Task types in Sapera are used to define and structure the different categories of tasks your business works with. Each task type determines the requirements that apply to a task of that type – for example whether it must have a status, a priority, an expected time consumption and whether recurrences are allowed.
Examples of task types could be shifts, routine tasks or general calendar tasks. By configuring task types you standardize workflows and ensure that employees fill in the correct information.
Task types are accessed via Financial.
1. Open Financial.
2. Navigate to "Setup" in the menu.
3. Select "Task types" in the submenu.
You are now on the list screen for task types.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The list screen shows an overview of all task types in the system as a grid with the following columns.
Id: The internal, automatically assigned identification number for the task type.
Code: The unique system code (systemName) that uniquely identifies the task type across the system.
Display name: The name shown to users in Sapera.
Archived: A marker (check) that shows whether the task type is archived and thereby deactivated. Archived task types cannot be edited.
Create (plus button): Opens the edit screen for creating a new task type.
Edit (edit button): Opens the edit screen for the selected task type. The button is disabled if no task type is selected, or if the selected task type is archived.
Deactivate (remove button): Archives the selected task type. The button is disabled if no task type is selected, or if the selected task type is already archived. See the section "Deactivating a task type" below for details about error situations.
Help (question mark button): Opens the context help for the list screen.
Double-click on a row: You can double-click on a task type in the list to open the edit screen for that type.
When you create a new task type or edit an existing one, the edit screen is shown. The screen contains a form with fields for the task type as well as three tabs at the bottom for extended settings.
Save and close saves all changes and returns to the list.
Cancel / Close discards changes and returns to the list without saving.
Help (question mark in the toolbar): Opens the context help for the edit screen.
Code (systemName): The unique technical code for the task type. The code must be globally unique in the system – the system validates this, and you will get an error message if the code is already in use. The code field can only be filled in when creating a new task type. When you edit an existing task type, the field is locked and cannot be changed.
Display name (displayName): The name shown to users. This field is required.
Is task status required: A checkbox. If this is enabled, it is mandatory to specify task statuses on the task type, and the "Task statuses" field below becomes required.
Task statuses: A multi-select list of the task statuses (e.g. "Not started", "In progress", "Completed") associated with the task type. This field is required if "Is task status required" is enabled.
Is task priority required: A checkbox. If this is enabled, it is mandatory to specify task priorities on the task type, and the "Task priorities" field below becomes required.
Task priorities: A multi-select list of the priority levels (e.g. Low, Medium, High) available for the task type. This field is required if "Is task priority required" is enabled.
Are recurrences allowed?: A checkbox that determines whether tasks of this type may have recurrence settings.
Is manual editing of task status allowed?: A checkbox that determines whether users may change the task's status manually themselves.
Are dates required?: A checkbox that determines whether it is mandatory to specify a date on tasks of this type.
Color: A color picker that specifies the default color with which tasks of this type are shown in calendar and scheduling views.
Expected time consumption (min): A number field for specifying the expected time consumption in minutes for tasks of this type.
The "Fields" tab at the bottom of the edit screen allows you to associate custom EAV fields with the task type. These fields are shown and can be filled in by the employee when they work with tasks of this type.
The grid in the tab shows two columns: Field (the field's name) and Required (a check marker that shows whether the field is mandatory).
Move up (up arrow): Moves the selected field one position up in the order. The order determines in which order the fields are shown on the task.
Move down (down arrow): Moves the selected field one position down in the order.
Add field (plus button): Opens the Field dialog for adding a new field to the task type.
Edit field (edit button): Opens the Field dialog for the selected field. The button is disabled if no field is selected.
Remove field (remove button): Deletes the selected field from the task type. The button is disabled if no field is selected.
The Field dialog opens when adding or editing a field. It contains the following fields.
Field: A dropdown list of available EAV fields in the system. Select the field you want to associate with the task type. Each field can only be associated once per task type.
Required: A checkbox that determines whether this field must be filled in mandatorily when a user works with a task of this type.
Save or cancel using the corresponding buttons in the dialog.
The "Assigned" tab allows you to set up default assignment rules for the task type. For each assigned type you can specify which permissions are associated with that assignment.
The grid shows two columns: Assigned type and Permissions (a comma-separated list of assigned permissions).
Note: Each assigned type can only appear once in the list. The "Add assignment" button is automatically disabled if all available assigned types are already in use.
Add assignment (plus button): Opens the Assigned dialog for creating a new assignment setting. The button is disabled if all available assigned types are already associated.
Edit assignment (edit button): Opens the Assigned dialog for the selected assignment. The button is disabled if no assignment is selected.
Remove assignment (remove button): Deletes the selected assignment. The button is disabled if no assignment is selected.
The Assigned dialog opens when adding or editing an assignment setting.
Assigned type: A dropdown list of available assigned types. Select the type the assignment should apply to.
Permissions: A multi-select list of the permissions that can be assigned. The available permissions depend on the task type's code. For example, permissions such as "Create shift", "Edit shift" and "Approve application" are shown for shift types, while for general calendar task types permissions such as "Create task", "Edit task" and "Change status" are shown. The exact permissions are thus determined by which system code (the Code field) the task type has.
Save or cancel using the corresponding buttons in the dialog.
The "Participants" tab allows you to set up default participants for the task type. For each participant type you can specify which actor groups are associated by default.
The grid shows two columns: Participant type and Actor groups (a comma-separated list of associated actor groups).
Note: As with assignments, each participant type can only appear once in the list. The "Add participant" button is automatically disabled if all available participant types are already in use.
Add participant (plus button): Opens the Participant dialog for creating a new participant setting. The button is disabled if all available participant types are already associated.
Edit participant (edit button): Opens the Participant dialog for the selected participant. The button is disabled if no participant is selected.
Remove participant (remove button): Deletes the selected participant. The button is disabled if no participant is selected.
The Participant dialog opens when adding or editing a participant setting.
Participant type: A dropdown list of available participant types. Select the type the participant setting should apply to.
Actor groups: A multi-select list of the actor groups that can be associated with the participant type. Actor groups are defined in the actor setup and are used to group employees or other actors.
Save or cancel using the corresponding buttons in the dialog.
You can deactivate (archive) a task type by selecting it in the list and clicking the "Deactivate" button.
When a task type is archived, a check is shown in the "Archived" column in the list. Archived task types cannot be edited, and the "Edit" button is disabled for them.
The deactivation can result in one of the following situations.
If the deactivation succeeds, the list is automatically reloaded with the updated status.
If the task type is already archived, the error message "Task type is already archived" is shown.
If the task type is in use (i.e. there are tasks of this type in the system), the error message "Task type is in use" is shown and the archiving is not carried out.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Task statuses
Learn how to create, edit and delete task statuses in Sapera. The article covers the list view, the System name, Display name, Color and Type fields, rules for system statuses, and the confirmation dialog when deleting a status that is already in use.
Tasks
Complete guide to Tasks in Sapera: creating and editing tasks, the Work log tab, the Attachments tab, recurrence, the Task information side panel, Calendar and integration with sales orders.
