Tasks

Overview

The Task Creation and Assignment feature in DotlyMaps allows users to create tasks, provide relevant task details, assign them to team members, and set important task attributes such as due date, priority, related module, location, and notes.

DotlyMaps also provides Task Templates for creating reusable task structures. Templates can include a template name, category, description, estimated duration, and default priority.

Why it matters

Task creation and assignment helps teams organize work and clearly define ownership.

• Ensures tasks are assigned to the appropriate team members.
• Provides clear descriptions and deadlines for assigned work.
• Helps prioritize tasks based on urgency or importance.
• Supports consistent task creation through reusable templates.

When to use

Use Task Creation and Assignment when you need to:

• Create a new task for a team member.
• Provide instructions or context for a task.
• Set a due date and priority.
• Associate a task with a specific module or location.
• Create a reusable task template for recurring work.

Prerequisites

Before creating or assigning a task:

• Ensure the required task information is available, including the task name and due date.
• Have the appropriate team member available for assignment.
• Identify the required priority and, where applicable, the related module and location.
• For a task template, have a template name, category, and estimated duration ready.

Step-by-step guide

Creating and assigning a task

1. Open Workflow & Operations and navigate to Task Assignment.
2. Select the option to create a new task assignment to open the task creation panel.
3. Enter the Task Name to identify the work that needs to be completed.
4. Add a Task Description to provide instructions or additional context for the assigned work.
5. Use Assign To to select the team member or team members responsible for the task.
6. Set the Due Date for when the task should be completed.
7. Select the appropriate Priority for the task.
8. Select a Related Module when the task needs to be associated with a specific module.
9. Enable the Location option when a location is relevant to the task, then enter the location.
10. Add Notes when additional information is required.
11. Select Assign Task to create and assign the task.

Creating a reusable task template

1. Open Workflow & Operations and select Task Templates.
2. Select the option to create a task template.
3. Enter a Template Name to identify the reusable template.
4. Select the appropriate Category.
5. Add a Description explaining what the template is used for.
6. Enter the Estimated Duration for tasks created from the template.
7. Select the Default Priority for tasks using the template.
8. Select Create Template to save the reusable task template.

Example

A manager creates a task named “Prepare Customer Site Visit”, adds instructions in the description, assigns it to a team member, sets a due date, selects Medium Priority, and adds the relevant location.

Best practices

• Use clear, specific task names so assignments are easy to identify.
• Add enough description to explain what the assignee needs to complete.
• Set realistic due dates and appropriate priorities.
• Use templates for recurring tasks that follow the same structure.

Troubleshooting

• Create/Assign button is unavailable: Complete the required fields before submitting the task or template.
• No team member is selected: Use the Assign To field to select the responsible team member.
• Task cannot be submitted without a due date: Enter a valid due date in the required Due Date field.
• Template cannot be created: Verify that the required template name, category, and estimated duration have been provided.

FAQ

Q: What information is required to create a task?

A task requires a Task Name and Due Date. Other fields can be used to provide additional task details.

Q: Can a task be assigned to team members?

Yes. The Assign To field allows the task to be assigned to team members.

Q: Can I set a priority for a task?

Yes. A priority can be selected when creating a task.

Q: What is a Task Template?

A Task Template is a reusable task structure containing details such as a name, category, description, estimated duration, and default priority.

Q: Can I specify a task location?

Yes. The Location option can be enabled and a location can then be entered for the task.