In the 4logist system, the Task Manager functionality is available. It helps you create tasks, assign performers, control deadlines, plan work for the day and week, and track employee assignments.
Task Manager is located in the ‘Tasks’section.
Sections of the ‘Tasks’ block
There are two main sections available in the Tasks section:
Kanban tasks — a task board where tasks are divided into groups based on their status, completion date,and performer.
All tasks — a general list of tasks. In this section, you can view tasks in a list and use filters to find the appropriate selection.
Switching is located in the upper-right part of the screen.
Kanban issues
The Kanban Tasks section displays tasks as a whiteboard. On the board, tasks are divided into separate groups.
This format is convenient for daily work: you can see tasks for today, a weekly plan, overdue tasks, your assignments, and tasks without an assigned performer.
How to create a task
There are several ways to create a new issue:
- using the general ‘Plus add’ button;
- use the plus icons located next to the task groups on the kanban board.
After clicking on the create task button, the task form opens.
In the form, you can fill out:
- task name;
- detailed description;
- checklist;
- counterparty that the issue belongs to;
- contractor or department;
- period of execution;
- repeat settings;
- method for receiving notifications when the task is completed.
Name, description, and checklist
In the name field , enter a short and clear name for the task. For example: ‘Make a call to the client’, ‘Check documents’, ‘Prepare an invoice’.
You can add details to the description field: what exactly needs to be done, what data to check, who to contact, or what results should be obtained.
If necessary, you can add . a checklist The checklist is used for individual items that need to be completed within the same task.
For example:
- check the data in the order;
- contact the client;
- send documents;
- leave a comment in the client’s card.
Task relationship with the counterparty
You can link the task to the counterparty. It can be a customer or a carrier.
If the task relates to a specific counterparty, specify it in the task form. After that, the task will display the link to the desired system card.
The task can also be linked to other system objects, such as a request or order. In this case, the task card will display a button or link to the corresponding object.
When you click on such a link, the system will open the required customer, carrier, request or order card.
Assigning a performer
You can assign a task:
- for a specific employee;
- an entire department.
If a specific employee or department is selected in the task, the task will appear for the assigned employees in the’My Tasks’ list.
If no performer is selected, the task is considered unallocated. This task is included in the’All Unallocated’group. After that, any employee can take it to work.
Unallocated tasks
Unallocated tasks are tasks that do not have a specified service provider.
To accept such a task:
- Open the issue.
- Find the artist field.
- Click the’Accept’button.
- Save your changes.
After that, you automatically become the task executor, and the task appears in your ‘My tasks’ list.
Repeatable tasks
You can make the task repeatable. This is convenient for regular actions that need to be performed at a certain frequency.
To create a repeatable task:
- Check the ‘Repeatable task’box.
- Specify the issue validity period.
- Select the repetition rate.
- Fill in the remaining task details.
- Click ‘Save and Exit’.
The available repetition rate options are displayed in the task form and depend on the current system version.
Deadline for completion
You can specify a deadline for completing an issue.
If the task is not completed before the deadline, it will be placed in the’My Overdue’ group.
This helps you control tasks that require attention and were not completed on time.
Task groups on the kanban board
Once created, the task is automatically assigned to the appropriate group on the kanban board. The group depends on the data that was specified when creating the task: the performer, completion date, and other parameters.
The following groups are available on the kanban board.
My overdue payments
The ‘My Overdue’group includes tasks that were not completed before the deadline.
Such tasks require attention first of all, since the deadline for completing them has already expired.
Mine for today
The ‘My for Today’ group displays your tasks that are scheduled to be completed on today’s date.
This group helps you quickly see the tasks that need to be completed during the current day.
My plan for the week
In the ‘My plan for the week’ group, tasks are distributed by day of the week.
Tasks are displayed in the appropriate days, depending on the set completion date. This allows you to plan your workload in advance and see the amount of work that will be done in the coming days.
All my tasks
The ‘All My Tasks’group displays tasks that you are a performer for, as well as tasks that were created by you.
This block allows you to see a general list of tasks related to your work.
All unallocated funds
The ‘All Unallocated’group displays tasks without an assigned performer.
Such tasks can be accepted by employees who have the opportunity to complete them.
My errands
The ‘My Errands’group displays tasks that you have created for other employees.
This block helps you control tasks that you have passed on to your colleagues.
Actions with the issue
You can open an issue and view detailed information about it.
In the task card, you can:
- read the name and description;
- check the checklist;
- add a comment;
- copy the link to the issue;
- send a link to a colleague;
- finish the task after completion;
- delete the issue if necessary.
Issue Comments
You can leave comments in the issue. This is useful if you need to record additional information, a clarification, the result of a call, or an intermediate stage of execution.
Comments help you save the history of work on an issue and pass context between employees.
Link to the issue
In the task card, you can copy the link to the task and send it to a colleague.
This is useful if you need to quickly transfer a task to another employee or discuss it in a conversation.
Completing the task
After completing the task, you can complete it.
A completed task is considered completed and no further actions are required. When you enable the display of completed tasks, it will be shown in green on the board.
‘Show completed’filter
The ‘Show completed’ filter is available on the kanban board.
If you enable this filter, the whiteboard will display not only active tasks, but also tasks that have already been completed.
Completed tasks are highlighted in green.
Move tasks between groups
Tasks can be moved between groups on the kanban board.
To do this, hold down the appropriate task and drag it to the appropriate group.
For example, if you want to distribute tasks for a week, drag the task to the appropriate day in the’My plan for the week’ block.
You can also move a task from your weekly plan to the My for Today groupif you want to complete it today.
If you accepted the task by mistake or can’t complete it, you can return the task back to the ‘All Unallocated’group. After that, another employee will be able to hire her.
All Tasks section
In the’All tasks’section , tasks are displayed in a list.
Here you can view tasks and use filters to find the necessary information.
For example, you can filter tasks by artist, status, due date, or other available parameters.
Creating tasks from system cards
In addition to creating tasks from the general ‘Tasks’ block, you can create tasks directly from the system object cards.
You can create a task from a card:
- request form;
- order’s;
- the client;
- the carrier.
To do this, open the appropriate card and go to the’Reminders’ or ‘Tasks’section. The name of the section may depend on the current version of the interface.
Then click Add a new task and fill out the form.
After creating such a task, it will appear on the kanban board. You will be able to work with it in the same way as with tasks created from the common ‘Tasks’block.
If the task is linked to a specific object, its card will display a link to that object. For example, for an order, request, customer, or carrier.
Example of working with a task
Consider a simple example.
You need to create a’Make a call’ task.
For this:
- Go to the ‘Tasks’section.
- Open the ‘Kanban Tasks’ section.
- Click ‘Plus add’.
- Enter the task name: ‘Make a call’.
- If necessary, add a description.
- Select a customer or carrier if the task relates to a specific counterparty.
- Assign a performer or department.
- Specify a deadline for completion.
- Select the notification method.
- Click ‘Save and Exit’.
After saving, the task will appear on the kanban board in the appropriate group.
Why use Task Manager?
Task Manager helps:
- fix work tasks;
- assign tasks to employees and departments;
- monitor completion dates;
- see overdue issues;
- schedule tasks for the day and week;
- send unallocated tasks to work;
- track assignments to other employees;
- link tasks to customers, carriers, requests, and orders.
Use Task Manager to monitor your current work, avoid missing important actions, and save your task history inside the 4logist system.
Was this helpful?
0 / 0