Use schedule name for tasks and allow links in schedule
under review
K
Karen Hirst
If you use the schedule detailed name it gives a clearer overview eg
#1 template = supplier batch ABA, schedule name = supplier batch ABA run - client name - fortnightly - to be invoiced; this makes it clear how often it is scheduled and what needs to be paid in the run and that we need to create an invoice.
#2 template = payrun processing, schedule name = Payrun processing - client name - EOM loan adjustment - to be invoiced invoice ;
#3 template =BAS schedule name = client name quarterly to be invoiced
Adding a link would allow client specific SOP to be added to the task
S
Sunniva Andersen
marked this post as
under review
S
Sunniva Andersen
Hi Karen Hirst,
Just checking I’ve got this right; Is what you’re really looking for something where the task title could reflect a schedule name/details in addition to dates?
I’m thinking along the lines of additional title tokens to the ones available (https://support.xbert.io/en/articles/7971782-using-tokens-in-template-titles) - just want to see if that’s a similar idea to what you have in mind.
On the client specific SOP side as well - schedules let you
add attachments
that only appear on tasks for clients on that schedule (see screenshot). - Does that cover what you were hoping for, or were you thinking of something slightly different?
Cheers!
K
Karen Hirst
Sunniva Andersen no i wanted to be able to note what the schedule was for. Ie with have a process payrun task. Some clients have multiple payrun schedules. I wanted to be able to say eg bonus payrun, or directors payrun without having to create a separate template with the same procedure for each type of payrun
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Sunniva Andersen
Karen Hirst thanks for the extra context! So the situation is you’re already using the
schedule name
to describe what the schedule is for (e.g. bonus payrun, directors payrun), but that detail isn’t visible where you need it day to day, i.e. the task title
when it appears on your work board.When you say you want to “note what the schedule was for”, where would you ideally want to see that?
- in the task title when the task is created?
- somewhere on the task itself (e.g. task description)?
- or somewhere else entirely?
Example:
Right now, the task title is standardised at the template level, and anything in
[ ]
is a title token
that dynamically pulls values from the schedule (like frequency and due dates).For example, if the template title looked like this:
- Process [ScheduleFrequency] Payroll – Due [dueday] [duedd]-[duemonth]
Then when the task is created from a
weekly
schedule due on Wednesdays, the task title would show as:- Process WeeklyPayroll – DueWednesday 14-January
From my understanding, you want to be able to add additional information from the schedule, to the task title, say:
- Process [ScheduleFrequency] Payroll, [ScheduleName]– Due [dueday] [duedd]-[duemonth] for[ClientName]
Then when the task is created from a schedule called Bonus Payrun for Client Delta, the task title would show as:
- Process Weekly Payroll, Bonus Payrun– Due Wednesday 14-January forClient A
Is that the kind of outcome you’re looking for - having the schedule name flow through into the task title like that? Or were you hoping to see that schedule detail somewhere else on the task (rather than in the title)?
K
Karen Hirst
Sunniva Andersen ideally i want to be able to see it when the tasks are in the workboard. I want to be able to run throgh the weeks tasks and say hey we have 3 payruns this week for X client, normally everyone payroll, bonus schedule and directors reimbursements for example. When we create the schedule, from the template it would be the easiest time to add what the schedule is for.
S
Sunniva Andersen
Karen Hirst: thanks for explaining that, I definitely understand the use case 😊
I think, from my understanding, what you’re looking for is the ability to distinguish multiple schedules created from the same template for the same client when viewing tasks on the Workboard.
For example, being able to see at a glance that a client has their
usual payroll
, a bonus payrun
, and directors reimbursements
in the same week.The key part is that all three tasks are created from the
same template
, but from different schedules
, where the schedule names describe the purpose of each pay run. So that schedule context is then visible on the task so it’s easy to scan and understand the three different payrolls.Let me know if that’s a fair summary of what you’re trying to achieve, or if I’ve missed something.
K
Karen Hirst
Sunniva Andersen yes that’s exactly what I’m trying to achieve
Autopilot
Merged in a post:
Schedule title token
M
Melanie Pearce
Add the ability to use a schedule's title as a template title token to show up on generated tasks