks are a way to further define the steps of completing a task. For example, a task described as "Inspect Controls" may have subtasks such as "Inspect control wiring," "Check for proper operation," and "Record all readings." These subtasks represent the various steps that must be taken to complete the task.

Subtasks can be added from the Task Code Setup window at Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
If you wish to add subtasks to a task only for a specific call, contract, or quote, you can make changes by opening the task code setup window from the task maintenance window:

• Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer and choose New Call. On the Service Call window, use the Tasks button to open the Service Call Tasks window.
• Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and choose Coverage. On the Contract Coverage window, use the Tasks button to open the Contract Task Maintenance window.
• Quote Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote and choose Coverage. In the Quote Coverage window, use the Tasks button to open the Quote Task Maintenance window. For more information on adding tasks to maintenance quotes, see the section Generating a maintenance contract quote.

Adding and deleting subtasks from a task code

Subtasks are a quick way to further define and breakdown a task. In the example below, "Check and Test all Safety Devices" is a task with three subtasks. The subtasks represent the various smaller steps that make up this task. The task and its subtasks will print on a report for the technician to bring to his appointment.
 
A subtask does not require estimated costs and billable amounts.

Adding a subtask to a task code

1. Open the Task Code Setup window from the quote, contract, or service call, or choose Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
2. Select a task code and choose Subtasks.
3. On the Subtasks window, choose Add.
4. Select an existing Subtask ID, or enter a new one.
5. Enter a Description for the subtask up to 60 characters in length. If your description is longer than one line, you can use the Duplicate button to add a duplicate subtask ID and continue the description text. You can also add the subtask multiple times using the Duplicate button.
6. If desired, enter any user-defined information for the subtask.
7. Choose Save.

The new subtask is added to the list on the Subtasks window. Once the subtask is added, you can add materials to the subtask or change the order in which a subtask displays.

• To add materials to the subtask, highlight the Subtask ID and choose Task Material. Follow the steps for Assigning materials to a task.
• To change the display order of the subtasks in the Subtasks window, select a task and use the arrow buttons to move it up or down. When you have finished adding and editing subtasks, close the Sub tasks window. To save the changes, choose Save on the Task Code Setup window.

Deleting a subtask from a task code

1. On the Task Code Setup window, select the task code from which you are deleting a subtask.
2. Choose Subtasks.
3. Highlight the subtask that you wish to delete, then choose Delete. The subtask is removed from the list on the Subtasks window.
4. When you have finished removing subtasks from this list, close the window. To save the changes, choose Save on the Task Code Setup window.

Assigning materials to a task

When technicians go out to perform a maintenance task or subtask, they need to know what, if any, materials are required to do the job. In task code setup, you can specify which materials are required for specific tasks or subtasks.
Materials can be added from the Task Code Setup window at Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
If you wish to add subtasks or materials to a task only for a specific call, contract, or quote, you can make changes by opening the task code setup window from the task maintenance window:

• Service Call Task Codes: Choose Cards > Service Management > Service Manager. Select a customer and choose New Call. On the Service Call window, use the Tasks button to open the Service Call Tasks window.
• Contract Task Maintenance: Choose Cards > Service Management > Service Manager. Select a customer and choose Contract. Select a contract and choose Coverage. On the Contract Coverage window, use the Tasks button to open the Contract Task Maintenance window.
• Quote Task Maintenance: If you are using the Maintenance Contract Quote module, choose Cards > Service Management > Service Manager. Select a customer and choose Quote. Select a quote and choose Coverage. In the Quote Coverage window, use the Tasks button to open the Quote Task Maintenance window. For more information on adding tasks to maintenance quotes, see the section Generating a maintenance contract quote.

Note: If task materials are defined at the task code level in task code setup, you may still redefine them later at the quote, contract, or service call level when an item is unique to the quote, contract, or call by zooming to and editing the task code directly from that record.
To add materials from the Task Code Setup window:

1. Open the Task Code Setup window.
2. If you are defining materials for a task, use the Task Materials button to open the Contract Task Code Materials window. If you are defining materials for a subtask, select the Subtask tab, then use the Task Materials button to open the Task Code Materials window.
3. Under Filter by, select a filtering method to determine which items display for inclusion with this task code. You can filter by Item Number, Description or Type. Types include:
   • Sales Inventory
   • Discontinued
   • Kit
   • Misc charges
   • Services
   • Flat Fee

Note: When you select a filter, the Items Available area populates accordingly.

1. Filter the list by Site ID, if necessary, or include ALL sites (default).
2. After filtering, choose Redisplay. The list will refresh per the filters you selected.
3. To include an item, select an available item and choose Insert >>. The item moves to the Current Task Items area. Repeat this step for other items to include:
   • To change the quantity of an item needed for a task, select the Quantity field beside the item in the Current Task Items list. When the cursor appears, delete the current item quantity and enter a new value.
   • To mark an item as required for the task or subtask, mark the Required check box. Materials that are required will appear on the printed tasking report so that the technician can gather all materials before the appointment. An item that is not marked as required will appear on the list as a recommended item. The technician will know to bring the item to the appointment if it is available, but that the service could be performed even if the item is not available.
   • To include non-inventory items, choose the Insert Non-Inventory Item button, enter an item, then choose OK.
   • To remove all items from inclusion, choose << Remove All.

If additional materials are needed for a service call, in addition to those inherently required by a task or subtask, you can add materials unique to the service call using the same process in the Service Call Tasks window.
Rolling Down task code materials
Roll down task code materials if you would like equipment to remain assigned to a task code in all contracts, service calls, or quotes.

1. On the Task Code Materials window, choose Roll Down.
2. Choose the types of records where you would like the materials to roll down, then choose Roll Down. This process may take a few seconds and is monitored by the progress bar on this window.
3. When processing is complete, choose OK to save your changes.
4. Save and close the window.

Assigning responses and response type to a task

A response will be selected by a technician after the service call to indicate the progress on a task. Alternatively, a dispatcher or another user may enter this information after the appointment based on the technician's notes for each task.
The response section will display differently in the Service Call Tasks window depending on the response type assigned to the task in the Task Codes window. When setting up task codes, choose a response type that makes sense for the task. Conversely, task descriptions should be written so that they make sense with the selected response type. Task descriptions phrased as questions often work well.

Setting up task responses

The setup for creating task responses has been modified to move Response Type from Task Code Setup to Task Responses Setup. This feature provides more options in task responses to generate improved information from the field. The number of task responses has been expanded to include where you can set up multiple response types, labels, repair task codes, response type, and the position, if applicable, that are related to a task. Additionally, you can set up a response that will generate a service call based on the input.
For example, if you are entering a reading for a tire inspection, you may need to record the tire brand, the type of tire, and the tread depth. Instead of having to create each of the responses as a separate task, you can now add all these responses to one task. You could also set up a repair type if the tire needs to be changed and another if the brake pad needs to be changed.
To set up task responses

1. Go to Task Code Setup. (Microsoft Dynamics GP > Tools > Setup > Signature Service > Lookup Setup > Tasks > Task Codes)
2. Create a new task code.
3. Choose Responses.
4. In Task Responses Setup, the task code and description default from the previous window. Enter the response information as needed.
   • Type responsesChoose from the following response types:
     • None: Choose this option to disable all further lines. This is the default option when opening the window.
     • String: Provides the user the ability to enter a text string up to 100 characters.
     • Numeric: Provides the user the ability to enter a numeric response with two decimal places in the service call.
     • Integer: Provides the user the ability to enter an integer response with no decimal places in the service.
     • Yes/No: Provides the user with a drop-down list of Yes and No in the service call.
     • List: Provides the user with a drop-down list of user-defined responses in the service call.
     • Text: Provides the user the ability to enter a text response.

Note: This option can only be used once per task code and only as the last non-None row. All further rows will be set to None.

• • • Repair: Provides the user with a drop-down list of Billable, No, and Yes. Selecting this type of response will enable the Repair Task Code field where you can enter a task code to be used on the new service call that is created when a user chooses Billable or Yes. If Billable is selected for the response, the Bill To address from the Rental Agreement will default on the Service Call. If Yes is selected for the response, the Non-Billable check box will default as selected.
    • Date: Provides the user the ability to select a date as a response in the service call.
  • Label: Enter a descriptive label that will display for the response.
  • Responses ID: When the list response type has been selected, this field is available to choose the appropriate response ID. Tasks Responses List Setup can be accessed by choosing the Responses ID zoom or by going to Microsoft Dynamics GP > Tools > Setup > Signature Service > Lookup Setup > Tasks > Task Responses Lists. Enter the response list name and then enter the responses. These responses will be available as a drop-down list in the service call.
  • Required: This setting is for use in MobileTech 6.0 and higher and will have no impact on the Service Management tasking functionality.

Note: If a child to the parent is marked as required, but the parent is set up as a Skip and the response is No, the required child response will be marked as completed.

• • Skip: This check box is only available with a Yes/No response type. When checked, and the response is No, the system will move to the next same level, skipping any children below the Yes/No response. For example, in the table below, if the response to A2 is No, the system will move on to B1.

  • Task Code	Hierarchy	Description
    A1	1	Front Panel Damaged
    A2	1.1	Repair
    A3	1.1.1	Repair Details
    B1	2	Side Panel Damaged
    B2	3	Repair
    B3	4	Repair Details

  • Repair Task Code: This field is only enabled when the Repair response type is selected. When the user selects Yes or Billable as a task response on the service call, a new service call with the call type of EQR will be created with task code attached when the appointment is closed.

Note: Only one new service call is created, regardless of multiple repair Yes/Billable responses on the same originating service call.
Note: An automatic repair call will not be created if you are completing the service call through an invoice. You must complete the call from the Appointments window with the Service Call window open - OR - you can set the call to complete directly in the Service Call window. The automatic Repair Call creation is focused on Call Complete and it is recommended to complete the call from Service Call window and allow all appointments to be marked completed as well. If you do not follow this process, the repair call will not be created. After you have completed the call, you will be able to invoice the call. You will not be able to complete the call from the Invoice window or by posting an invoice with the expectation of an automatic repair call.

• • Reading Type: This drop-down list is only available for a list or integer response type. The options available depend on the response type selected.
  • List - Tire Brand, Tire Type, None
  • Integer - Tire Reading, Brake Reading, Reefer reading, None
  • Position - Choose the tire position.

1. After completing all the task responses for this task, choose Save.

Setting up the default task status

Before a Call Status can be changed to COMPLETE, the status of all tasks attached to an appointment must be marked as COMPLETE, SKIPPED, or N/A. Use the Service Call Tasks window to update the task statuses. If any task status remains set to OPEN, a warning message will appear when you attempt to complete the call.
In addition, a default Task Status must be selected in Service Options, to create MCC calls.
Choose Microsoft Dynamics GP > Tools > Service Management > Module Setup > Service Options. Choose a default Task Status. This status will be automatically selected for tasks when they are added to appointments.
Note: Although setting the default task status to COMPLETE or N/A will save data entry time, it is recommended the default task status is OPEN to assure that all tasks have been completed before setting the call status to COMPLETE.

Adding service call task attachments

You can add attachments to task codes from the Task Code Setup window and the Service Task Code window in Service Management and MobileTech. The attachments can be viewed in either window in addition to the service call. A task code attachment marked as Primary will be transmitted to MobileTech.
To set up service call task attachments:

1. Go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup.
2. Mark Allow Document Attachments.
3. Choose Additional, and then choose:
   • Service Management Attachments: Enter the file locations the attachments should be saved to for each of the attachment areas.
   • Equipment Management Attachments: Enter the file locations the attachments should be saved to for each of the attachment areas.

Note: The file location pathnames must end with a backslash.Example: C:\Program Files (x86)\Microsoft Dynamics\2015GP\Document attachments\

1. Choose OK.

Note: For Service Management document attachments to be written to a physical file location, WRITE permission must be given to the folder(s) where the attachments will be copied to for all users who will be attaching files.
To add an attachment to a task code:

1. Access the Task Code Setup window. (Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Task Code Setup)
2. Choose an existing task code or create a new code.
3. Choose the attachment icon (paperclip).
4. In the Document List window, choose Add.
5. Choose the attachment format.
6. Enter a description.
7. Select the file.
8. Mark Copy to Database.
9. Mark Primary Attachment. While you can add as many attachments as you want to the task code, only the attachment marked as Primary will be transmitted to MobileTech.
10. Choose Save.