Task Overview

Tasks are used to represent outstanding and completed workflow in XPLAN. Tasks are an excellent way to ensure your business workflow continues to be completed on time.

Tasks can be individual, ad-hoc items to complete, or may form part of a workflow process Thread. Tasks can complete a variety of items automatically for you, such as, sending emails, creating file notes and merging documents, amongst other things. 

Where do I Access Tasks

Tasks can be accessed a variety of ways in XPLAN:

• Dashboard – Task widgets are available in the Dashboard enabling easy workflow management.
• Tasks – Tasks can be accessed through the Task section available from the XPLAN button at the top of the screen: XPLAN > Diary & Workflow > Task. This will allow you to view tasks across your client database, as well as perform task reporting functions.
• Management Reports – Accessed from your client list, a series of Management reports are available for Tasks and Threads.
• Tasks (Client) – Available from the client file menu Workflow > Tasks. Tasks will be displayed for the client that you are currently viewing. 

Viewing Task

Via a Client

To view the Task list for a client, while in the client file:

1. Click on the Workflow menu option in the client navigation menu
2. Click on Tasks

Via XPLAN Menu

1. Click on the XPLAN menu Options in the Wealth Axis Title Bar 
2. Click on Diary & Workflow
3. Click Task

Filtering Task List

When Viewing Tasks from the client's task list it is important to ensure that all fields in the Search panel are set to display the tasks you want to see.

Further information on using Task Filters here  

Adding a Task for a Client

To view the Task list for a client, while in the client file:

1. Click on the Workflow menu option in the client navigation menu. 

2. Click on Tasks. 

3. Click Add under the Tasks panel.

For further information on How to Add a Task here

Saving the Task

1. Once you have entered all the details required for the task, click on the Save button at the top right of the Edit Task page.
2. This task will now be saved against your selected client.
   
   

Completing a Task

While viewing a Task list, use the Status option to complete the task.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on Feb 19, 2018)

From the Status drop down menu you have six options to choose from:

• Unactioned - This is the default status for all new tasks and usually indicates that a task has not been looked at yet.
• Actioned & Pending - These options can be selected to indicate the status of a task when in progress by the assignee. Important Note: Actioned & Pending acts as 'labels' only. The next task in the process will only activate once Complete has been selected.
• Review - This option is used when a task has been re-opened and needs to be reviewed.
• Complete- This option is used to indicate that a task has been completed. Once it has been selected, if the current task is part of a thread the next task in the thread will automatically activate. This is the only option that will activate the next task in a thread.
• Aborted - Selecting this option will abort the current task. If the task is part of a thread you will be prompted to indicate whether you want to open the previous task again or not to re-open the task. If you choose not to re-open task the process will end and no further task will appear. Important Note: If you choose to abort a task you should first add a comment outlining the reason why the task was aborted.

Task Status

• Setting a Task Outcome
  
  When completing tasks you may be prompted with a pop-up window that will ask you to enter in a comment and the time-taken. It is important to be as accurate as possible when entering the time- taken as in some instances this may be used in billing the client for services provided.
  
  Some tasks will require you to select an appropriate Outcome from the drop down menu. Choosing the correct outcome is important as the outcome you select will determine which tasks appear subsequently in the thread / process.
  
  Click Ok to save once the Outcome and Time Taken has been completed 
  
  

Talk List Actions

When viewing a list of Tasks, the following actions can be performed:

• Under the Action Arrow:
  • Remove - Delete the Task. If this does not display you cannot delete the Task. Thread Tasks cannot be individually deleted.
  • Edit - Edit the Task.
  • PDF - Generate a PDF report on the Task.
  • Add Comment - Add a comment to the Task. You can also add the time taken for Task-related work.
  • Time Taken Ticker - Use the Time Taken Ticker to record time spent on a Task. Using the Time Taken Ticker in Tasks
• Magnifying Glass icon:
  • View a quick Summary of the Task.
• Calendar icon:
  • Change the Task's Due Date.

Adding a Follow-Up Task from a Note

Once a Note has been saved, you can create a Task or activate a Thread (from a Thread template) by accessing the Actions menu. This allows for multiple Tasks or Threads to be generated without leaving the Notes section.

Further information on Adding a Follow-Up Task from a Note here

Adding a Recurring Task

Recurring Tasks are used to create the same task periodically. It is important to note that when you create a recurring tasks, you are creating a template that will activate the recurring tasks.

Further information on Adding a Recurring Task here

Printing a Task List

The purpose of this guide is to provide you with instructions on how to print your Task list.

Further information on Printing a Task List here

Merging a Document

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Further information on Merging a Document here

Viewing and Reporting on Tasks

Learn how to view a list of Threads and Tasks, and also how to create a Task and Thread Management report.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on Feb 19, 2018)

Generation of Task Management Reports using Saved Search Criteria

Management Reports can be used to generate a variety of reports such as client listing, insurance reports, task reports, practice management reports and portfolio reports. Each report will have their own parameters that can be used to select from which then determines what will be included in the reports. Parameters may include things such as date ranges, task types, filter options and sorting options.

Further information on Generation of Task Management Reports using Saved Search Criteria here 

How to use Task Checklists

XPLAN’s task component offers a powerful way to track work requirements including simple one off tasks through to tasks that form part of workflows (threads).

Further Information on How to use Task Checklists here

Link Reviews to a Task Template

You can link a Task or Thread template to a Review type at Practice (or User Group) level. When a Review is created for a client, a new Task or Thread is then automatically created from the linked template based on the Review Type selected. When the Task or Thread is completed, the Review can also be automatically completed.

Further information on Link Reviews to a Task Template here

Dynamic Assignee