thewealthworks Customer Support Portal

Introduction

Tasks in Troika can be recorded in any module and assigned to a particular user, client and fund. Tasks can be used to maintain a ‘to-do’ list with many system users being assigned tasks from the list. Below are instructions for adding single tasks within the Administration and Compliance (Administrator) module. Tasks can also be added in other modules using the Task – Add menu options.

Adding Single/One Off Tasks

From the Administrator module, select the Client tab and the menu option, Task - Add.

It can also be accessed from the menu option, Client Details – Edit, navigating to the tasks tab, and clicking the Add New Entry button (to the right of tasks).

On opening the ‘Task – Add’ function, the ‘Add Task’ window will be displayed (defaulting to the Details tab).

The Client/Matter section at the top allows the task to be assigned to a particular Client, Fund and Matter. All are chosen via the drop down lists within these fields. At a minimum, a task must be assigned at client level, even if fund and matter are not chosen.

The Task Details section in the middle displays information about the specific task you are entering and includes the following:

• Task Description – This is a free text field which allows a text description to be entered.
• Reference Date – This is a date field to record the date you wish the system to start its calculations from (for example, deadline purposes). This may be today's date, but can be a date of death for example, where specific service level agreements based on this date may have already been agreed within the organisation. A calendar can be accessed using the calendar button to the right of this field.
• Deadline Interval – Select the period for the deadline of the task using the drop down list, choosing from a number of Days, Weeks, Months, Quarters, Years or the Last Day in the Month.
• Number – This is a numerical field to record the number of such intervals, used to calculate the deadline.
• Deadline Date – This is a date field to record the deadline date of the task (the date which the user must have actioned the event). The Deadline Date will automatically populate using both the Reference Date and Deadline Interval and Number, if entered. Alternatively, a Deadline Date can be entered within this field without the Deadline Interval or Number fields being populated. A calendar can be accessed using the calendar button to the right of this field.
• Advance Warning – This is a numerical field to record the number of days in advance of the Deadline Date that a task will appear on a user's task/to-do list. The Advance Warning Date will automatically populate if a number of days is entered into the task record. Alternatively, there is also a date field to record the Advance Warning Date. A date can be entered here without having to enter a specific number of days. When entered, the number of days field will then automatically populate.
• Assigned To – This displays the current user to which the task is assigned. When entering the task, this field will default to the user logging the task.
• Assign To – Select another user to re-assign the task to using the drop down list. The task will be added to the user’s task list and they will then become responsible for completion of the task. The list is currently limited to those of your reporting level, or lower.
• Budget Time – This is a numerical field to record a time period that is budgeted for this task, if required.

Select an Interval section at the bottom of the 'Add Task' window using the drop down list. The task will default to be a unique entry task (i.e. to appear once only).

Adding Repeating Tasks

If you would like this task to repeat, make a selection form the Interval Type drop down list, choosing from Days, Weeks, Months, Quarters or Years.

Once selected, other fields will then become available for population:

• Frequency Every n Internal Type – Enter the number to record the frequency of such repeats
• Generate Entry n times until dd/mm/yyyy – Alternatively, enter the number to record the number of such repeats.

Adding Actions to the Task

The Action tab allows a user to attach an action for completion, including writing a letter, a meeting reminder or a telephone call.

Select a Priority level using the drop down list, and select an action type using the radio buttons. Where an event is to be scheduled with an individual entity, click the button to the right of the field to access the Recipient list. Select an entity from the drop down list to link the action record to. All entities will be displayed, however those related to the current client will be displayed at the top of the list, along with a note of their relationship to the client.

Adding Notes to the Task

The memo tab is a free text field to record any additional notes regarding the task added.

Click OK to save the task.

The task will now be displayed in the assigned user’s task calendar for completion, and will appear in their task list as a due item when the Advance Warning Date is reached.

Editing a Task

From the Administrator module, select the Client tab and the menu option, Client Details – Edit and navigate to the Tasks tab.

Tasks can also be edited from within a user's task list. From the right hand side of either the Client or Global tab, select the menu option, Check Tasks and the Task List is accessed through the calendar view for the current user.

To edit a task within this list, click the edit button immediately to the right of the task requiring editing. This will open the Edit Task window for editing where required.

Editing a Task – Another User

From the Administrator module, select the Global tab and the menu option, Tasks – View.

Select to display either users reporting to you, or users equal to your staffing level or lower. Then select a user and choose to view either Current tasks or All tasks.

Use the Task List button to view the lists for this user, in a list format.

To edit a task, click the edit button immediately to the right of the task requiring editing. This will open the Edit Task window for editing where required.

Re-assigning a Task

A task can be reassigned, by updating the Assign To field when editing a task.

Alternatively, to assign one of the task reminders, navigate to either the menu option Client Details – Edit and the tasks tab, or the option Check Tasks, and the Task List button. A re-assign button appears immediately to the right of the edit button. Click this, and use the drop down list to select the user to which the reminder should be re-assigned to. The list is currently limited to those of your reporting level, or lower.

Deleting a Task

From the Administrator module, select the Client tab and the menu option, Client Details – Edit and navigate to the Tasks tab.

There is a delete button to the right of the task entries. Click the delete button, and confirmation will be requested that you wish to delete the selected task. Click yes to confirm, or No to cancel.

Complete a Task

From the Administrator module, select the Client tab and the menu option, Client Details – Edit and navigate to the Tasks tab. Click the edit button immediately to the right of the task to be marked as completed. This will open the Edit Task window for editing.

For an incomplete single task, the task will display as ' Done 0 out of 1 entries (0%)' at the bottom of the Edit Task window. Click the right arrow button to mark the task as complete. This will amend the task bar to red and the display will amend to 'Done 1 out of 1 entries (100%)', both indicating the task has been completed.

For a repeating tasks, with parts still incomplete, the Edit task window will display as ' Done x out of x entries (xx%)' at the bottom of the Edit Task window. The task bar will be partially red (representative to the amount of completed tasks, as a percentage).

Tasks can also be marked as completed too within a user's task list. Check the ‘done’ tick box next to a task to mark it as complete.

Once a task has been marked as complete, it currently remains included within the list of client tasks on the tasks tab within 'Client Details - Edit' for information purposes. It will however no longer display on the user's task list for completion as it has been completed.

These notes are applicable from Troika release 2.08.020.