Tasks

Task User Preferences allow an individual User to set how they wish certain aspects of Tasks within MRI Evolution to behave.

The Task User Preferences are maintained here.

Settings > User Preferences > Tasks

Duplicate Query Tab

MRI Evolution can check if a similar Task has already been raised on the Advanced Helpdesk by using the Duplicate Query User Preference.

Settings > User Preferences > Tasks - Duplicate Query Tab

ClosedClick to view - Duplicate Query Tab Fields and Descriptions

User Defined Tab

The User Defined Box in the Advanced Helpdesk can be used for many purposes but typical uses are to:

  • display a map showing the position of the Building where the Task is taking place

  • prompt Users with consistent Text e.g. steps for completing a call or a reminder to give out the Task ID before hanging up

Settings > User Preferences > Tasks - User Defined Tab

User Defined Tab Fields and Descriptions

Field Name Description
User Defined Text Window  
Show Building Map (radio button)

Available from 5.9.0.0

Selecting this option will display in the Advanced Helpdesk, User Defined Box, a Map showing the position of the Building where the Task is taking place.

The Building must have Latitude and Longitude co-ordinates in order to be displayed in the Map.
Text \ HTML (radio button)

Available from 5.9.0.0

Selecting this option will display the User Defined Text or HTML entered in the box below, in the Advanced Helpdesk, User Defined Box.

User Defined Text

Available from 5.9.0.0

Free text field - any Text or HTML entered here will be viewable in the User Defined Box of the Advanced Helpdesk, if the Text \ HTML radio button above is selected.

It is possible to include data in fields from other entities linked to the Task, such as Building and Contract, in the text or html - See Help With Database Field Names below.
Entry Mode Toggle

Available from 5.9.0.0

The field can be toggled between entering plain text that can be formatted using the toolbar buttons or entering/editing HTML, via the buttons located below the User Defined Text field. The toolbar buttons are disabled when in HTML mode.


Help With Database Field Names

The User Defined Text window can also display information taken from the current Task and its associated entities. For example, the window can display information taken from the Building, Contract or Asset associated with the Task. You can mix and match text values with ‘database field’ values.

To set up your user defined text window to display ‘database field’ values you will need to use specific notation to identify the Entity and Field you want to display. To include a field from the database you just need to specify the correct database field name surrounded by square brackets []. If you just want to display a value that’s stored in the Tasks table then you only need to use the field name on it’s own. For example, to show the Task Seq of the current Task you would use the text [TA_SEQ].

As Evolution is a relational database it’s common that a lot of the information you see on a single page is actually a combination of data pulled from lots of different linked database tables. Almost all fields from tables linked to the current Task can also be included in the User Defined Text Window. To include a field from an entity/table linked to the current Task you just need to specify the correct database field name preceded by the correct entity name and a full stop, e.g. [Building.BG_SITE].



The list of database fields that you can display is quite large and will grow as more fields are added to the database but here are some examples of common useful ‘database field' values and the correct notation to use:

Entity Table Notation Examples
Field Notation Example Result
Task   Task Seq [TA_SEQ] 12726
Task Type [TA_TASK_DESC] BREAKDOWN
Sub Class [TA_SUB_CLASS] Service Charge
Building Building Building Address [Building.BG_ADDRESS] CAFM House, 126 FM Street, Essex
Post Code [Building.BG_POSTCODE] FM22 MRI
General Details [Building.BG__GENERAL] General notes about the building
Occupancy Type [Building.BG_OCCUPANCY_TYPE] Office Space - Occupied
User Defined 1 [Building.BG_USER_DEF1] One of 5 spare fields for user defined text
Local Authority [Building.BG_LOCAL_AUTHORITY] Basildon
Fire Authority [Building.BG_FIRE_AUTHORITY] Basildon
Police Authority [Building.BG_POLICE_AUTHORITY] Basildon
Water Authority [Building.BG_WATER_AUTHORITY] Essex Water
Site Building.Site Site Code [Building.Site.BGP_CODE] FM
Site [Building.Site.BGP_NAME] FM Office Space
Address [Building.Site.BGP_ADDRESS] 126 FM Street, Essex
Contact [Building.Site.BGP_CNT_NAME] MRI
Telephone [Building.Site.BGP_CNT_TEL] 01708 251900
Country [Building.Site.CountryLibraryId] United Kingdom
Post Code [Building.Site.Postcode] FM22 MRI
Location Location Net Usable Space [Location.LO_NET_SPACE] 25000
Notes [Location.LO_NOTES] General notes about the location
Condition [Location.LO_CONDITION] 5
Location Url [Location.LocationUrl] http://madeupurl/35735382.png
Contract Contract Contract Title [Contract.CTR_REFERENCE] Total FM Hard Services
Contract Reference [Contract.CTR_CON_REF] TFM-A1
Supervisors [Contract.CTR_SUPERVISORS] Christine Kenny
Start Date [Contract.CTR_START_DATE] 01/01/2020 00:00
End Date [Contract.CTR_END_DATE] 01/01/2026 00:00
Notes [Contract.CTR_NOTES] General notes about the contract
Supplier Contract.Supplier Supplier Name [Contract.Supplier.SUP_NAME] Total FM
Supplier Code [Contract.Supplier.SUP_CODE] TFM
Correspondence Contact [Contract.Supplier.SUP_CONTACT_1] Paul Jones
Contact Telephone [Contract.Supplier.SUP_TELEPHONE] 01633 001010
Web Address [Contract.Supplier.SUP_WEB_ADDRESS] TFMSolutionsGlobal.co.ac
Asset Asset Asset Code [Asset.AR_CODE] FM/AHU:823663
Asset Description [Asset.AR_DESCRIPTION] Air Handling Unit
Manufacturer [Asset.AR_MANU] Daikin
Asset Comments [Asset.AR_COMMENTS] General notes about the Asset
Asset Tag [Asset.AR_TAG] AHU
Model [Asset.AR_MODEL_TYPE] Excell 3928
Serial Number [Asset.AR_SERIAL_NUMBER] 9839797-923883-9982
Breakdown Details F_BD_DETAILS Req. ID [F_BD_DETAILS.BDET_CALL_ID] Q12141
Caller Source [F_BD_DETAILS.BDET_CALLER_SOURCE] Telephone Call
Email Address [F_BD_DETAILS.BDET_EMAIL] sally.fielding@address.no
Reporter [F_BD_DETAILS.BDET_KEY_PERS] Sally Fielding
Telephone [F_BD_DETAILS.BDET_PHONE] 0121 029 8000
PPM Details F_PPM_DETAILS PPM Seq [F_PPM_DETAILS.PDET_FKEY_PPM_SEQ] 2928
Period [F_PPM_DETAILS.PDET_PERIOD] 2022-10

Events Tab

Checking the boxes on the Events Tab will cause MRI Evolution to auto-insert an Event when the checked action occurs.

Settings > User Preferences > Tasks - Events Tab

ClosedClick to view - Events Tab Fields and Descriptions

Field Name Description
Insert of Task on the Helpdesk Check the box for MRI Evolution to auto-insert an Event when a Task is logged, the associated text box will form the body message of the Event.
Insert of Time Record Check the box for MRI Evolution to auto-insert an Event when a Time Record is added to a Task, the associated text box will form the body message of the Event.
Change the Task to COMPLETE Check the box for MRI Evolution to auto-insert an Event when a Task is moved to Complete, the associated text box will form the body message of the Event.
Change Task to HISTORY Check the box for MRI Evolution to auto-insert an Event when a Task is moved to History, the associated text box will form the body message of the Event.
Task Printed Check the box for MRI Evolution to auto-insert an Event when a Task is printed, the associated text box will form the body message of the Event.
Task Accepted

Available from 5.5.0.0

Check the box for MRI Evolution to auto-insert an Event when a Task is accepted, the associated text box will form the body message of the Event.

Task Rejected

Available from 5.5.0.0

Check the box for MRI Evolution to auto-insert an Event when a Task is rejected, the associated text box will form the body message of the Event.

Task Settings Tab

The Task Settings options define how Tasks will behave.

The Helpdesk Settings check-box defines which version of the Helpdesk will be used to display a Task when it is opened from the Tasks grid.

Note: Task Colouration options moved to a separate tab in version 5.0.0

Settings > User Preferences > Tasks - Task Settings Tab

ClosedClick to view - Task Settings Tab Fields and Descriptions

Note: In Version 5 the Task colouration rules were moved to their own tab: Task Colours

Location Exclusion

Locations with certain statuses can be blocked by a User from appearing on the Advanced Helpdesk using Location Exclusion.

Settings > User Preferences > Tasks - Location Exclusion Tab

ClosedClick to view - Location Exclusion Tab Fields and Descriptions

Time Records

When entering Task times into Time Records, some of the information can be completed automatically using the calculations defined in the Time Records tab of the User Preferences.

ClosedClick to view - Time Records Tab Fields and Descriptions

Task Colours

Tasks in the Task grid can be coloured according to how close they are to the most predominate SLA for the User

Note: In version 5 the Task colouration rules were moved from Task Settings to a separate tab

Task Grid Auto-Refresh Settings
Auto-refresh interval (seconds) Enter a time in seconds for the Task Grid to auto-refresh - MRI Evolution will round the time up to the nearest 10 seconds
Task Grid SLA Status Preferences
Primary SLA Status Indicator

Available from 6.2.0.0

Choose whether SLA Status is indicated using an Icon in the left hand side of the Tasks grid or whether the colour is applied to the background of each row:

  • Display as colour icon in left hand column

  • Colour Whole Row

Primary SLA Status Target Date

 

Available from 6.2.0.0

Select the date that will be used to determine the time difference between now and the SLA target. This can be fixed as one of the 6 SLA target dates or you can use the Next Available SLA option to make the system determine SLA status using the next SLA target that applies to the task, taking task activity into account:

  • Due Date

  • Target Respond Date

  • Target Attend Date

  • Target Contain Date

  • Target Fix Date

  • Target User Defined Date

  • Next Applicable SLA
Due Date (TA_EST_DATE)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Respond Date SLA (TaskPerfSLARespondDate)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Attend Date SLA (TaskPerfSLAAttendDate)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Contain Date SLA (TaskPerfSLAContainDate)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Fix Date SLA (TaskPerfSLAFixDate)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
User Defined Date SLA (TaskPerfSLAUserDefinedDate)

Available from 6.2.0.0

Select what is to be displayed in the grid column from the following options:

  • Date Time Only

  • Date Time and Status Indicator

  • Status Indicator Only
Task SLA Status Colouration
Time Left

Enter hours and minutes in the red, yellow, green and blue fields to enable MRI Evolution to colour Tasks according to the time left before breach of SLA:

  • HH:MM (red)

  • HH:MM (yellow)

  • HH:MM (green)

  • HH:MM (blue)

Tab Order

Some users prefer to use the tab key to move around the screen, MRI Evolution allows the User the ability to dictate the Tab order of the Advanced Helpdesk.

Settings > User Preferences > Tasks - Tab Order Tab

Use the Move Up and Move Down icons to set the Tab order.

Complete the fields and click Save and Close .