Tasks

Task User Preferences in MRI Evolution allow each user to customize how tasks are displayed and managed within the system. These preferences integrate with the task management workflow, enabling users to optimize their experience for efficiency and clarity.

For example, a user can set preferences for duplicate task checking, notification settings, or default task views, which the system will apply automatically. This helps users stay organized and reduces manual configuration.

The Task User Preferences are maintained here, supporting a tailored and productive task management environment.

Settings > User Settings > Tasks User Preferences

Duplicate Query Tab

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MRI Evolution can check if a similar Task has already been raised on the Helpdesk by using the Duplicate Query User Preference.

Settings > User Settings > Tasks User Preferences

Click to view - Duplicate Query Tab Fields and Descriptions

Field Name	Description
Automatic Duplicate Check	Check the box to turn on the Automatic Duplicate Check - If MRI Evolution finds a potential duplicate a pop up window will appear on the Helpdesk to allow the User to review the potential duplicate calls.
Review Period	Select the review period for MRI Evolution to check for duplicate calls - selecting User defined will allow the User to manually add how many days and hours MRI Evolution is to check over.
Review Criteria	Check the boxes that must match for MRI Evolution to consider a call to be a duplicate - both Active and Historic Tasks can be ticked, MRI Evolution will then check for Tasks in all States.

User Defined Tab

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The User Defined Box in the Helpdesk can be used for many purposes but typical uses are to:

display a map showing the position of the Building where the Task is taking place
prompt Users with consistent Text e.g. steps for completing a call or a reminder to give out the Task ID before hanging up

Settings > User Settings > Tasks User Preferences

User Defined Tab Fields and Descriptions

Field Name	Description
User Defined Text Window
Show Building Map (radio button)	Available from 5.9.0.0 Selecting this option will display in the Helpdesk, User Defined Box, a Map showing the position of the Building where the Task is taking place. The Building must have Latitude and Longitude co-ordinates in order to be displayed in the Map.
Text \ HTML (radio button)	Available from 5.9.0.0 Selecting this option will display the User Defined Text or HTML entered in the box below, in the Helpdesk, User Defined Box.
User Defined Text	Available from 5.9.0.0 Free text field - any Text or HTML entered here will be viewable in the User Defined Box of the Helpdesk, if the Text \ HTML radio button above is selected. It is possible to include data in fields from other entities linked to the Task, such as Building and Contract, in the text or html - See Help With Database Field Names below.
Entry Mode Toggle	Available from 5.9.0.0 The field can be toggled between entering plain text that can be formatted using the toolbar buttons or entering/editing HTML, via the buttons located below the User Defined Text field. The toolbar buttons are disabled when in HTML mode.

Help With Database Field Names

The User Defined Text window can also display information taken from the current Task and its associated entities. For example, the window can display information taken from the Building, Contract or Asset associated with the Task. You can mix and match text values with database field values.

To set up your user defined text window to display database field values you will need to use specific notation to identify the Entity and Field you want to display. To include a field from the database you just need to specify the correct database field name surrounded by square brackets []. If you just want to display a value that's stored in the Tasks table then you only need to use the field name on its own. For example, to show the Task Seq of the current Task you would use the text [TA_SEQ].

As Evolution is a relational database it's common that a lot of the information you see on a single page is actually a combination of data pulled from lots of different linked database tables. Almost all fields from tables linked to the current Task can also be included in the User Defined Text Window. To include a field from an entity/table linked to the current Task you just need to specify the correct database field name preceded by the correct entity name and a full stop, e.g. [Building.BG_SITE].

The list of database fields that you can display is quite large and will grow as more fields are added to the database but here are some examples of common useful database field values and the correct notation to use:

Entity	Table Notation	Examples
Entity	Table Notation	Field	Notation	Example Result
Task		Task Seq	[TA_SEQ]	12726
		Task Type	[TA_TASK_DESC]	BREAKDOWN
		Sub Class	[TA_SUB_CLASS]	Service Charge
Building	Building	Building Address	[Building.BG_ADDRESS]	CAFM House, 126 FM Street, Essex`r`n
		Post Code	[Building.BG_POSTCODE]	FM22 MRI
		General Details	[Building.BG__GENERAL]	General notes about the building
		Occupancy Type	[Building.BG_OCCUPANCY_TYPE]	Office Space - Occupied
		User Defined 1	[Building.BG_USER_DEF1]	One of 5 spare fields for user defined text
		Local Authority	[Building.BG_LOCAL_AUTHORITY]	Basildon
		Fire Authority	[Building.BG_FIRE_AUTHORITY]	Basildon
		Police Authority	[Building.BG_POLICE_AUTHORITY]	Basildon
		Water Authority	[Building.BG_WATER_AUTHORITY]	Essex Water
Site	Building.Site	Site Code	[Building.Site.BGP_CODE]	FM
		Site	[Building.Site.BGP_NAME]	FM Office Space
		Address	[Building.Site.BGP_ADDRESS]	126 FM Street, Essex
		Contact	[Building.Site.BGP_CNT_NAME]	MRI
		Telephone	[Building.Site.BGP_CNT_TEL]	01708 251900
		Country	[Building.Site.CountryLibraryId]	United Kingdom
		Post Code	[Building.Site.Postcode]	FM22 MRI
Location	Location	Net Usable Space	[Location.LO_NET_SPACE]	25000`r`n
		Notes	[Location.LO_NOTES]	General notes about the location
		Condition	[Location.LO_CONDITION]	5
		Location URL	[Location.LocationUrl]	http://madeupurl/35735382.png
Contract	Contract	Contract Title	[Contract.CTR_REFERENCE]	Total FM Hard Services
		Contract Reference	[Contract.CTR_CON_REF]	TFM-A1
		Supervisors	[Contract.CTR_SUPERVISORS]	Christine Kenny
		Start Date	[Contract.CTR_START_DATE]	01/01/2020 00:00
		End Date	[Contract.CTR_END_DATE]	01/01/2026 00:00
		Notes	[Contract.CTR_NOTES]	General notes about the contract
Supplier	Contract.Supplier	Supplier Name	[Contract.Supplier.SUP_NAME]	Total FM
		Supplier Code	[Contract.Supplier.SUP_CODE]	TFM
		Correspondence Contact	[Contract.Supplier.SUP_CONTACT_1]	Paul Jones
		Contact Telephone	[Contract.Supplier.SUP_TELEPHONE]	01633 001010
		Web Address	[Contract.Supplier.SUP_WEB_ADDRESS]	TFMSolutionsGlobal.co.ac
Asset	Asset	Asset Code	[Asset.AR_CODE]	FM/AHU:823663
		Asset Description	[Asset.AR_DESCRIPTION]	Air Handling Unit
		Manufacturer	[Asset.AR_MANU]	Daikin
		Asset Comments	[Asset.AR_COMMENTS]	General notes about the Asset
		Asset Tag	[Asset.AR_TAG]	AHU
		Model	[Asset.AR_MODEL_TYPE]	Excell 3928
		Serial Number	[Asset.AR_SERIAL_NUMBER]	9839797-923883-9982
Breakdown Details	F_BD_DETAILS	Req. ID	[F_BD_DETAILS.BDET_CALL_ID]	Q12141
		Caller Source	[F_BD_DETAILS.BDET_CALLER_SOURCE]	Telephone Call
		Email Address	[F_BD_DETAILS.BDET_EMAIL]	sally.fielding@address.no
		Reporter	[F_BD_DETAILS.BDET_KEY_PERS]	Sally Fielding
		Telephone	[F_BD_DETAILS.BDET_PHONE]	0121 029 8000
PPM Details	F_PPM_DETAILS	PPM Seq	[F_PPM_DETAILS.PDET_FKEY_PPM_SEQ]	2928
PPM Details	F_PPM_DETAILS	Period	[F_PPM_DETAILS.PDET_PERIOD]	2022-10

Events Tab

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Checking the boxes on the Events Tab will cause MRI Evolution to auto-insert an Event when the checked action occurs.

Settings > User Settings > Tasks User Preferences

Click to view - Events Tab Fields and Descriptions

Field Name	Description
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.
Insert of Time Record	Check the box for MRI Evolution to auto-insert an Event when a Time Record is added to a Task, the associated text box will form the body message of the Event.
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.
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.
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.
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.
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.

Task Settings Tab

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The Task Settings options define how Tasks will behave.

The Helpdesk Settings check-box defines which version of the Helpdesk will be used to display a Task when it is opened from the Tasks grid.

Task Colouration options moved to a separate tab in version 5.0.0

Settings > User Settings > Tasks User Preferences

Click to view - Task Settings Tab Fields and Descriptions

Field Name	Description
Use Advanced Helpdesk	Check the box to open Tasks in the Helpdesk instead of the Simple Helpdesk.
Show Step Questions on Save	Check the box for a pop up window to appear with any associated Instruction Steps when a Task is saved.
Prompt to take ownership of an in-owned Task	Check the box for a pop up window to appear if the User opens a Task that is not currently owned.
Take ownership when creating a Task	Check the box for the User to automatically become the owner of a Task when logged.
Show filter Reporter by Building option	Check the box to filter Reporters by the Building selected.
Pop up Task ID when Save and Close button is pressed	Check the box for a pop up window to appear containing the Task ID when the save and close icon is clicked on the Helpdesk.
Set "To Location" as "From Location" on insert	Check the box to auto-populate the "from Location" with the same Location selected for the "to Location" - ISM module only
Display "To Building", "To Location", "To Department" and "Item"	Check the box for the "To Building", "To Location", "To Department" and Item fields to appear on the Helpdesk - ISM Module only.
Use Location as well as Building to filter Asset	Check the box for MRI Evolution to filter available Assets by the selected Building and the selected Location.
Default Contract	From the drop down select the required default Contract, this will cause the Contract field to auto-fill, the Contract would need to be removed to log Tasks to any other Contract - ISM Module only.

In Version 5 the Task colouration rules were moved to their own tab: Task Colours

Location Exclusion

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Locations with certain statuses can be blocked by a User from appearing on the Helpdesk using Location Exclusion.

Settings > User Settings > Tasks User Preferences

Click to view - Location Exclusion Tab Fields and Descriptions

Fields Name	Description
All Location Status will be viewable from this Tab	Check the boxes to block Locations with this Status from the Helpdesk.

Time Records

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When entering Task times into Time Records, some of the information can be completed automatically using the calculations defined in the Time Records tab of the User Preferences.

Click to view - Time Records Tab Fields and Descriptions

Field Name	Description
Contacted Date	From the drop down select the date format to auto-populate the Time Record.
Scheduled Date	From the drop down select the date format to auto-populate the Time Record.
Start Date	From the drop down select the date format to auto-populate the Time Record.
Finish Date	From the drop down select the date format to auto-populate the Time Record.
Task Logged Preference	Check the radio button to set the time a Task will be logged from, on new or on save.

Task Colours

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Tasks in the Task grid can be coloured according to how close they are to the most predominate SLA for the User

In version 5 the Task colouration rules were moved from Task Settings to a separate tab

Task Grid Auto-Refresh Settings
Auto-refresh interval (seconds)	Enter a time in seconds for the Task Grid to auto-refresh - MRI Evolution will round the time up to the nearest 10 seconds
Task Grid SLA Status Preferences
Primary SLA Status Indicator	Available from 6.2.0.0 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	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)	Available from 6.2.0.0 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)

Tab Order

Complete the fields and click Save and Close .