A task can be created automatically when an offer is marked as won. The task settings determine what work the task covers, who is responsible for it and whether it is created in planning or as an open task. Saving the settings does not yet create a task.
Prerequisites and the shared creation setting
Configure the settings in the browser. The offer feature must be enabled in your organisation, and you need permission to edit the offer. Viewing and handling the resulting task require separate task permissions.
An administrator can open Settings → Offer settings, select the Task Creation on Won Offers row and enable Always create tasks for won offers. Save the shared setting with the window's Save button.
The shared setting takes precedence over the offer-specific selection: winning requires task creation and a saved task name and priority. When the shared setting is shown on the offer form, the creation option is selected and locked. If necessary, check the shared setting with an administrator; being able to edit the selection on the offer form does not by itself guarantee that task creation can be skipped.
Open the offer's task settings
Open Customers → Offers and the offer you want. On the Offer Details tab, open the Task Settings section. Select Create task when offer is won and click Configure Task Settings. If the settings have already been configured, the button is labelled Edit Task Settings.
When the shared setting does not require task creation, you can leave the creation option unselected, in which case winning will not create an automatic task. If you clear a previously selected creation option and save the offer, the offer's saved task settings are cleared.
Define the work and schedule
Task name and Priority are required. The first time you open the settings, the name and description are prefilled from the offer's title and description, the priority is Medium priority and Billable is selected. Enter the instructions needed to perform the work in the description and check whether the task should be billable.
- Select spot: select the device or other Spot that the task concerns. The offer's customer does not replace this target selection.
- Choose a due date: specify when the work must be finished. This is the task's due date, not the offer's validity or delivery date.
- Task form: select the form to complete during the work, if the work requires one.
- Work order: select the work order to which the resulting task belongs.
- Category Tags: select the categories that describe the work.
At the bottom of the settings, open Choose a responsible party. The responsibility selection tabs Attach for users, Attach for the users of role and Attach for role let you select individual users, the users of a role or the role itself. Selecting a role's users follows the role's membership: membership changes update responsibilities in the background while the offer is in the Opportunity, In Progress or Offer Sent status. Check the responsibilities again before winning.
How a task template affects the task
A Task template brings together default information for the work; a Task form defines the information to be filled in. Selecting a template fills in the task name, description, form, work order, estimated working time, billable setting and categories. Select the template before finalising your own text, because changing the template replaces these details on the form.
You can still edit the name, description and categories. The form, work order and billable setting are locked when a template is used. The estimated working time fields are locked if the template specifies a duration. Removing the template selection unlocks the fields for editing; check the remaining values at that point.
The template also affects the resulting task. The template's work order and specified estimated working time take precedence, and the billable setting comes from the template. The task also inherits the template's recurrence, review requirement, requirements for working hour and machine hour entries, and estimated cost. The template's products and any maintenance routes are inherited by the task. If the task has no categories left, the template's categories are inherited after creation.
Check that the template suits the entire job, not just that its name looks right. See also creating and editing a task template.
Estimated working time and automatic resourcing
Estimated working time is the planned duration of the work. Enter it in whole hours and minutes; for example, 1 hour 30 minutes is saved as 90 minutes. It does not create actual working hour entries or determine the length of calendar resourcing for this automatic creation.
Resourcing is created for individual users assigned responsibility based on the service's shared defaults. An administrator can find these under Settings → Task settings → Default resourcing values. The resourcing date is the due date minus the value of Advance (days before due date). The start is determined by the Start time setting, and the end is calculated by adding the configured duration. If there is no due date, the creation date is used as the starting date.
The defaults are one hour of resourcing starting at 08:00 on the due date, with an advance of zero days. With these values, two people selected as responsible parties each receive the time slot 08:00–09:00: the total resourcing is 120 person-minutes, even if the task's estimated working time is 90 minutes. Responsibility assigned to a role itself does not receive this individual default resourcing.
Save the settings and the offer separately
- Select Save Settings in the task settings window. This accepts the details into the open offer form; the notification that the settings have been saved does not yet mean that the offer has been saved to the service.
- Save an existing offer's details with the Save Details button on the Offer Details tab. For a new offer, use the Save offer button.
- Reopen the offer and check the saved task settings before winning.
Win the offer and check the task
Change the offer's Status to Won in the Offer Details section and save the change. In the window that opens, fill in Reason for winning and confirm. An offer can be won from the In Progress or Offer Sent status; it cannot move directly from Opportunity to Won.
If the target, responsibilities or due date are missing, the task is created in planning. When all three are defined, the task is created as open if the due date is today or later, and as late if the due date is before today. A task in planning needs the missing details before it can be moved to open; see creating a task and a draft.
The task is automatically linked to the offer. The offer's product rows, prices or attachments are not copied to the task during this creation. Products inherited from a task template are a separate matter.
Open the saved offer and, in the Linked tasks list in the Offer Details section, select the link showing the task's number and name. Check the task's target, status, description, responsibilities, due date, form, work order, billable setting and resourcing. The list shows only tasks you have permission to view: a missing link alone does not prove that no task was created.
On Android and iOS, the resulting task is handled in the app's Tasks view according to its status and your permissions. For instructions on performing the work, see completing a task in the mobile app.
Errors and later changes
If task creation fails when winning the offer, marking the offer as won is also rolled back. Previously saved task settings may still be stored. Read the error message, reopen the offer and check both its status and task settings before trying again. Do not create a new offer or task just to cover up the failed status change.
A won offer's task settings are locked on the offer form. Edit the resulting work through the task according to your permissions. The automatic offer link cannot be changed or removed from the task. Another task manually linked to the offer does not replace the automatic task; if the automatic task already exists, a new one is not created when the offer is marked as won again.
Cancelling the offer preserves the tasks, their statuses, entries and offer links. If the work needs to be stopped, handle the task separately. Cancelling, deleting and winning again are different actions; their effects are described in more detail in offer statuses and copying.