Tasks

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The Tasks feature in Administration allows you to link specific users with Tasks for assets. Tasks can be defined for an Asset in order to track activities that are associated with a particular asset. The Task tab within an Asset allows you to define, record and track tasks that are specifically tied to an asset and contract. Using Tasks, Real Estate Manager may be used to ensure that deadlines are managed throughout the portfolio.

Learn about Master Data and the Administration Console.

Linking Users for Tasks

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Tasks tile and the workspace opens.

   
   

3. From the Link System User to User Tasks drop-down, select the user you want to link to the Tasks function.

   
   

4. Click Link User. The user will be available to assign to a Task added for an Asset.

Tasks Tab within an Asset

The Tasks tab within an Asset allows you to define Tasks, assign them to a specific person, and establish a schedule for them. It is within this workspace where all current, non-completed tasks are presented. The assignor of the task can choose to notify assignee of the task via an email notification when a new task is added or any existing task is edited, deleted, or reassigned to a different user. It is here where you can add a new task, mark a current task complete, edit a current task, delete a current task, search for tasks, or reorder the task list. Tasks that have already been marked as complete can be accessed here as well.

Adding a Task

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

   
   

4. Click Add Task.

5. From the Category drop-down, select the appropriate Category.

   Note: As you enter characters in the Category field, Categories that match the characters display. 

   
   

6. To add a new Category, enter the label in the Category field and click the Add and select? link. The new category will be added.

7. Enter a label for the Tasks in the Subject field.

8. Enter information about the Task in the Description field

9. From the Allocated To drop-down, select the person to whom you want to assign the task.

10. To add a new person, enter the name in the Allocated To field and click the Add and select? link. The person will be added.

    Note: The person you allocate a task to does not have to be a user. Entering staff responsible for tasks can be used by the asset manager for tracking purposes. However, to receive email notifications, the assignee needs to have a valid email address and access to the system.

11. To define a Due Date for the tasks, select the appropriate option.

12. Select the No Date radio dial if no date is defined.

13. To define a single due date, click the blank field or the Calendar icon to display the calendar and select the appropriate date.

14. To define more than one due date, click the Add Multiple Due Dates? checkbox. To enter a start date, click in the blank field or use the Calendar icon to display the calendar and select the appropriate date.

15. To attach a document to the Task, click Manage Attached files.

    

16. Click Upload New File.

17. Populate the Description field.

    
    

18. Click Browse and navigate to the location of the file you want to attach, select the file, and click Open. The file displays in the File Name field and message indicates that the upload is complete.

19. To define an expiration date for the file, click in the Expiry Date field or click the Calendar icon to display the Calendar and select the appropriate date.

20. Enter information about the file in the Notes field.

21. Click Save.

22. Click Close in the Manage Files pop-up.

23. To notify the assignee via an email, check the Notification box. Users can unsubscribe from notifications by unchecking the Notification box. For any existing task, users will need to manually check the Notification box to receive updates.

    
    

24. The email notification will be triggered for the following scenarios:

    1. When a new task is assigned to a user.
    2. When an existing task is reassigned to a different use.
    3. When an existing task is deleted.
    4. When a task is updated or edited.

25. The email will contain the following information:

    1. Subject Line: The subject will indicate the nature of the notification (e.g., "A new task has been assigned", "An existing task has been edited or reassigned", etc.).
    2. Details Included:
       • Category
       • Subject
       • Description
       • Asset details
       • Assignor details
       • URL to the task tab section (Please login to the application before you copy and paste the URL to the browser.)

    
    

26. Click Save to save the task and it will display.

Searching for a Task

Real Estate Manager allows a user to search for a particular task by due date, status, or subject.

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

4. To search by status, from the Status drop-down, select the status for the tasks you want to display.

   1. Incomplete – Task has not been marked completed in Real Estate Manager as of the date entered in the On or after field.
   2. Complete – Task has been marked completed in Real Estate Manager.
   3. Overdue – Task has not been marked completed in Real Estate Manager and it is past the due date.
   4. All – All tasks display with all status values.

   
   

5. Click the On or after field or the Calendar icon to display the calendar and select the beginning date for the search.

6. In the going back field, enter the number of periods and select the period from the drop-down to set the range of dates to search from the beginning date.

   Note: To search Tasks, you must select a beginning date and length of time you want to include in the search.

7. To include tasks that are overdue in the search, click the Include Overdue? checkbox.

8. To limit the search results based on a set of characters, enter characters in the Search field.

9. After you have entered the appropriate search parameters, click Search. The tasks that meet the criteria display.

   Note: You can combine search methods, such as searching for Incomplete tasks with due dates in the next two weeks with the term “Inspection.”

Reordering the Tasks

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

4. To order the tasks list:

   1. Click the Category, Subject, Description, Allocated To, or Due Date column headings to order them in ascending order.

   2. Click the same column heading again to reorder them in descending order.

      
      

5. Click the On or after field or the Calendar icon to display the calendar and select the beginning date for the search.

6. In the going back field, enter the number of periods and select the period from the drop-down to set the range of dates to search from the beginning date.

   Note: To search Tasks, you must select a beginning date and length of time you want to include in the search.

7. To include tasks that are overdue in the search, click the Include Overdue? checkbox.

8. To limit the search results based on a set of characters, enter characters in the Search field.

9. After you have entered the appropriate search parameters, click Search. The tasks that meet the criteria display.

   Note: You can combine search methods, such as searching for Incomplete tasks with due dates in the next two weeks with the term “Inspection.”

Completing a Task

When a task is completed, you can change the status to Complete.

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

   
   

4. To change the status of a task to Complete, click the checkbox in the Complete column for the appropriate task(s).

   Note: If you need to change the status back to Incomplete, display the task and uncheck the Complete checkbox.

Editing a Task

After you add a task, you can continue to maintain information about the task.

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

4. Click the edit link for the task you want to edit.

5. Edit the appropriate fields as necessary.

6. Click Save to update the task.

Deleting a Task

1. From the Top NavBar, select Management, then select Assets to open the Asset workspace.

2. In the Action Panel, click the Expand Tree icon to display the Asset for which you want to add a Task and click the Asset.

3. Click the Tasks tab.

4. Click the delete link for the task you want to delete.

5. Click Okay in the confirmation box. The task is deleted.