Add a Task Overview

The purpose of this guide is to learn how to add a task 

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

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.

Add a Task to a List of Clients

Learn how to add a task to a list of clients.

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

Tabs when Adding a Task for a Client 

Details Tab

Complete the Details Tab by using the drop down option or entering data into text boxes:

1. Status - A tasks status can be set as Actioned, Unactioned, Pending, Review, Complete or Aborted. Generally when creating a task, the status will be set as Unactioned.
2. Type - Set the type of task eg. meeting, letter, advice etc. 

3. Subtype - The subtype options will depend on the task Type you selected. 

4. Priority - Set the priority level of the task to High, Normal or Low. 

5. Group - Option to choose a group that the assignee belongs to. 

6. Assign To - This is the person who is responsible for completing this task. You can reassign a task to someone else by selecting a new assignee here. 

7. Entity - Select the client that the Task refers to. If you are adding a task through a client file, this will automatically default to the client name. 

8. Permission - To allow the assignee to change the due date, click on the checkbox in the field 
Assignee can change due date. Click on the checkbox Only Assignee can change task status to only allow the Assignee to change the status of the task. 

9. Case Manager – Select the active Case to link this task to.
10. Due Date - Enter the date the task is due to be completed by. 

11. Has Due Time - If you select yes, additional fields will appear to allow you to enter the time the task is due. 

12. Reminder Days - This field allows the user to enter how many days prior to the tasks due date that the assignee will be notified of the task once the task is activated. 

Supplementary Tab

Complete the Supplementary Tab by using the drop down option or entering data into text boxes:

1. Force Comment when Complete - Forces the user to add a comment to the task when they change the task status to complete. 

2. Force Forecast when Complete - Forces the user to fill out the Forecast values when they set the task status to complete. 

3. Forecast - Set the financial forecast of this task. 

4. Force Time Taken - Forces the user to add the time taken to complete the task when they 
change the task status to complete. 

5. Benchmark Days - Set the benchmark number of days it should take to complete the task. This will be used to compare the actual number of days taken to complete the task for reporting purposes. 

6. Benchmark Minutes - Set the benchmark number minutes it should take to complete the task. This will be used to compare the actual number of minutes taken to complete the task for reporting purposes. 



Comments Tab

Complete the Comments Tab by using the drop down option or entering data into text boxes:

• Checklist - Checklist is a list of items to be completed in a Task. Each item can be set as mandatory or optional. Checklists can be an alternative to creating a cluster of actions without having to create a Thread. When the Checklist is enabled, additional settings display:
• Add to Checklist - Controls whether additional items can be added to the Checklist. When used in a Task template, this prevents users adding items in addition to the items set in the template.
• Force Checklist Completion - When set to Yes all mandatory items must be completed in order to complete the Task.
  
  

1. Comment - Comments can be added to the task. Please note this will not appear in the client’s notes section. You will need to create a new File Note to make comments on the progress of any action. 

2. Time Taken Type - Users can select if the time taken is chargeable or not. 

3. Time Taken - Users can enter the time taken in completing this task. 

4. When the Task is saved, comments will appear in the Comments List 
   

Attachments Tab

The Attachments Tab is sometimes used to store additional instructions on what is required to complete a task.

When some tasks are activated or completed, related word documents are automatically merged and can be downloaded from the Envelope Icon at the top of your page. A copy of these automated documents will also be stored in the attachments tab of the related task

Complete the Attachments Tab by using the drop down option or entering data into text boxes:

1. To attach an external file from your server, click Browse. A pop up will appear for you to select the document you wish to upload. Select the file location on your computer then click on the file name and click open. The document file name will appear in the Browse field. 

2. Click Attach File. All attached documents will be listed in the field below. 

3. Click Attach Document File to attach a document from XPLAN's Document Library. A pop 
up with the DocNote file browser will appear. Locate and click on the required document and click OK. The document you have selected will appear in the document list. 

Outcomes Tab

When a Task completes, it can be set to trigger multiple other functions such as sending an email or activating a Thread. More than one possible outcome can be defined, so that the Task will trigger a different action depending on the resolution of the Task.

Examples of actions that a triggered can include:

• Creating a File Note from a template
• Creating a Email from a template
• Creating a new Task, Thread or Lead from a template
• Update Lead revenue fields
• Creating a new Diary event from a template
• Creating a new Invoice
• Create a new Client Online Access account for the client linked to the Task. The account creation process can be automatic or the user can be prompted to fill in account details. When automatic account creation is used, the options for the new account are set in System Settings. Default Client Online Access Login Settings
• Lodging commissions to CommPay
• Setting a field value in the client file, for example, update the category or entity status of the client.

Multiple Outcomes for a task can be set

For example, you may have a task that is to contact a client to arrange an appointment. The outcomes with the actions for this task could be as follows:

Complete the Outcomes Tab by clicking the Add New Outcome button then using the drop down option or entering data into text boxes:

1. Primary Action - Click on the dropdown box to select an action XPLAN is to perform upon completion of this task. Ensure you scroll to the bottom of the list here to see the more dynamic Actions available.

2. Entity Field - Use the fields in this tab to select an entity field to be updated automatically upon completion of this task. 

3. Multiple Actions - Use the fields in this tab to add a secondary action to be performed by XPLAN. This will happen as a background process

4. Click OK to save the outcome to the task.

Email Tab

Emails can be sent from Tasks either as the result of an Outcome, or by using the Email tab.

To use the Email tab:

• Click Add.

A pop up screen will appear - Email Template.

1. Select the email template from the Templates drop down options. 

2. Choose When the email should be sent. 

3. Choose the Recipients for the email. 

4. Click Ok.

XMerge Tab

XMerge templates can be attached to tasks, thread tasks and task templates. The XMerge reports can then be activated on the tasks due date or when the task is completed.

Set the main details of the Xmerge report:

• Select who the XMerge report is to be sent to, the Assigner or the Assignee of the task 

• You can choose for all Xmerge output for the task to merge into one document. To activate 
this option, select Yes in the Merge Into One Document field. Then set the Note Type, the 
Note Subtype and the Note Subject for the report to be saved as a note. 

• Click on the Add new template button to add an XMerge report to the task. 

• Select the Report Category the XMerge report is located in. 

• Click on the icon to select the report. 

  
  

1. Select the Files to be merged. 

2. Select the Format of the merged output. PDF or Word. 

3. Select When the document is to be merged. When the task is Due, Activated, Completed or on the Due Date. 

4. Click Save to save the XMerge document to the task template. 

5. Click on the checkbox in the Attachments field to add the merge result as a document note in the clients record. 
 

IPS Tab

IPS Reports can be attached to tasks, task threads and task templates. The IPS reports can then be activated when the due date arrives or when the task is completed. The reports are generated and saved within the task. 

To add an IPS report, click on the Add button to select the IPS report to be attached to the task, then:

1. Enter a name for the report in the Report Name 

2. Select to Include Related Entities portfolio data in the report. 

3. In the Type field, select when the report is to be generated automatically in XPLAN. Either 
when the task is due, when the task is activated or when the task has been completed. 

4. Select the Format the report is to be generated, PDF or CSV. 

5. Click on the checkbox to select the report to be generated with this task. 

6. Click Save. 


Notification Tab

The Notification Tab is where you set the notifications for a task. By ticking an option against a user or selecting Notification All, the relevant user will receive an email notifying them that the task has either been Created, Changed or is Due, Not Complete or Complete. For tasks that are part of a thread these notifications will already be preset. 

• Click on the checkbox to select the user that is to be notified.