Job Task Templates

A Job Task Template is a list of tasks to be performed when processing jobs of a particular type.

Note: This function is only available if the HowNow Workflow module is installed and you must be an administrator or allowed to add jobs.

A Job Task Template can be attached to a Job Type description.

When a job of that type is created, HowNow can optionally create the tasks required, based on the template.

There is no limit to the number of Job Task Templates that can be created.

To open this module, choose File > Administration > Workflow > Job Task Templates (for administrators only).

The Job Task Templates Select dialog appears.

This dialog lists the existing Job Task Templates and allows new templates to be added or existing ones edited or deleted.

To add a new Job Task Template, click the New button. The Job Task Template Description dialog appears. Enter a new template description and click OK. The Job Template Tasks Select dialog appears.

To edit the description of a Job Task Template, select the item and click the Description button. The Job Task Template Description appears. Edit the description and click OK.

To edit an existing Job Task Template, select the item and click Tasks. The Job Task Template Tasks Select dialog appears (see below on creating tasks).

To delete a Job Task Template, select the item and click the Delete button. Job Task Templates can only be deleted if they are not in use.

To save a Job Task Template so that it can be reused or transferred to another HowNow database, select the item and click the Save button. HowNow saves the Job Task template as a .hntt file with the same name as the Job Task Template.

To load a Job Task Template from a .hntt file, click the Load button. Browse to the required file and click click Open. When loading a Job Task Template with the same name as one that exists, you will be prompted to provide a new name.

Job Task Template Task Select

This dialog lists the existing tasks for the selected Job Task Template and allows new Template Tasks to be added or existing ones edited or deleted.

Click the Add Task and complete the details for the task as below.

Details Tab

• Title - the title of the task.
• Details - additional information about the task.
• Start Date 
  • Start Date Required - check this box if a start date is to be automatically calculated
    
  • Schedule - the number of days to use in the calculation of the start date
    
  • Type of Days - the options are
    • Business Days - calculate the required number of business days, ignoring weekends and holidays (recommended option)
    • Calendar Days - include weekends and holidays.
      
  • From - the date to use as the basis for the calculation. The options are:
    • Previous Task Completion Date
    • Previous Task Start Date
    • Job Start Date
    • Financial Year End
    • Today
•  Due Date
  
  • Due Date Required - check this box if a due date is to be automatically calculated
    
  • Schedule - the number of days to use in the calculation of the due date
    
  • Type of Days - the options are:
    • Business Days - calculate the required number of business days, ignoring weekends and holidays (recommended option)
    • Calendar Days - include weekends and holidays
      
  • From - the date to use as the basis for the calculation. The options are:
    • Previous Task Start Date
    • Task Start Date
    • Financial Year End
    • Today
• Assigned To - the options are:
  • Position - assign the task to a position in your organisation - when creating a job you will be prompted to provide the name of the person.
  • Person - assign the task to a specific person
    
  • Documents - a list of template documents required for this task.
    Use Add to add documents to the list.
    Use Remove to remove documents from the list.

 Advanced Tab

This area only needs to be completed if the task needs details that are different from the job

• Area - Select the default record storage area for this task.
• Location - Select the default record storage location for this task.
• Partner, Manager and Reviewer - Select the default values for these fields.
• Budget Units
• Budget Value

Click OK to save the Job Task Template Task or Cancel to exit without saving.

To edit an existing Job Task Template Task, select the item and click the Edit Task button.