JAVLN Officetech User Guide: Tasks

Created by Grace Leach, Modified on Fri, 22 Aug at 9:28 AM by Grace Leach

Tasks

The JAVLN Officetech Tasks feature provides extensive functionality for assigning, managing and tracking your daily activities and Client transactions. It allows you to create Tasks, add notes, set reminders and monitor the progress of Tasks. Once completed, Tasks are saved into JAVLN Officetech as a completed file under the relevant folder.

Tasks are a transparent, collaborative, and compliant tool that can be accessed by all Users.

All Tasks can be viewed, updated, and completed by any User. JAVLN Officetech records the date/time and Username of all updates to Tasks making it easy to see who has been working on a particular Task.

Access

To access the Tasks feature, click the Tasks button in the Home icon in JAVLN Officetech.

Once selected you will be taken to the Task function which includes the Task Filters, Task List, and Task Function buttons

Tasks displayed in the Task function are dependent on the current filters, with the initial display being filtered being your name in the Assigned To field – so Tasks assigned to you will always appear first after logging in to JAVLN Officetech.

View Filters

JAVLN Officetech provides multiple filtering options when viewing Tasks. These View Filters allow greater control over the Tasks being viewed and can be used in tandem.

A screenshot of a computer

Description automatically generated

The View Filter options available in the Task function are outlined below:

Filter	Description
Task Quick Find	Filters by keyword or number in the contents of Tasks
Entity	Filters by Client or Prospect folder names
Priority	Filters by the selected Priority of Tasks
Category	Filters by the selected Category of Tasks
Status	Filters by the selected Status of Tasks
Reminder For	Filters by the selected User who currently has Reminders Set on any Task
Assigned To	Filters by the selected User who the Task is currently Assigned to
Assigned By	Filters by the selected User who the Task was created by
Filter By Date	Filters by either Create, End, or Reminder Dates
From	Sets the initial date for the Filter By Date option
To	Sets the final date for the Filter By Date option
Step Name	Filters by the Task Step Name
State	Sets the state for the Step Name filter
Field Name	Filters by any custom Task field
Value	Sets the value for the Field Name filter

In addition to the available filters, JAVLN Officetech allows the width, order, and sorting of the Tasks to be modified. Once modified, JAVLN Officetech will remember your personal preferences and maintain the formatting your Task List moving forward.

To modify the width of a column, click on the border of a column heading and drag it.
To modify the sorting of the columns, click on a column heading to sort ascending, and click one more time to sort in a descending manner.

Task List

The Task List is the main viewing platform when viewing Tasks in JAVLN Officetech. The listed Tasks are controlled via the Task Filters, outlined in the previous section.

The Task List columns available are outlined below:

Column	Description
Title	Displays the Task Colour Tag, Entity, Title, and Category fields in combination
Start Date	Displays the current Start Date of the Task
End Date	Displays the current End Date of the Task
Extension Date	Displays the current extension date of the Task
Status	Displays the current Status of the Task
Assigned By	Displays the User who created the Task
Assigned To	Displays which User(s) the Task is currently Assigned To
Priority	Displays the current Priority of the Task
Flag	Displays icons for Attachments and Reminders
Category	Displays the current Category of the Task
Entity	Displays the current Client or Prospect of the Task
Reminder	Displays the User and Date of the current Reminders of the Task
Late Update	Displays the last date that an update was made to the Task
Subject	Displays the current Subject of the Task
Created	Displays the date the Task was created

Viewing a Task

JAVLN Officetech Tasks can be viewed by selecting the required Task and clicking on thewhich will open the Task window as a new tab in your browser. This can be done in either the Task function or when viewing a Client in Single Client View mode.

Task Icon Functions

The JAVLN Officetech Tasks function contains action buttons that provide access various functions.

Function	Description
Search	Searches the current Tasks based on the current Filters
Refresh	Refreshes the current Task list based on the current Filters
Create Task	Opens a new Task window
Export	Allows you export your Task List as a MS Excel file
Clear All	Clears all your Task filters

The following functions are also available in the Task function:

Function	Description
Search	Searches the current Tasks based on the current Filters
Refresh	Refreshes the current Task list based on the current Filters
Create Task	Opens a new Task window
Export	Allows you export your Task List as a MS Excel file
Clear All	Clears all your Task filters

The following functions are also available in the Task function:

Function	Description
	Deletes the selected Tasks. CAUTION: Once Tasks are deleted, they cannot be retrieved by anyone, including the JAVLN Officetech Support Desk.
	Allows for the reassigning of any selected Task(s)
	Takes you to the Client
	Allows you to set the Status of the Task
	Enables the Task to be printed

Task Alerts

JAVLN Officetech Tasks uses an Alert system that provides Task Alert Pop-Up to generate. Alerts will be listed in your Alerts window and will also appear as Toast Alerts that will pop up within your JAVLN Officetech window.

The Listed Alerts are colour coded based on the type of Alert generated.

Alerts can be dismissed or postponed. Simply highlight the Alert(s) and click Dismiss or choose a time to postpone the Alert and click Set.

Task Alerts will automatically trigger for:

Alert	Description
Task Start Date	Assigning a new Task to another User, the assignee will receive an Alert based on the Task Start Date
Task Reassign	Reassigning an existing Task to another User, the assignee will receive an Alert immediately
Task Update	Updating another Users Task, that User will receive an Update Alert immediately
Task Reminder	Setting a Reminder on a Task, you will receive an Alert based on the date and time you have entered into the Reminder section
Task Completed	Setting a When Completed Reminder on a Task, you will receive an Alert once that Task has been competed

Task Reminders

To set a Reminder Alert on an JAVLN Officetech Task (either your own, or on another User’s Task):

Locate and Open the Task in which to set a reminder
Check the Remind Me checkbox
Check the On checkbox and enter in the date and time of the reminder, OR
Check the When Completed checkbox to be alerted when that Task is completed
Click Save or Save & Close

Reminders will also appear in your Alerts Window.

Creating Tasks

There are several ways to Create a Task:

To create a new Task from the Task function, click the Create Task button.

To create a Task while attaching a file, click the Send to button and select New Task.

Selecting Attach to Task in the JAVLN Officetech Save Form as you are saving a document allows you to attach the document to a new or existing task. If you check the Attach to Task tick box a new window will pop up asking if you want to save to a New or Existing Task.

By default, the Task is assigned to you, however, you can easily assign a Task to another User (or Users) by modifying the displayed value in the Assigned To field.

If a new Task is assigned to another User, that Task will appear in that User’s Task List and they will receive a Task Alert on the Start Date of the Task – however that Task will still be visible to all other Users in JAVLN Officetech.

When creating a new Task ensure you complete all relevant fields to ensure the Task contains the correct information and can be easily followed by other Users in your absence.

The fields and functions in a Task are outlined below:

Field/Function	Description
Assigned To	Displays the User responsible for the Task processing/completion
Priority	Defines the urgency of the Task
Created Date	This date reflects the date of creation
Start Date	This date can be left as the current date, or the date when the Task needs to be commenced
End Date	This date reflects the date the Task needs to be completed
Time	This time reflects the time the Task needs to be completed
Ext. Date	This date reflects the current extension date, i.e. the date beyond the end date that has been allowed for completion
Allow Extension	Defines whether an extension date is allowed for the Task
Entity	Reflects the Client or prospect that Task relates to
Category	Reflects the type of Task being worked on, e.g. transaction type
Title	Reflects additional information that can be displayed in the Title column in the Task List
Subject	Reflects the specific product or policy class/number that Task relates to
Status	Reflects the current status of the Task
Notes	This is where compliant notes are made against a Task. Notes entered here are automatically user/date/time stamped and cannot be edited once saved
Notes Formatting	The icons at the top of the Notes field allows for various formatting options for Notes
Add Flag	A flag can be added to a Task Note to direct the User easily to important notes. This is useful when flagging important information inside a Task
Attachments	Displays a list of files that are linked (not attached) to a Task
Audit	This field logs changes made
Remind Me	Allows for the setting of reminders on a Task
Print	Will generate the Print options for the User to print the current Task
Save	Will save your most recent changes and keep the Task open
Save & Close	Will save your most recent changes and close the Task
Cancel	Will cancel your most recent changes and close the Task

Updating Tasks

JAVLN Officetech Tasks can be updated directly through the Task Icon, or whilst saving a file or email to JAVLN Officetech.

Adding Notes

Task Notes can be added by any User to any Task. When adding notes, ensure that your cursor is below the perforated line as text above this line is locked and cannot be edited.

To add a note to an JAVLN Officetech Task:

Locate and Open the Task to be updated
Type your note in the Notes field of the Task
Click Save or Save & Close

JAVLN Officetech will now add your note to the Task, which will be user/date/time stamped and cannot be modified making the note fully compliant.

Adding Note Flags

Task note Flags can be added to a note to make it easy to identify. Once a note Flag has been added it is visible to all Users, by way of a list of flags across the top of the Notes field. The note Flag will also appear in the Flag Column on the Task List.

To add a note flag to a JAVLN Officetech Task:

Locate and Open the Task to be updated
Locate the note to be flagged in the Notes field
Click the Flag icon which will appear when you hover over the note. Once you have selected the flag it will turn green to indicate that the note has been flagged and will append to the note once you have Saved the Task. You will also receive a message that the Flag has been added successfully.
Click Save or Save & Close

The note flag will now be visible to anybody opening the Task. Note flags appear in the order that the flags were placed, not the chronological order of the notes themselves.

To remove a note flag to an JAVLN Officetech Task:

Locate and Open the Task to be updated
Locate the note to be unflagged in the Notes field
Click on the Flag icon which will remove the Flag from the note
Click Save or Save & Close

Adding images to Taks Notes

To add an image to a Task Note, first you must save the image outside of JAVLN Officetech to your windows environment. You can then load then using the Image Icon in the Task and QuickNote functions.

From the Toolbar inside an open Task, select the Image Icon
This will take you to your Explorer Driver to select a saved image

Select the Image and click Open and it will load into your Task.

Updating Attachments

JAVLN Officetech allows you to link files in JAVLN Officetech to Tasks. The file must be saved to JAVLN Officetech in order to be linked to a Task.

Note: adding a file to a Task creates a link to the file, it does not create a separate copy of the file into the Task therefore once a file is linked to a Task it should remain in JAVLN Officetech and not be deleted.

There are several ways to add a file to a Task:

From the Task window – using theicon which will open the Select File Browser window
From the JAVLN Officetech File View – click the Send to Task Icon -
Via the JAVLN Officetech Save Form – Attach to Task checkbox -

Updating Task Status

There are two ways to update the Status of an JAVLN Officetech Task:

Via the Task Function

Locate and Open the Task to be updated
Click the dropdown list of the Status field
Update the Status to the desired value
Click Save or Save & Close

Via the Task List

Locate and highlight the required Task
Click the Set Status icon
Update the Status to the desired value
Click Save and the new status will be reflected in the Task List

Completing Task Steps

JAVLN Officetech Tasks may contain Task Steps which provide guidance on the individual steps that need to be taken when completing a Task. These Steps will appear on the right-hand side of a Task and will be accompanied by a Step Icon and a Tooltip when hovering over the individual Steps.

The Task Steps for a particular category of Task is controlled by your System Administrator.

To complete an JAVLN Officetech Task Step:

Locate and Open the Task to be updated
Click the Task Step Icon that to be completed
Entre any relevant notes in the Notes field
Click Save or Save & Close

Once a Task Step is completed JAVLN Officetech will stamp the Audit field in the Task.

Note: If a Task Step has been set up as mandatory, you must be complete the Task Step for the Task to be saved to the appropriate folder in JAVLN Officetech.

Reassigning Tasks

There are two ways to reassign an JAVLN Officetech Task:

From the Task List

Locate and highlight the Task or Tasks to be reassigned
Click the Reassign icon
Update the name in the Assigned To field
Click Reassign

From the Task function

Click the dropdown list of the Assigned To field
Update the name in the Assigned To field
Click Save or Save & Close

Completing Tasks

Once a Task is completed, the Task needs to be saved into the relevant folder in JAVLN Officetech.

Completed Tasks are a read-only record of the original Task and cannot be modified once saved. They serve as an audit trail of the completed transaction which is viewable to all Users.

To complete a JAVLN Officetech Task:

Locate and Open the Task to be completed
Ensure all Task Steps have been completed
Click the dropdown list of the Status field
Update the Status to Completed
Click Save & Close. A message will prompt you to confirm to proceed.
Click Yes, to proceed. A JAVLN Officetech Save window opens allowing you to save the completed Task to any folder in JAVLN Officetech.