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Task Management - Web Application

Task Management User Roles

Task Management Administrator

Provides access to the Task Management web module.

Task Management Configurator

Provides access to the task template import/export functionality.

Task Management User

Provides access to the Task Management mobile application.

Task Templates

Task Templates allow you to define what data and actions are available under each type of task in the mobile app. Each task template corresponds to a workflow template from COINS ERP+ (Reporting and BI > Workflow > Workflow Template).

Creating a Task Template

  1. Right-click a task template or the space underneath, then click Create New Template. This opens the Create New Task Template window.

  2. Complete the fields as follows:

Code

Enter the code of the corresponding COINS ERP+ workflow template.

Name

The name of the template.

Description

A description of the template.

Is Live

Tick this box to make the template live. If this box is left unticked, the template will be inactive and have no effect on the mobile app.

Template Type

Select the relevant template type. This is the two-letter code that will appear next to each task in the mobile list which uses this template. The options in this drop-down are configured in Task Template Types.

Click to save the task template.

Editing a Task Template

  1. Right-click the task template, or left-click the template (not on the code) and click the menu icon , then click Edit Template. This opens the Edit Task Template window.

  2. Edit the fields as necessary.

  3. Click to save your changes.

Deleting a Task Template

Task templates can be deleted if there are no active tasks associated with them. If you attempt to delete a template with active tasks, you will receive an error message.

  1. Right-click the task template, or left-click the template (not on the code) and click the menu icon , then click Delete Template. You will receive a warning message asking if you are sure.

  2. Click to confirm the deletion.

Exporting/Importing a Task Template

If you have the Task Management Configurator user role, you have the ability to export and import task templates from the Task Templates screen. This functionality can be used to copy a template from one environment to another. It is also useful if you wish to make a new template with only minor changes from an existing one.

To export a task template:

  1. Right-click the task template you wish to export, or left-click the template (not on the code) and click the menu icon , then click Export Template. This opens the Task Template Export window.

  2. If you wish, you can make changes to the exported template in this window by editing the text. The original template which you used for the export will not be affected by any changes made in this window.

  3. Click the button to copy all of the text from inside the box. If successful, you will receive a popup confirmation.

To import a task template:

  1. Click the button. This opens the Task Template Import window.

  2. Paste the text from your exported template into the text box.

  3. If you wish, click the button to test whether the import will be successful. Any errors which would prevent a successful import will then be displayed in a popup message. If no such errors exist, you will receive a "Test Import Successful" message.

  4. Click the button to import the task template. If successful, you will receive an "Import Successful" message. The imported template will initially be non-live, so changes can still be made to it.

Sections

Each task has a metadata screen containing information about that task that can be viewed by mobile users. The information that is listed on the metadata screen for a certain task type is defined by the sections in the task template. To view the sections for a given task type:

  1. Find the template for that task type in Task Templates.

  2. Click on the code for that task template.

Creating a Section

  1. Right-click a section, or left-click a section (not the label) and click the menu icon

    , then click Create New Section. This opens the Create New Template Section window.

  2. Complete the fields as follows:

Label

Enter a name for the section.

Sequence

This number represents the position the section will take in the list (e.g. Sequence 5 will make it the 5th one down). If you enter a number that is already taken, then the section that used to have that sequence number and all sections with a higher sequence number will be moved up one to compensate.

Is Contact Information

Tick this box if the section will only contain contact information.

  1. Click to save the section.

Editing a Section

  1. Right-click the section you wish to edit, or left-click a section (not the label) and click the menu icon , then click Edit Section. This opens the Edit Template Section window.

  2. Edit the fields as necessary.

  3. Click to save your changes.

Deleting a Section

Sections can be deleted if they do not contain any variables. If you attempt to delete a section without first removing all its variables, you will receive an error message.

  1. Right-click the section you wish to delete, or left-click the section (not the label) and click the menu icon , then click Delete Section. You will receive a warning message asking if you are sure.

  2. Click to confirm the deletion.

Actions

Each task type has a list of actions that mobile users are able to take against them. Each action within a task template corresponds to a “stage” within the linked workflow template in COINS ERP+. To view these stages in COINS ERP+, open Reporting and BI > Workflow > Workflow Template > open the template > open the Stages tab. To view the actions for a given task type in CCC:

  1. Find the template for that task type in Task Templates.

  2. Click on the code for that task template.

  3. Open the Actions tab.

Creating an Action

  1. Right-click an action, or left-click an action (not the code) and click the menu icon , then click Create New Action. This opens the Create New Template Action window.

  2. Complete the fields as follows:

Label

The name of the action.

Code

Enter the code of the corresponding stage in the COINS ERP+ workflow.

Is Main

Tick this box to make this a main action. The button for this action will be visible without having to swipe. Each task template can have up to three main actions.

Sequence

This number represents the position the action will take in the list e.g. Sequence 5 will make it the 5th one down. If you enter a number that is already taken, then the action that used to have that sequence number and all actions with a higher sequence number will be moved up one to compensate.

Type

Select what type of action this is from the drop-down menu.

  1. Click to save the action.

Editing an Action

  1. Right-click the action you wish to edit, or left-click the action (not on the code) and click the menu icon , then click Edit Action. This opens the Edit Template Action window.

  2. Edit the fields as necessary.

  3. Click to save your changes.

Deleting an Action

Actions can be deleted if there are no active tasks associated with the template they are under. If you attempt to delete an action from a template with active tasks, you will receive an error message.

  1. Right-click the action you wish to delete, or left-click the action (not on the code) and click the menu icon , then click Delete Action. You will receive a warning message asking if you are sure.

  2. Click to confirm the deletion.

Variables

Sections and actions can have variables assigned to them. Variables assigned to a section define what information a mobile user will see under that section when they open a task’s metadata screen. Variables assigned to an action define any additional steps a mobile user will have to take when they take that action against a task. Click the label of a section or the code of an action to view the list of variables assigned to that section or action. Each section and action will initially have a set of assigned variables drawn from the Initialise code in the COINS ERP+ workflow template. These variables can be edited or removed, and new ones can be added, provided they are defined in the COINS ERP+ workflow template.

Creating a Variable

New variables can be created within sections or actions under a task template that has no active tasks associated with it. If the template has active tasks, the option will be disabled.

  1. Right-click a variable or the space in the grid, or left-click a variable (not the label) and click the menu icon , then click Create New Variable. This opens the Create New Section/Action Variable window.

  2. If you wish to add a variable that already exists within another section or action within the same template, simply select the variable from the drop-down list and click . If you wish to create an entirely new variable within the template, move on to step 3.

  3. Click the Create New box at the top of the window.

  4. Complete the fields as follows:

Variable

Enter the code for the variable (as defined in the Initialise code in the COINS ERP+ workflow template).

Label

Enter a name for the variable.

Is Required for Task

If this box is ticked, it triggers a validation process between COINS ERP+ and CCC around this variable. Tasks without this variable will fail to be sent through from COINS ERP+ to CCC and mobile.

Is Required for Edit (action variable only)

If this box is ticked, the additional step defined by this variable will be mandatory when a user takes this action against a task.

Sequence

This number represents the position the variable will take in the list (e.g. Sequence 5 will make it the 5th one down). If you enter a number that is already taken, then the variable that used to have that sequence number and all variables with a higher sequence number will be moved up one to compensate.

Data Type

Select the type of data this variable represents from the drop-down list.

Currency Type

If you selected the Currency data type, select the currency you wish to use from the drop-down list.

Edit Type (action variable only)

Select the edit type from the drop-down list. This affects how users will be able to edit this variable.

  • Freeform: Users can type anything into a text field.

  • Lookup: Users select an option from a pre-set list.

  • Cost Code Lookup: Users select an option from a list of cost codes.

  • Lookup with Freeform: Users select an option from a pre-set list, with an "Other" option allowing them to enter a free text value.

Edit Lookup List (action variable only)

If you selected the Lookup or Lookup with Freeform edit types, you must now enter the options which will appear in the list for this variable. Separate each option with a comma.

Filter Type

Select the filter type from the drop-down list. This affects how users will be able to filter this variable.

  • Freeform: Users can type anything into a search bar.

  • Lookup: Users select an option from a pre-set list (the Edit Lookup List or cost code list) to view only that type of this variable.

  • Date: Users enter a “from” date and a “to” date to only view data from between those two dates.

  • Amount: Users enter two numbers to only view data between those two amounts.

Format Type (section variable only)

Select whether you want this variable to appear as normal, bold or coloured on the metadata screen.

Icon

Select an icon from the drop-down menu that will appear next to this variable.

Click to save the variable.

Editing a Variable

Variables can be edited within sections or actions under a task template that has no active tasks associated with it. If the template has active tasks, the option will be disabled. Editing a variable changes the details of that variable across all sections and actions within the same task template. Any instances of the variable in other task templates will be unaffected.

  1. Click the label of the variable you wish to edit. This opens the Edit Section/Action Variable window.

  2. Edit the fields as necessary.

  3. Click to save your changes.

Removing a Variable from a Section or Action

Variables can be removed from sections or actions under a task template that has no active tasks associated with it. If the template has active tasks, the option will be disabled.

  1. Right-click the variable you wish to remove, or left-click the variable (not the label) and click the menu icon , then click Remove from Section/Action. You will receive a warning message asking if you are sure.

  2. Click to confirm the removal.

Deleting a Variable from a Task Template

Variables can be deleted from sections or actions under a task template that has no active tasks associated with it. If the template has active tasks, the option will be disabled. Variables cannot be deleted from a task template if they are assigned to more than one section or action within that template. If you wish to delete a variable assigned to multiple sections/actions within the template, first remove it from all but one of them.

  1. Right-click the variable you wish to delete, or left-click the variable (not the label) and click the menu icon , then click Delete Variable. You will receive a warning message asking if you are sure.

  2. Click to confirm the deletion.

Task Template Types

Task Template Types are categories of Task Templates. On this screen, you can create, edit and delete Task Template Types.

Creating a Task Template Type

  1. Right-click a Task Template Type, or left-click a type and click the menu icon , then click Create New Template Type. This opens the Create New Task Template Type window.

  2. Complete the fields as follows:

Code

A two-letter code used to identify the type. This will be visible next to each task of this type on the mobile task list.

Description

A description of the type.

Click to save the Task Template Type.

Editing a Task Template Type

Task Template Types can be edited at any time, even if they have active tasks under them.

  1. Right-click the Task Template Type you wish to edit, or left-click the type and click the menu icon , then click Edit Template Type. This opens the Edit Task Template Type window for that type.

  2. Edit the fields as necessary.

  3. Click to save your changes.

Deleting a Task Template Type

Only Task Template Types with no active tasks under them can be deleted. If you attempt to delete a type with active tasks, you will receive an error message.

  1. Right-click the Task Template Type you wish to delete, or left-click the type and click the menu icon , then click Delete Template Type. If the type can be deleted, you will receive a warning message asking if you are sure.

  2. Click to confirm the deletion.

Retry Documents Download

The Retry Documents Download screen shows a list of all documents that failed to download after the tasks they were attached to were sent from COINS ERP+.

Click the button to retry the download for every document on the list. Documents successfully downloaded will disappear from the list. If the download fails again for a document, it will remain on the list with an updated Last Updated Date. If all documents are downloaded successfully, a message will appear at the bottom of the screen.

Task Management Settings

Task Management Settings contains two configurable settings and one read-only setting.

On the Coins mobile dashboard, the Task Management widget contains a tile with a number and the subheading “Due in [X] days”. The number in the tile indicates the number of outstanding tasks that are due within the next X days. That X number of days is defined by the value of the “Show Tasks Due to Number of Days” setting. This setting is configurable within the Task Management Settings window. It can be set globally and for each individual user. If a user has an individual setting, it will override the global setting for that user.

The “Show Tasks to Number of Days (History/In Query tabs)” setting defines how long tasks will remain visible in the History and In Query tabs. This setting is configurable within the Task Management Settings window.

The "Character Limit for Action Variable Values" setting defines the character limit for the Label field of an action variable. This setting is defined during the initial application setup and can only be changed by COINS, upon user request.

Global Setting

  1. Open Task Management Settings.

  2. Enter the desired number of days into each field (the acceptable range is displayed to the right of each field).

    Note that any change to the Show Tasks to Number of Days (History/In Query tabs) setting does not take effect immediately but overnight. Reducing this number will permanently remove tasks older than the new cut-off from both tabs.

  3. Click to save the setting.

User Setting

  1. Open Task Management Settings, then open the Users tab.

  2. Select the user from the drop-down list.

  3. Enter the desired number of days into the field (the acceptable range is displayed to the right). To revert to the default number, click the default button.

  4. Click to save the setting.

If you wish to clear a user setting and let that user revert to the global setting, select the user and click the button to the right of the relevant setting, then click on the popup. To clear all individual settings for all users, click the button, then click on the popup.

Filtering

Click Filtering on the vertical menu to open the High Volume Filter: Task Management window. In this window, you can apply filters to the list of available cost codes when a mobile user is approving a task.

The filter criteria explicitly filter the available contract cost codes, but they also implicitly filter the available WBS records and cost heads. This is because users can only select WBS records and cost heads that can be used to generate cost codes matching the filter criteria.

When setting filter criteria, you can use asterisks to include multiple records at once. In the below examples, the letter A can be replaced with any string of characters:

  • A* includes all records beginning with an A, with any number of characters after it.

  • *A includes all records ending with an A, with any number of characters before it.

  • *A* includes all records containing an A, with any number of characters either side of it.

You can set multiple criteria in the same field by separating them with a comma.

The numbers on the right side of the window show the number of contracts that have a certain range of cost codes available under the current filter criteria. For example, in the image above, 535 contracts have 1-99 cost codes available, 32 contracts have 100-199 cost codes available, and so on.

The “per contract” field changes colour depending on the maximum number of cost codes per contract under the current filter criteria: less than 1000 for a green number, between 1000 and 3000 for a yellow number and over 3000 for a red number.

In addition to the global filter, you can set company-specific filters. To do this, click the button in the bottom-right of the window and select a company from the drop-down menu. A new set of fields will then appear below the global fields, under the title of the company you selected.

When you are done setting filters, click to save your changes.

Usage

The Usage screen contains the Task Management source completion grid. This grid displays a breakdown of the number of tasks completed each month and where they were completed from (from ERP+ or within the Task Management app).

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