6.6 Defining Settings for a task template
In the tab Settings you can specify various settings regarding the template’s tasks, such as form selection for each task, due date and task availability in the Zegeba app. There will be more settings in future versions of Zegeba.
Go to the Task Template editor’s tab 6 – Settings to define the settings for this template. From Zegeba 4.8 these are the following Settings:
Enable Form Filtering
If you have defined several forms in the template’s 3 – Forms tab and check this setting, you can for each task select which of these forms should apply to that specific task.
This is done in Create New Task’s tab Forms. In the picture below we have selected the forms “Service checklist” and “Inspection checklist” to be a part of this task:
Note! If you are using the app with both Tasks and Forms, every user assigned to a task will get permission to use all forms in the task in Forms even though only a selection of forms are included in the task.
If a user such as an external worker should only have access to one form and the app has the Forms option, you may choose to not assign them a task but just give them permission in Users to use that one form in Forms. Or you can define a task template with only that form, and when the worker is done and unassigned from the task, add the other forms in the task template.
Due Date
By defining a due date on a task you give the user a visual reminder in the app of when the task is due – or if it’s overdue.
The actual time is set for each task in the “Create New Task”‘s INFO tab.
Check Enable due date on task and specify the following options:
- Display as: Time remaining first counts the days remaining, then the hours and minutes until due
- Display as: Date shows the actual date and time the task is due
- Time format: UTC shows the time in Coordinated Universal Time, in winter equivalent to Greenwich Mean Time
- Time format: Local time shows the time in the user’s local time zone
In the picture below we see parts of a task list in the app where the top task has no due date set. The second one has Due Date Display as Date, the third one is overdue and the bottom one has Due Date Display as Time remaining.
The times can also be found in the Task Details for each task.
Availability
By specifying the availability of a task you decide when the task should appear in the users’ and/or when it will disappear.
The actual times are set for each task in the “Create New Task”‘s INFO tab.
Check Enable availability on task and specify the following options:
- Check Enable availability from to allow for the option to set a start date and time for the appearance of the task in the app
- Check Enable availability to to allow for the option to set an end date and time for the appearance of the task in the app
- Time format: UTC shows the time in Coordinated Universal Time, in winter equivalent to Greenwich Mean Time
- Time format: Local time shows the time in the user’s local time zone
Note: there is no warning before a task is made unavailable – it just disappears from the task list in the app.
Also, if you issue a task with an availability some time in the future it will not appear in the app until it is supposed to. This may seem a bit confusing as we are used to seeing a task in the app as soon as it is assigned to us.
Other Advanced Settings
-
Do not notify users when they have been assigned a new task:
This setting switches off automatic mail notification when new tasks in this task template are assigned to users. You can however still select Notify new assignees when you assign tasks to send notifications individually, see Managing: 5.2 Creating and copying tasks. -
Hide tasks from Tasks list in app:
This setting is used when there are contexts defined on the server. In a standard setup users can then choose to open their tasks from the menu option Tasks or from the context types listed in the menu (see picture below with context types Customers, Vessels, Orders). When this option is checked, tasks issued in this task template will only be listed under the context they belong to, not under Tasks.
- Hide Task Attachments section:
Available from Zegeba v 4.8: Check this to remove the option to add Task attachments from the template’s tasks in the app and the task wizard in the Dashboard.
- Hide Bulk PDF button:
Available form Zegeba v 4.8: Check this to remove the [Bulk PDF] button from tasks for this template in the app. - Custom task assignment message:
The standard task assignment email sent to app users is the generic Zegeba mail “Greetings – you have been assigned a new task”. In The Dashboard’s Settings, you can define your own email text to be sent for new task assignments. See Managing: 2.2 The Dashboard menu for more information on this.In this section you can create an email that is more appropriate for this specific task template. See the example below. The list of parameters shows codes you can add that will fetch and display in the email relevant settings for the task being assigned.In the example below the parameters include the Meta Data fields (Test no, Data and time, and Project) as well as two internal fields (Task URL and State). You must include the Task URL if you want the users to be able to open the task directly form the email. The State code will show the current state of the task.
You can also specify email messages to be sent when a task reaches a specific task state. That email will then be sent instead of the one you’ve created here. See more information on task state specific emails in Managing:
6.2 Adding Task States for a task template.
