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:

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.

Recurring Task

By activating due date on a task you are given the ability to choose if you want the rask to recur.
This will loop the task in a interval of your choice.
Check allow task to recur and you can choose to set default values for the task template or set them pr. task.

• Choose between Daily, Weekly, Monthly or Yearly recurrence.
• You can choose to skip weekends
• Set end to the recurrence.
• You also set visibility from - to. this is when the the task is visible in the App.

When using weekly, monthly or yearly recurrence, you can also choose to set custom week, months and years, giving you endless combinations.

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

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.