In this KB article I’ll be talking about how to use the Tasks Module for the JM2 CMS. By using Tasks you’re able to easily track and manage the work that you’re doing. This helps to enhance productivity. I’ll cover everything about the Tasks module in further detail as outlined below:
Adding a new Task
Search and Sort
Adding A New Task
If you are just starting to use the Tasks module then you should see something like this when you click on the Tasks module:
From here if you want to create a new task simply click on the “Add New” button. Once you’ve done so you should see the following:
As you can see there are many fields to fill of which we’ll cover the usages in the following sections.
Account - The account refers to the group of users that should have access to this task.
Category - Category is used as a general classification of the type of task being performed.
Description - This describes what the task is concisely and specifically.
Task Number - The task number is auto generated when the task is is saved. This number can’t be changed. There is however no reason to change it.
Status - This gives you the ability choose at what stage you are in the task from these options:
Waiting on Customer
Priority - Here you can choose the priority of the task from the following options:
Assigned To - In this field you can type the names of users that are within the account that you defined previously.
Notify - Similar to Assigned to you type the user that will be notified.
Start Date - This is when work on the task begins.
Due Date - This is when the client has stated the task needs to be done.
Complete Date - This is when the task was actually completed. Ideally this is before the due date.
% Complete - One can update this as they make their way through the task so that others can know their progress.
Estimated Hours - Simply how many hours it is expected to take to complete the task.
Actual Hours - The actual amount of time used to complete the task.
Created By - This shows who created the task. It is not a field that can be changed.
Created Date - This shows when the task was created and can also not be changed.
Send Notice to Client on Change/Complete - This determines when the user specified in the Notify field will be notified.
Billable - When you check this box you are stating that your company can bill one that hired you for your work on the task.
Task Complete - This check box shows whether the task is complete or not. The “Complete date” and “% complete” fields are for documentation purposes. This checkbox is used by the tools covered later in this KB article.
This area is meant for you to write about the task in detail. It could also contain the steps that should be taken to complete the task.
You can add a document here to clarify the task that needs to be done. Let’s say you already have a word document that outlines the task or perhaps you have a pdf of a flyer of the company that you are doing the task for. All types of things can be attached for all sorts of purposes.
This note section is particularly useful after a meeting. One can write notes to both the client and to your fellow employees. This is useful for many reasons. One of those reasons is that clients may have a different understanding of a subject than you do and therefore the wording that you’d use to summarize the task must be adjusted.
There’s one tool for the Tasks module that you can use. It’s simply called “Show Completed Tasks”. This filters the task list to show only the completed tasks.
Search and Sort
When you click on the Tasks module or go back to the Tasks list from creating a new Task you should see something like this:
The use of these types of searches are covered extensively in the Search and Sort KB article here.