Notes and Tasks
Notes and Tasks allow you to fully digitise your business’s workflow. Use the Tasks module to view and manage all outstanding notes and tasks for all users.
Notes and tasks can be associated with a specific Customer, Customer Order, Enquiry, Invoice, Purchase Order, Quote, or Supplier.
Note:
The Tasks module shows all notes and tasks across Workhorse which have not been marked as Complete.
Tip:
You can also view just the notes and tasks assigned to you from the Dashboard.
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Navigate to Tasks. |
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Use the Quick and Advanced Search to help you find the note or task you’re looking for. |
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By default, notes and tasks are ordered by Required By (soonest date first). To sort by something else, click on the column heading. Click again to reverse the sort order. |
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The Status and Assigned To columns help you to keep track of each note and task at a glance. |
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Click Add New to add a new note or task for you or another member of your team. |
Tip:
To view Completed tasks, use the Advanced Search.
Add a new Note or Task
Note:
To create a new note or task, you’ll need to have appropriate user access to the Tasks module.
1. Go to Tasks.
2. Click Add New in the top-right corner.
Tip:
Alternatively, you can add a new note or task from the Dashboard, or from a Customer, Customer Order, Enquiry, Invoice, Purchase Order, Quote, or Supplier from the Notes and Tasks section.
3. A new Notes and Tasks entry form will be displayed. Select/enter the details as required.
Note:
You’ll need to complete all of the mandatory fields (marked with a *) before you can save the note/task.
Refer to Note and Tasks field explanations for more information on each field.
4. Once all of the required details have been selected/entered, click Save or Save and Add New to add another note or task.
Notes and Tasks field explanations
| Field | Mandatory? | Description |
| Required By | Y | Select the date the note/task should be actioned by. |
| Customer | N | If the note/task is related to a specific Customer, select the customer here. You can also use the button on the right-hand side to create a new customer if they’re not already in your system. |
| Quote / Order | N | If a Customer has been selected, you can also select a Quote or Order to associate the note/task with. |
| Invoice | N | If a Customer has been selected, you can also select an Invoice to associate the note/task with. |
| Supplier | N | If the note/task is related to a specific Supplier, select the supplier here. You can also use the button on the right-hand side to create a new supplier if they’re not already in your system. |
| Purchase Order | N | If a Supplier has been selected, you can also select a Purchase Order to associate the note/task with. |
| Task | Y | Enter the note/task details here. |
| Status | Y |
Defaults to New. Select another status as required (Note, or In Progress). Select Complete once the note/task has been actioned. If the note/task is note marked as complete before the Required By date, the status will automatically change to Overdue. These statuses are configurable in Lists. |
| Assigned To | Y | Select the User responsible for the note/task, or select System to assign it to the whole team. System tasks will not be displayed on each user’s Dashboard, and will only be displayed on the Tasks module. |
| Created By | Automatic | Auto-fills the user who created the note/task. |
| Creation Date | Automatic | Auto-fills the date and time stamp the note/task was created. |
View or update a Task
- From the Current User Tasks section of the Dashboard (only displays tasks assigned to you)
- From the Tasks module (displays all outstanding tasks for all users)
- From the Notes and Tasks section of the associated Customer, Customer Order, Enquiry, Invoice, Purchase Order, Quote, or Supplier.
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