Tasks

A task can be generated in three different ways in Sage X3:

• Manually, directly from this function (menu File/New).
• Automatically, when assigning a service request to a commercial service.
• Automatically, during the synchronization of an Outlook task if the latter is active in the folder (see the help on the CRMSYNC - Synchronization management and CRMSYNCTSK - Tasks synchro management parameters) and provided that the synchronization parameters of the current user allow it.

The header screen is then used to identify a X3 task:

• by assigning it a sequence number. It is a unique key, that can be incremented automatically from the ACT sequence number counter or manually entered if the manual assignment of the ACT sequence counter number is authorized.
• By specifying a sales site by default. Generally, the value of this field depends on the profile function of the current operator but can in fine depend on automatic assignment rules of the representatives and sites (parameters of the CRM chapter, REP group: CRMDEFREP - connected/default Representative, CRMREPSIT - Representative site recovery, and CRMREPTSK - connected rep priority task). In all cases, a site must necessarily be entered.
• By associating a BP code (Referenced BP in the BPARTNERledger) and potentially, a contact sequence number. It can be either an automatic (the BP contact by default is preloaded but remains modifiable) or a manual association. Since the BP code is not mandatory, a Sage X3 task can be entered as from an independent contact. Several possibilities are then suggested using the tunnels accessible from the "Contact" field. They can first select a contact that already exists in the database. A selection window opens and lists all the already referenced contacts. The user can also access directly the contacts management function Contacts.
  Likewise, concerning the Outlook contacts management, known as "contact" in X3, it is also possible to select a contact already existing in the database. A selection window opens, that lists all the already referenced contacts. Finally the user can carry out a search of contacts from the identification menu.
• By associating it to a project. Various selection tools of a project are available from this field: The first contextual menu is used to display the list of projects managed for the BP, or the contact person if no BP is specified. The second contextual menu "Project" allows the direct access to the object Project from which a choice can be made. The third contextual menu is used to select a project from the complete list of all the projects entered in the application.
• By assigning it a status. A task considered as closed can manually be ticked as "done". The status of a default task depends on the value of the general parameter DONDEFTSK - Task performed by default (CRM chapter, DEF group), but remains modifiable.

The Task tab is used to enter more detailed information on the current task, as well as its sequence (task triggering event, description of stages...). Temporal information can be added (start date, due date, delay)

From this screen, it is possible to enter a task successive and detailed description.

In the same way, the origin of a task is expected to change in time. To do so, it is possible to unlock by right-clicking on the Link field (triggering event), then by selecting an event type and a specific record.

Notes on a task's origin:

This link field of the section "Origin" displays the action at the origin of the task creation. The origin of a task can be a service request (assignment of the service request to a commercial department), a marketing campaign, especially a marketing operation (mailing, call campaign, trade shows or media campaign), an Outlook task synchronization. The origin of a task can also be manual (direct creation from the Task object).

Irrespective of the task' origin, it is still possible to unlock a posteriori the field from the contextual menu available by a right-click. Once the field can be accessed in entry, the user can modify the origin (values selection from a check list). For instance, attaching a project to a marketing campaign is used to feed the return statistics.

Every task created in Outlook, then generated in Sage X3 following the launch of the synchronization processing, implies that the origin will take the value "synchronization". This is true on the condition that the synchronization parameters allow it (parameters CRMSYNC -Synchronization Management, CRMSYNCTSK - tasks synchro management, and Synchronization function).