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Project Management

Add a task template

Add a task template to a project template to define task details, assignments, budgets, dates, and related links.
Use the
Tasks
 tab in project template setup to add a new task template or update an existing one.
note
Some items in the dropdown lists come from entries defined in setup, such as tracking descriptions. If you have the required security permissions, you can right-click in those lists to add, edit, or delete items.
  1. Open the Project Template setup screen by choosing
    Setup
    ,
    Templates
    , then
    Projects
    .
  2. In the
    Project Templates
     screen, select
    Add
     to create a project template or
    Edit
     to update an existing project template.
  3. Select the
    Tasks
     tab, and then select
    Add
    .
  4. Enter the task identification information.
    In the
    Order
     field, accept the default order number or enter a different number.
    The first task defaults to order number 1, and each additional task is assigned the next available number.
    You can use duplicate order numbers for concurrent tasks. When the preceding task is completed, notifications can be sent for all concurrent tasks if notifications are set up at the firm level. All concurrent tasks must be completed before a notification is sent for the next task.
    In the
    Activity
     field, select the activity for the task.
  5. Enter the task information.
    In the
    Tracking description
     field, select a tracking description. If you have the security permissions, you can right-click to add or edit a tracking description.
  6. Enter the budget information in the
    Hours
     field, the
    Amount
     field, or both.
    You can use the calculator available from the down-arrow button to enter values.
    To calculate the amount automatically from the assigned staff member's rate, select
    Calculate amount automatically
    .
  7. Enter the target dates for the task.
    For the
    Start
     date, enter the number of months, days, or both, and then select
    Before due date
     or
    After received date
    .
    For the
    Complete
     date, enter the number of months, days, or both, and then select
    Before due date
     or
    After received date
    .
  8. Assign the task.
    To assign the task to a specific staff member, select the ellipsis button next to the
    Staff
     field.
    To assign the task dynamically by role, select the down-arrow button and select a role such as the client's partner or the engagement's biller.
    If you are licensed for Staff Management, you can also assign staff based on qualifications by using the ellipsis button next to
    Staff qualifications
    .
    If you are licensed for Staff Management, you can assign the task to a work queue so that it appears in the Work Queue portlet for qualified staff members.
  9. Specify solution information, if needed.
    In the
    Select solution
     field, select the application or solution needed to complete the task.
    If the client exists in the selected solution, the client opens automatically when the solution is launched from the project or task.
    If you specify a file path for Microsoft Word or Microsoft Excel, the document opens automatically.
    If the
    Start Timer for Projects
     option is selected in user preferences, a timer starts automatically when you open the solution. When you close the client, document, or application, the timer stops. Then post the recorded time to
    Time & Expense Entry
    .
    In the
    Solution path
     or
    File path
     field, select the ellipsis button to go to the solution shortcut or file.
    If you select UltraTax CS as the solution, use the
    Completion event
     field to select the status event that marks the task as complete. When that event is logged and the client is closed in UltraTax CS, the timer stops, if running, and the task tracking status is updated to Completed.
  10. Enter any optional notes in the
    Notes
     field.
  11. Optional: Select the
    Links
     tab to add links to files, websites, or external documents.
    Links that you add to a task template are added by default to new tasks that are generated from that template.
  12. Optional: Select the
    Custom Fields
     tab to enter additional task template information.
    Custom fields can include checkboxes, dates, lists, numeric fields, staff lists, and text-entry fields.
    Date custom fields include a calendar, and numeric custom fields include a calculator.
    You can create custom fields in setup for offices, staff, activities, clients, engagements, projects, tasks, and time & expense entry.
  13. Select
    OK
     to save the task.
The task template is added to the project template and is available for use when projects are created from that template.

This article applies to:

  • Product: Practice CS