Task System Preferences

Task System Preferences allows administrators to configure system-wide task behaviour and operational parameters within the work order management system. This comprehensive configuration interface controls task authorization, status transitions, PPM scheduling, event handling, SLA colour coding, and various task workflow settings that affect task management across the organization.

Settings > Tasks > Task System Preferences

Task Preferences - General Tab

Field Name Description
Task Authorisation
Use Authorisation Limits for Tasks Check the box to turn on Authorisation Limits Module for all Tasks.
Ranges applied to all Contracts for Tasks Uncheck the box to enable different Authorisation Limits to be applied to specific Contracts within the Task Authorisation Module.
Enable the Requested Status for New Breakdown Tasks

Available from 5.3.0.0

The preference is a drop down allowing selection of one of the following options:

  • Not Enabled
  • Enabled for ALL Contracts

  • Contract Specific

If enabled, for specific Contracts or all Contracts, reactive (breakdown) tasks will be created with a status of Requested allowing them to be reviewed and updated prior to acceptance as a valid Task request.

Task Ownership
Allow users to assign ownership of Tasks to other Accounts

Available from 5.6.0.0

By default users are only able to take or relinquish ownership of Tasks for themselves. With this option checked, users can assign ownership of Tasks to other Accounts. Each Account that needs to use this feature must also have the Assign Ownership Permission in the Tasks Securable Group granted.
Restrict Accounts by Query

Available from 5.6.0.0

Auto-Complete to allow selection of System Queries linked to the Accounts entity.

Select a Query that will be used to limit the Accounts that a user is able to pick from when assigning ownership of Tasks.
Task and PPM Lock Status
Hide all fields and functionality related to Task and PPM Lock Status Check the box to hide all fields related to Task and PPM Lock Status and prevent the related functionality.
Task and PPM Actions
Enable Advanced Costs & Distribution for Task & PPM Actions

Available from 6.1.0.0

Check the box to enable advanced costs and distribution in Task Actions and PPM Actions.
Default Cost Calculation Type for Task Actions

Available from 6.1.0.0

Select the default cost calculation type for Task Actions from the following options in the drop-down:

  • Contract Specific
  • Distribute from Task Estimates
  • Add to Task Estimates

This field will be disabled if the Enable Advanced Costs & Distribution for Task & PPM Actions field above is not enabled.
Set Task Action Planned Dates based on Task SLA Dates

Available from 6.1.0.0

Check the box to set the planned dates for Task Actions and PPM Actions based upon the Task SLA Dates.
Planned Start Date

Available from 6.1.0.0

Select from the following SLA Start Date options in the drop-down, the values shown in brackets are the actual database table fields:

  • Task Due Date  (F_TASKS.TA_DUE_DATE)

  • Task Creation Date (F_TASKS.TA_DATE)

  • Task Due By Date   (F_TASKS.TA_EST_DATE)
Planned End Date

Available from 6.1.0.0

Select from the following SLA End Date options in the drop-down, the values shown in brackets are the actual database table fields:

  • Task Due By Date   (F_TASKS.TA_EST_DATE)

  • Task Scheduled Date  (F_TASKS.TA_SCHED_DATE)

  • SLA Respond Target  (SLATASKPERFORMANCE.TaskPerfSLARespondDate)

  • SLA Attend Target  (SLATASKPERFORMANCE.TaskPerfSLAAttendDate)

  • SLA Contain Target   (SLATASKPERFORMANCE.TaskPerfSLAContainDate)

  • SLA Fix Target   (SLATASKPERFORMANCE.TaskPerfFixSLADate)

  • SLA User Defined Target   (SLATASKPERFORMANCE.TaskPerfUserDefinedDate)
Assignment
Allow Assign Assets to Instruction Sets Check the box to allow individual Assets to be linked to Instruction Sets.
Prompt to print Job Card when assigning Resources Check the box to cause a pop window to appear prompting the User to print the Job Card when a Resource is assigned to a Task.
Enable Assignment Rules for Assignment of Resources to Tasks

Functionality Coming Soon...

The preference is a drop down allowing selection of one of the following options:

  • Not Enabled
  • Enabled for ALL Contracts

If enabled, all parts of the system that control Task assignment will use Assignment Rules to filter and sort the list of suitable Resources.
Task Sign Off and Completion
Time record start date compulsory on task sign off Check the box to force a User to enter Start Dates on any Timesheets before the Task can be signed off.
Time record finish date compulsory on task sign off Check the box to force a User to enter Finish Dates on any Timesheets before the Task can be signed off.
Enable Evolution Prompts for Task Completion State Change Reasons

Available from 6.2.0.0

Check the box to prompt a User that is attempting to change the status of a Task to COMPLETED, to provide a reason for Completing the Task.

The same validation that is applied for the Cancellation pop-up will be applied here. In other words, a user must do one of the following:

  • select a Completion Reason

  • add a Comment

  • or do both

If supplied, the Completion Reason and Comment will be added to the Event record that is created automatically against the Task.
Enable Evolution Prompts for Task Sign Off State Change Reasons

Available from 6.2.0.0

Check the box to prompt a User that is attempting to change the status of a Task to HISTORY, to provide a reason for Signing Off the Task to History.

The same validation that is applied for the Cancellation pop-up will be applied here. In other words, a user must do one of the following:

  • select a Completion Reason

  • add a Comment

  • or do both

If supplied, the Completion Reason and Comment will be added to the Event record that is created automatically against the Task.
Helpdesk Preferences
Allow Free Text Typing in Problem Field Check the box to allow Free Text typing in the Problem field on the Helpdesk - if this box is not checked Users will have to pick from the drop down.
Lock priority when it is set from an Instruction Set Check the box to lock the Priority code set by an Instruction Set when it is selected on the Helpdesk - if this box is not checked the User will be able to change the auto-populated Priority.
Do not populate the Department based on Location Check the box to prevent the Department field being auto-populated by the selected Location in the Helpdesk - if this box is not checked the Department field will be auto-populated based upon the Location.
Do not populate the Department based on Building Check the box to prevent the Department field being auto-populated by the selected Building in the Helpdesk - if this box is not checked the Department field will be auto-populated based upon the Building.
Filter Discipline by Category (Simple & Helpdesks)

Available from 4.4.8.0

Check the box to filter the available Discipline entities in the Simple and Helpdesks.

With the option enabled, if a user selects a Category in either Helpdesk, the Discipline field auto-complete will be filtered to only contain records that are associated with the Instruction Sets marked as Use For Call Logging, associated with the selected Category.

With the option not enabled, the selected Category will not filter the Discipline records available.
Task Periods
Generate Task Periods per calender Session not per SLA response period - Respond, Attend, Contain, Fix, User Defined

Check the boxes to display the SLA target within the Task periods, on the Helpdesk.
Generate Failed Periods up to Batch End for Incomplete Tasks If checked and subsequent "Repose periods requiring Task periods" are also checked, the target Task periods will be displayed on the Helpdesk - PMS Module Only
Response periods requiring Task Periods

If checked the target Task periods will be displayed on the Helpdesk.

Task Preferences - Events Tab

Selecting any of the options on this tab will cause the system to auto-generate an Event, the Event Comments will be populated from the text entered in the description box. If the check box is selected to Add to Task Notes, the system will also add the text entered into Task Notes as well as/ instead of Events.

Field Name Description
Please select the Events you wish to have automatically included against the tasks.
Insert of Task on the Helpdesk

Check the box for MRI Evolution to auto-insert an Event when a Task is logged, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change Task to Authorised

Check the box for MRI Evolution to auto-insert an Event when a Task is Authorised, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change of Task to Assigned

Check the box for MRI Evolution to auto-insert an Event when the first Timesheet is added to a Task, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change the Task to COMPLETE

Check the box for MRI Evolution to auto-insert an Event when a Task is moved to Complete, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change Task to HISTORY

Check the box for MRI Evolution to auto-insert an Event when a Task is moved to History, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Task Cancelled

Check the box for MRI Evolution to auto-insert an Event when a Task is Cancelled, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change of Task to Restore

Check the box for MRI Evolution to auto-insert an Event when a Task is moved back out of History, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Task Printed

Check the box for MRI Evolution to auto-insert an Event when a Task is printed, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Task Accepted

Available from 5.5.0.0

Check the box for MRI Evolution to auto-insert an Event when a Task is accepted, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Task Rejected

Available from 5.5.0.0

Check the box for MRI Evolution to auto-insert an Event when a Task is rejected, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change of Task Owner

Available from 5.6.0.0

Check the box for MRI Evolution to auto-insert an Event when the Owner of a Task is changed, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.
Change of Broadcast Status

Available from 5.7.0.0

Check the box for MRI Evolution to auto-insert an Event when the Broadcast Status of a Task is changed, the associated text box will form the body message of the Event.

Check Add to Task Notes if this information is also to be added to the Task Notes.

It is imperative to use upper case text for [ACCOUNTS.FULLNAME] and [ACCOUNTS.LOGINNAME] in the Event text of the Events above, where required. These two are special cases since they do not relate directly to the entity that is being updated for the Event but the person that has carried out the action, which the Event is describing.

Task Preferences - PPMs Tab

Available from 4.5.6.0

Task PPM preferences were added to a separate Tab in Version 4.5.6.0

Setting preferences within this tab will set some standard behaviour for PPMs within MRI Evolution

Field Name Description
PPM Task Preferences  
Default Scheduled Date for PPMs From the drop down select the Default Scheduled Date for a PPM - When a PPM is issued, MRI Evolution will auto-populate the scheduled date from the selected choice. This is essential if using the Resource Planner and pre assigning PPMs.
Default Scheduled Time for PPMs Enter the Default Time for PPMs. When a PPM is issued, MRI Evolution will auto-populate the scheduled Time from the selected choice. This is essential if using the Resource Planner and pre assigning PPMs.
PPM Task Due Time

Available from 4.5.0.0

From the drop down select the PPM Task Due Time:

  • Specify - A time value to set the PPM Task Due Time.
  • Contract Start Time - Default to the start time of the Contract for the PPM Task Due Time.
  • Building Start Time - Default to the start time of the Building for the PPM Task Due Time.
When PPMs are made ACTIVE Drop dormant records older than Enter a number of days, MRI Evolution . will then automatically drop any resumed PPMs that are older than the stated days.
Notes are compulsory for the following manual Dormant Task changes

Available from 4.5.6.0

From the drop down select which actions to Dormant Tasks require compulsory notes to be added to the automatic Event . Actions :

  • Created
  • Deleted
  • Dropped

Task Preferences - Scheduling Tab

Available from 5.5.0.0

Preferences used to set the system behaviour for calculating the value of the new Scheduled SLA Indicator field against Task records.

The comparison and calculation will occur automatically upon Task creation and update.

Field Name Description
SLA Comparison
Enable the scheduling SLA indicator comparison

Available from 5.5.0.0

Check box option to Enable or Disable the Scheduling SLA Indicator

If enabled, any scheduled Task Timesheets will be assessed to determine whether the Timesheet is likely to pass or fail one of the Task SLA targets based on the planned date of the Timesheet. This Scheduling SLA Indicator can be used in Reports, as a colouring set visual aid in the Resource Planner or added to any pages that list Timesheets.

Comparison method used:

Flag Timesheet as Scheduled beyond SLA if the Drop down option 1 value is later than the Drop down option 2 value.
Flag Time Record as Scheduled beyond SLA if the

Available from 5.5.0.0

The field is disabled unless the Enable the scheduling SLA indicator comparison check box has been checked

Drop down option 1:

  • Date Scheduled

  • Date Scheduled plus Estimated Time
is later than

 

Available from 5.5.0.0

The field is disabled unless the Enable the scheduling SLA indicator comparison check box has been checked

Drop down option 2:

  • Task Due By Date
  • Task Scheduled Date
  • SLA Respond Target
  • SLA Attend Target
  • SLA Contain Target
  • SLA Fix Target
  • SLA User Defined Target

Task Preferences - Task SLA Colours Tab

Available from 6.2.0.0

Preferences used to set the system behaviour for Task colouration in the Tasks grid and Helpdesk.

Field Name Description
General
Override and disable Task SLA Colouration User Preferences with System Preferences

Check-boxes to enable against MRI Evolution and/or Evolution Connect.

If enabled, these settings will override any User Preferences set for the relevant system.
Task Grid SLA Status Preferences
Primary SLA Status Indicator

Choose whether SLA Status is indicated using an Icon in the left hand side of the Tasks grid or whether the colour is applied to the background of each row:

  • Display as colour icon in left hand column

  • Colour Whole Row

Primary SLA Status Target Date

 

Select the date that will be used to determine the time difference between now and the SLA target. This can be fixed as one of the 6 SLA target dates or you can use the Next Available SLA option to make the system determine SLA status using the next SLA target that applies to the task, taking task activity into account:

  • Due Date

  • Target Respond Date

  • Target Attend Date

  • Target Contain Date

  • Target Fix Date

  • Target User Defined Date

  • Next Applicable SLA
Due Date (TA_EST_DATE)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Respond Date SLA (TaskPerfSLARespondDate)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Attend Date SLA (TaskPerfSLAAttendDate)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Contain Date SLA (TaskPerfSLAContainDate)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Fix Date SLA (TaskPerfSLAFixDate)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
User Defined Date SLA (TaskPerfSLAUserDefinedDate)

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Task SLA Status Colouration
Time Left

Enter hours and minutes in the red, yellow, green and blue fields to enable MRI Evolution to colour Tasks according to the time left before breach of SLA:

  • HH:MM (red)

  • HH:MM (yellow)

  • HH:MM (green)

  • HH:MM (blue)

Complete the fields and click Save and Close .