Creating a Task

Overview

Tasks can be created from almost anywhere within JGID.

You can create standalone Tasks directly from a Task Board, or create Tasks while working on an Opportunity, Quote, Job or Invoice.

This flexibility allows you to keep all the work associated with a project together, while also managing general business tasks that aren't linked to a specific customer or project.

Creating a Standalone Task

If you're working directly from a Task Board, simply create a new Task and enter the information required.

Standalone Tasks are ideal for general business activities such as:

Office administration.
Internal projects.
Team meetings.
Staff reminders.
Warehouse activities.
System improvements.

If required, you can later link the Task to a business record by selecting a Context.

Creating a Task from a Business Record

Tasks can also be created directly from an:

Enquiry
Opportunity
Quote
Job
Invoice

When created this way, the Task automatically knows which record it belongs to.

This is known as the Task's Context.

Because the Context is already set, anyone viewing the Task can quickly navigate back to the associated record without needing to search for it.

This is particularly useful for activities such as:

Following up a Quote.
Ordering materials for a Job.
Contacting a customer.
Chasing payment of an Invoice.

Choosing a Board and List

Every Task belongs to a Board and a List.

When creating a Task, simply choose where it should be managed.

If the Task is created from within a Job, Quote or Invoice, it will automatically default to:

The Main Board.
The first List on that Board.

You can change both the Board and the List before saving the Task if a different workflow is more appropriate.

Assigning Users

Tasks can be assigned to one or more users.

Assigning multiple users allows everyone involved to stay informed as the Task progresses.

For example, users receive notifications when:

The Task is updated.
The Task moves to another List.
The Task is completed.

Note: You can only assign users who have access to the selected Board.

If you change the Board, the list of available users will automatically update to reflect who has access to that Board.

Adding More Information

In addition to a title, Tasks can include:

A detailed description.
Due dates.
Due times.
Reminder notifications.
Tags.
Starred (priority) status.

This makes it easy to organise work and ensure important Tasks aren't overlooked.

Files and Documents

Tasks themselves do not store file attachments.

If documents need to be associated with the work, they should be uploaded to the related Opportunity, Quote, Job or Invoice using Notes or Field Notes.

This keeps project documentation together with the business record rather than the Task itself.

Why Managers Love Tasks

Creating Tasks directly from business records keeps operational work connected to the project it relates to.

Rather than maintaining separate to-do lists, your team can see exactly what needs to happen next while still being able to jump straight back into the relevant Opportunity, Quote, Job or Invoice.

Best Practice

Create Tasks from the relevant business record whenever possible.
Use standalone Tasks for general business activities.
Choose the Board that best matches the workflow.
Assign everyone who should stay informed.
Use due dates and reminders for time-sensitive work.
Store project files with the related business record rather than the Task.

Understanding Tasks
Understanding Task Boards
Understanding Task Lists
Understanding the Filter View
Understanding Notes & Field Notes