The task feature in Sapera makes it possible to create, manage and distribute work-related tasks across your organization. You get a clear overview of the administration's daily activities — who is working on what, and when the tasks must be completed.
The feature ensures a structured workflow and clear prioritization, so nothing falls through the cracks.
1. Open Financial.
2. Go to Calendar / communication.
3. Click Tasks.
You are now on the Task list, where you see an overview of all tasks.
If you cannot see the menu item, you probably do not have permissions for it. Contact support.
Tip: You can also access tasks directly from a sales order — more on that in the "Interaction with sales orders" section below.
The Task list shows all tasks in a grid with the columns Title, Task type, Task status and Task priority. You can sort on all columns by clicking the column header.
New creates a new task and opens the task editing screen.
Edit opens the selected task in the editing screen, so you can change all details. The button is only active when a task is selected in the list.
Double-clicking a task in the list also opens it in the editing screen.
When you click a task in the list, a side panel titled Task information is shown on the right. The panel gives a quick overview of the selected task without opening the editing screen.
The side panel shows title, schedule, state, assigned employees and participants. Directly from the panel you can add or remove assignees and participants:
Add assignee opens the dialog for adding an assigned employee to the task.
Remove assignee removes a single assigned employee by clicking the × link next to their name.
Add participant opens the dialog for adding a participant to the task.
Remove participant removes a single participant by clicking the × link next to the actor's name.
When you click New or Edit in the Task list, the editing screen opens. The screen contains three tabs: Task, Work log and Attachments. The Work log and Attachments tabs are only available for existing tasks — not when you create a new one.
At the top of the screen you find the buttons Save (apply changes) and Cancel.
Task type is a required field. Select the type of task you want to create. The task type determines which other fields are shown — including whether recurrence, participants and custom fields are visible. Note that Task type cannot be changed after the task has been created and saved the first time.
Title is the name of the task. Use a short and descriptive text, e.g. "Tire change" or "Ready notification for order #312".
Description is a free text description of what specifically needs to be done. The field uses an HTML text editor (TinyMCE), so you can format the text with bold, lists and the like.
From and To specify the date and time for when the task starts and ends.
Is all day is a checkbox. Check this if the task fills an entire working day without a specific start and end time.
Is floating is a checkbox. Check this if the task is not scheduled for a specific time. Floating tasks are shown in the Calendar under the "Not scheduled" column.
Task priority specifies the task's priority. Floating tasks, i.e. tasks on a specific day without a time, are shown in prioritized order in the calendar.
Attached images makes it possible to attach images directly to the task via an image list. You can add new images and delete existing ones.
Dynamic custom fields are shown depending on the selected Task type. These fields are configured under the task type and can vary from type to type.
Task status specifies the state the task is in, e.g. "Not done" or "Done". The status can in some cases be read-only if manual editing of the state is not allowed for the relevant task type. The colors of the statuses can be configured.
Assignee list shows the employees assigned to the task. Each item in the list shows the user name and the assignment type. You can have multiple assignees on one task.
New assignee is a button that opens the dialog for adding an assigned employee.
Remove assignee is a × icon next to each name in the list, which removes the relevant assignment.
Icon makes it possible to select a media image as the icon for the task.
Color makes it possible to select a color for the task. The color is used when the task is shown in the Calendar, so you can quickly distinguish it visually. The color can also be assigned automatically from the task type.
Participants list shows the actors invited as participants on the task. Each item in the list shows the actor's name and the participant type. The Participants field is only shown if it is enabled for the selected task type.
New participant is a button that opens the dialog for adding a participant.
Remove participant is a × icon next to each name in the list, which removes the relevant participant.
When you click New assignee, a dialog with two fields opens:
Assignment type is a drop-down list where you select the type of assignment, e.g. "Primary responsible" or similar types configured in the system.
User is a search field where you look up a user and link them to the task. The system warns if the selected user is already linked with the same assignment type.
When you click New participant, a dialog with two fields opens:
Actor is a search field where you look up an actor (customer, supplier or other contact) and link them as a participant.
Participant type is a drop-down list where you select the type of participation. The system warns if the selected actor is already linked with the same participant type.
If Recurrence is enabled for the selected task type, a section is shown in the task editing where you can configure a recurrence pattern.
Recurrence pattern is a drop-down list with the options: None, Daily, Weekly, Monthly and Yearly.
If you select Daily, you can specify whether the task repeats every day or every Nth day.
If you select Weekly, you specify which week the task should repeat in and on which weekdays.
If you select Monthly, you specify which month the task repeats in, and whether it is on a specific date in the month or e.g. "first Monday".
If you select Yearly, the task repeats once a year according to the corresponding rules.
Recurrence start date is the date from which the recurrence pattern takes effect.
Ends controls when the recurrence stops. You can choose between three options:
Infinitely means the task repeats indefinitely.
Ends on requires you to specify an end date for the recurrence.
Ends after N occurrences requires you to specify how many times the task should repeat before it stops.
The work log is available as a separate tab in the task editing, but only for existing tasks — not during creation. Here employees can register the time they have spent on the task.
The work log list shows the columns Date, User, Time spent (Posted), Description, Time interval and Booked time.
If you do not have permission to see others' registrations, only your own are shown.
New work log (+ icon) opens the dialog for creating a new time registration.
Edit work log (pencil icon) opens the dialog for editing the selected time registration. The button is only active when an entry is selected.
Delete work log (− icon) deletes the selected time registration after confirmation.
Double-clicking a row in the work log list opens the selected entry in the editing dialog.
Date is the date of the time registration.
User is the user the time registration belongs to. The field is read-only if you are editing an existing entry.
Time spent specifies the total time spent on the task in this log item, e.g. 1:30 for one and a half hours.
Description is a free text description of what was done.
Start time is the time of when the work began.
End time is the time of when the work ended. The system automatically calculates Time spent when you specify start and end time.
When a task is marked as completed, the total work log is automatically attached to the sales order the task is linked to.
The Attachments tab is available as a separate tab in the task editing and only for existing tasks. Here you can attach files to the task, e.g. images, PDF files or other documents.
You can also drag files directly onto the list (drag-and-drop).
The attachments list shows the columns Title (as a clickable link to the file) and File name.
Add opens a dialog where you can select the file to be attached to the task.
Delete deletes the selected attachment. The button is only active when an attachment is selected.
Download downloads the selected attachment to your computer. The button is only active when at least one attachment is selected.
Refresh reloads the list of attachments.
The Calendar (Task scheduler) gives a graphical overview of scheduled tasks distributed across employees. You access the Calendar via Calendar / communication in Financial.
The Calendar supports two view modes: day view and week view.
Switch to day/week view is a toggle button that switches between the two view modes.
Navigate forward and Navigate back are arrows that move the view to the next and previous day or week respectively.
Go to now is a button in the title bar that jumps to the current day or week.
Select date is a calendar icon that opens a date picker, so you can jump directly to a specific date.
Refresh reloads all tasks and updates the view.
Settings (gear icon) opens the Calendar settings dialog.
The dialog contains one field:
Day view column width in % specifies how wide each employee column should be in the day view. The default value is 13 percent.
Above the calendar view you find a filter panel with the following options:
Time filter is a drop-down list that lets you limit which time period is shown.
Unresolved is a checkbox. Enable it to only show tasks that have not yet been completed.
Task type is a drop-down list that lets you filter on a specific task type.
Groups is a multi-select list that lets you filter on one or more groups of employees.
Not scheduled is a checkbox. Enable it to show floating tasks without a scheduled time in a separate column.
Not assigned is a checkbox. Enable it to show tasks that are not assigned to any employee.
Right-clicking a task in the Calendar opens a context menu with the following actions:
Change start time opens a dialog where you select a new start time for the task.
Start now schedules the task to start immediately, i.e. from the current time.
Move... activates move mode for the task. You can then click the desired time in the calendar to move the task there.
Make floating removes the scheduled time placement and makes the task floating, so it is shown under "Not scheduled".
Edit opens the task in the editing screen.
Delete deletes the task after confirmation.
Set state '[status name]' is shown as a menu item for each available state that differs from the task's current state. Click a state name to switch the task to the relevant state immediately.
When you click Move... in the context menu, a selection of the task is activated. In the calendar a placeholder with the text Move selected task(s) here is then shown in the free time slots. Click the placeholder to move the task to the relevant time.
The popup shows a time picker field where you can select the new start time for the task in quarter-hour steps. Click OK to save.
One of the strongest features in Sapera is the ability to link tasks directly with your sales. This is especially useful in service and craft businesses, where a task is directly related to a customer's order.
Inside a sales order in Sapera you find a separate task list that shows all tasks linked to the relevant order. The list shows the columns Title, From date, Is floating, State, Assigned and a marker for whether the task is the primary one.
The actions in the sales order task list:
New creates a new task and automatically links it to the current sales order.
Delete deletes the selected task.
Register time opens a dialog where you can log time directly on the selected task. The button is only active when a task is selected.
Refresh reloads the list of tasks on the sales order.
Double-clicking a task in the sales order list opens the task in the editing screen.
You can read more about task statuses and task types:
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Tasks (printout)
Tasks linked to sales orders.
