Grofar provides a tasks function that enables you to set tasks for yourself or other Grofar users to help you keep on top of your workload and be responsive to those requiring your support. In this article, we'll look at how you can create tasks for yourself and others and how to manage those Tasks that have been allocated to you.
Administrators can also add custom colours and categories to tasks in the settings area.
Navigating to the 'Tasks Pane'
1. Navigate to the 'Home Page' by clicking the house icon in the top left of your screen.
If there is a number shown on this icon this indicates the number of tasks you have that are currently overdue.
2. On the right-hand side of the screen you will see the tasks pane with the following options:
'Add Task' (this is how you create a new task)
A drop-down filter that will show: 'All Tasks'; 'Not Completed'; and 'Completed Tasks' - by default, this is set to 'Not Completed'
A drop-down filter which will show: 'All Dates'; 'Overdue'; 'Today'; 'Next 7-days'; 'Next 30 days'; '30+ Days' - by default this is set to 'All Dates'
A drop-down filter to select who the task is assigned to, or 'All Assigned'.
You can start typing a name to find a staff member. By default, this is set to your name.
Below these filters, you will see a list of tasks based on your selected filters. These are split by date ranges and will have a hyperlink that allows you to open the individual task. Where the task relates to a business, business contact, student, or applicant there is also a link to that record.
By default you will see all your uncompleted tasks, however, if you are covering a colleague in their absence, for example, you can also adjust the filters to see the tasks of other users.
Creating an 'unlinked' task (i.e. something not related directly to a student, business contact, etc.)
1. On the Task Pane, click the 'Add Task' button
2. Enter the details of the task, assigning the task to yourself or the relevant colleague. Note: at this point leave the 'Complete' tick blank.
Creating a task that is linked to a business, business contact, student, and (for CRM users) applicants
The approach here is the same for all linked tasks. First, navigate to the relevant record and create the task. This example shows how a task related to a student can be created.
1. Use the global search in the top-right corner to find the record to which the task relates. You can type any part of the name to find the record.
2. Select the record and the screen will present the outline. On the right-hand side, you will see the records task pane with any outstanding Tasks for that record.
3. Click 'Add' to create a new Task
4. Complete the details for the Task
Completing/editing/deleting tasks
A task can be changed at any time for example:
The Task and Description might change
The Due Date might move
The Task might be assigned to a different Person
The Task will be completed
The Task needs to be deleted
1. To edit a Task, click the hypertext of the Task
2. Edit the Task accordingly
It is always a good idea to record the outcomes of any completed Task against a record. This keeps everyone informed of the engagements that have taken place.
Recording outcomes to the 'History Log'
1. Navigate to the 'History Log'.
2. Add a 'Note'
3. Record the outcomes of the action
Tasks email reminder
An email is sent to a tutor or a coordinator who has been assigned a task. A reminder email will also be sent for all tasks that are due on the day.
This can be enabled and disabled within Settings.
Navigate to your "Settings"
Click "My Notifications"
Tick or untick the "Daily Task Summary" box.