Tasks are notes that include a follow-up task assigned to a user. Unlike the Notes feature, it is necessary to have the Order Manager's security system enabled to use Tasks. Like notes, however, you can add tasks to the task list, orders, customers, inventory and supplier records.
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Notes & Tasks can be accessed at the following locations:
Main Menu> Check Tasks (button or icon)
Main Menu> View Orders> Notes tab
Main Menu> View Customers> Notes tab
Main Menu> Maintenance Menu> Inventory & Suppliers> Inventory> Descriptions/Notes tab
Main Menu> Maintenance Menu> Inventory & Suppliers> Suppliers> Notes
The image below is an example of a task entered in a customer record. The Sort By: field and the Print button on the Notes tab are introduced in Version 6.
The Task List can be displayed at any time by pressing
Ctrl+Shift+t keys simultaneously, or click the Main Menu>Check Tasks button or icon, depending on your version of the Order Manager. Upon logging into the Order Manager, if tasks are assigned to you that are due on the current day or are over-due, a message box alerting you to that fact will be displayed and the Check Tasks button 
is highlighted OR the icon 
displays a red check mark.
Version 5.9 and above:
Use the check boxes, drop-down lists and radio buttons along the top of the dialog box to filter the list of tasks that are displayed in the lower left-hand pane. When a note or task is selected in the left-hand pane, the fields in the right-hand pane will be populated with the information that is contained in that note or task.
In the middle of the form there is a row of action buttons that can be used to View Outgoing Email associated with the selected note or task, Add or Edit a note or task, as well as Cancel, Reply to, Search for, or Print (version 6) them.
When viewing Notes or Tasks, the "tree" view in the left-hand portion of the screen shows the notes or tasks for the current order, customer, etc.
A single note with no replies will have the icon that looks like a piece of paper with writing on it.
A note that has one or more replies will look like a file folder.
Click the Plus sign next to a folder to "open" the folder (circled in red below) and display the additional notes associated with the current record.
Click the Minus sign next to a folder to "close" the folder and hide the notes within it.
Individual Notes within the list may be color-coded as follows:
Blue or black text on a light blue background: note has a follow-up task due on the current date.
Red text on a light blue background: note has a follow-up task that is over-due.
Pink text on a white background: note was returned as part of the results of using the Search button.
Click the 
button to display the order, customer, product or supplier record with which the selected task is associated. In the figure below, the user clicked Zoom and the customer record associated with the task was opened. The view defaults to the Orders & Transactions tab. Click Close to return to the Task List.
Go to one of the following, depending on your needs:
Main Menu>Check Tasks button or icon.
Main Menu>View Orders >Notes tab
Main Menu>View Customers>Notes tab
Main Menu>Maintenance Menu>Inventory & Suppliers>Inventory>Description/Notes tab
Main Menu>Maintenance Menu>Inventory & Suppliers>Suppliers>Notes tab
Click the Add button. The Add Note dialog box opens:
Note: When you click in a field, explanatory text appears at the bottom of the form. For example, in the figure above, the Priority field was selected and the explanatory text says "What is the priority for the note?" .
The date and time are populated according to the internal clock of your computer.
Because the security system must be enabled to use the Tasks feature, the program knows who the current user is and enters their name into the By field automatically. This drop down list contains the users defined in the security system. It is possible to select another user from the list, but you cannot enter a name that does not appear in the list.
If desired, complete the Event field. An Event describes the reason for the note, e.g. Sales Inquiry or Media Inquiry. You can enter an event that does not appear in the drop down list, however, the use of pre-defined lists is recommended to have consistent data entry. This is important when searching notes or including this field in a query or report. For instructions on how to populate the Notes Events drop down list, click here.
If desired, complete the Priority field, e.g. 1, 2, or 3 or High, Medium or Low. You can enter a priority that does not appear in the drop down list, however, it is recommended that pre-defined lists are used for data consistency. This is important when searching notes or including this field in a query or report. For instructions on how to populate the Notes Priority Codes drop down list, click here.
If desired, complete the Keyword field. Although it would be helpful to use a standard list of keywords, the program does not provide for it in the List Maintenance function, as it does for the Event or Priority fields. Keywords are searchable and can also be included in queries or reports.
Enter the text description of the task in the Enter your note here: box.
Complete the Followup Task field. You can enter a task in the Followup Task field that does not appear in the drop down list, although it is not recommended. For instructions on how to populate the Notes Actions drop down list, click here.
Complete the Assigned To field. The Assigned To drop down list contains the users set up in the security system. You cannot enter a name that does not appear in the list.
Complete the Scheduled For field by entering a date manually, selecting a date by clicking on the 
Calendar button (or press the
Ctrl+D keys simultaneously), or by clicking the buttons labeled Today or Tomorrow.
Click Save.
Tasks can be completed in one of two ways:
Select the Note/Task from the list, click Edit, and enter the Completed date and time fields (time is optional).
Select the Note/Task from the list and click Task Completed.
Select the Note/Task from the list and click Cancel Task.
Click the Save button. The program will add the reply to the Task list, and it will be visible in the folder (tree structure) of the associated Note/Task.
See Also
Updated 3/23/10