A task type determines how your tasks are created and managed.

In this article, you will find:

• Create a new task type
• Edit a task type
• Delete/deactivate task type

Create a new task type

Global ➜ Tasks ➜ Settings; Task Types ➜ Create Task Type ➜ Choose the type of task you want to create – you can choose between a "Change order type" or "Create New." If it is not a change order that needs to be created, select "Create from New."

Select a task template to get started:

When creating a new task type, you will go through the following 5 steps:

1. Master data
2. Registration content
3. Task responsible and user access
4. Notifications
5. Checklist relation

Master data

In master data, you will find the settings that users need to fill out before the task is created.

Here you can, among other things:

• Enable required location text and/or marking on the floor plan
• Allow QR and barcode scanning for location text
• Allow marking on the map in the app
• Associate the task type with the projects where it should be active

Registration Content

In "Registration content", you set up the fields that users need to fill out when creating a task either via the app or on the admin page.

We recommend that you at least enable the following:

• Responsible for task ➜ This allows users to designate a person responsible for the task, the responsible user will be assigned the task.
• Task Deadline ➜ Users can specify when a task must be completed by, when creating the task.

If you want to use Status codes (color codes) for prioritizing your tasks, make sure to enable the setting "Priority of the task":

You can also fill in additional master data fields and customize the names of the task statuses:

Task responsible and user access

Task responsible

In this section, you can adjust whether the task type should have a standard responsible person and/or a standard observer, as well as limit which professions can be assigned as responsible.

You can set a standard responsible profession or user by clicking in the fields under the heading "Add standard responsible." Similarly, you can set a user as the standard observer under "Add standard observer." The two functions will now be explained in detail:

• Add standard responsible: Here, you can choose which professions or users who will be assigned as responsible for future tasks of this type.
• Add standard observer: By adding specific users as standard observers, the selected user will receive emails when there are changes to the task.

It is possible to disable the option for a profession to be assigned as responsible for a task. This feature is useful when the task needs to be performed by users with specific skills.

User accesses

Here, you can adjust which user group should have access to your newly created task type. In the image below, there is a user group called "Standard", here you can choose whether the user group should be linked to the task type.

For each user group assigned to your task type, you have the option to adjust what users can create and access. The different functions are explained below:

• Create: By checking the "Create" box, the selected user groups will be able to create tasks within the newly created task type.
• See own: By checking the "See own" box, the selected user groups will be able to view their own tasks or tasks they have been assigned.
• See all: By checking the "See all" box, the selected user groups will be able to view all tasks in the system.

Note: You can read more about the different settings by hovering over the blue question marks.

Notifications

In this section, you can choose which notifications you receive and on which platforms. You can select two settings.

"When to send notifications"

You can enable the times when the system should send you notifications. For example, if you enable "Creation," you will receive a notification each time a task is created.

"How to send notifications"

You can specify how you receive notifications. You can check or uncheck the platforms on which you want to receive notifications.

Note: You can read more about the different settings by hovering over the blue question marks.

Note: If you receive many emails and push notifications per day, you can choose "Send one daily summary," and you will receive a single email summarizing what has happened throughout the day.

Checklist relation

In this section, you can select and assign a checklist when the task changes status. The checklists you can choose and assign are those you have created in the "Digital QA" module.

To assign a checklist: Click on "Assign checklist to task status" ➜ Select checklist➜ "Add selected"

You can then choose whether the checklist should be mandatory to fill out and allow for multiple responses.

Edit a task type

In this section, you can learn how to edit a task type if it has already been created and you simply want to adjust it. 

Global ➜ Tasks ➜ Settings; Task Types ➜ Click on the pencil icon next to the task type you want to edit ➜ Edit ➜ Save Type

Delete/deactivate task type

In this section, you can learn how to delete or deactivate a task type if you no longer wish to use it on your account.

Global ➜ Tasks ➜ Task Types ➜ Check the task types you want to delete or deactivate ➜ Select Action

Note: You can also deactivate task types using the blue button located to the left of the pencil icon.