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2.1. New To-Do List Item

To enter a new To-Do item, select the "New To-Do Item" option. The following screen will appear:

To-Do Item

When entering a new To-Do item, you are presented with the following options:

Task Name

Enter a name to describe the Task. Duplicate Task Names are allowed.

Active

Select to indicate the To-Do item is active.

Description

Enter a brief description of the To-Do item.

Priority

Enter a priority from the drop down list to help you prioritize your To-Do items. Priority options include, Very High, High, Normal, Low, Very Low

Owner

By default, a new To-Do item is owned by the user who creates it. Once a To-Do item has been created, it may be reassigned to another user.

Assigned to

To assign a To-Do item to another user, use the lookup feature located to the right of the field.

Due

Specify the date when the To-Do item is due.

Assigned

Specify the date when the To-Do item was assigned—or reassigned.

Started

Specify the date when work on the To-Do item was started.

Completed

Specify the date when work on the To-Do item was completed.

Pending Input

Select to indicate the To-Do item is pending input. To-Do items having this status will display a "P" in the status column when they appear on the To-Do List.

Deferred

Select to indicate the To-Do item is deferred. To-Do items having this status will display a "D" in the status column when they appear on the To-Do List.

Neither

Select to indicate the To-Do item is neither pending input nor deferred. To-Do items having this status will display an "I" in the status column when they appear on the To-Do List.

When creating a recurring event, you are presented with the following options:

Recurring

Check this box if you want the event to repeat itself at regular intervals, using the frequency settings you specify below. Recurring events are generated when you run the recurring items utility, which is described in more detail here: Section 9.2, “Create Recurring Items”.

Every

Enter a number and select a unit of time to describe how frequently you want the event to occur. You can choose any regular schedule, ranging from once every 1 minute to once every 99 years.

From

Enter a date and time at which to start the first event. The default value is the time the screen opened. The "From" option only appears on some screens.

Until

Enter a date and time after which the event should no longer occur.

Create no more than

Enter the maximum number of future copies of this event you want the system to maintain. Whenever the Create Recurring Items screen is run, it will create up to the number you enter here.

Warning

If you delete all copies of a recurring event, the event will stop repeating even if the "Until" date has not yet been reached. xTuple recommends setting this to at least 2 to reduce the likelihood of deleting all copies of the event.

To associate a Contact with a To-Do Item, select the "Contact" tab. The following screen will appear:

To-Do Item Contact
Contact

Enter the name of the Contact—or select a name from the Contacts list. Details for the Contact will be shown after selection.

To enter notes for a To-Do Item, select the "Notes" tab at the bottom of the screen, as shown below:

To-Do Item Notes
Notes

This is a scrolling text field with word-wrapping for entering Notes related to the To-Do item.

To create associations for a To-Do Item to other records, select the "Relationships" tab at the bottom of the screen, as shown below:

To-Do Item Relationships

When defining To-Do Item relationships, you are presented with the following options:

Account

Specify the CRM Account the To-Do item is associated with (if any).

Opportunity

Select an Opportunity (if applicable) to associate with the To-Do Item.

Incident

Select an Incident (if applicable) to associate with the To-Do Item.

To create reminder Alarms for a To-Do Item, select the "Alarms" tab at the bottom of the screen, as shown below:

To-Do Item Alarms

To create a new Alarm, select the NEW button. The following screen will appear:

Create Alarm

When creating a new Alarm you are presented with the following options:

Due

Add the date and time when you want the Alarm to alert specific Users and Contacts.

Event

Select if you would like an event to trigger the Alarm. You may select from an unlimited list of Users to be notified.

Email

Select if you would like an Email notification to be sent as an Alarm. You may select from an unlimited list of Users to be notified.

System Message

Select if you would like a system message to be issued as an Alarm. You may select from an unlimited list of Users to be notified.

The following buttons are available:

USER ACCOUNT

Allows you to choose unlimited number of Users created in the system.

CONTACT

Allows you to choose from unlimited number of contacts created in the system.

SAVE

Creates the Alarm and adds it to the list of Alarms.

CANCEL

Closes the screen without creating an Alarm, returning you to the previous screen.

To add Comments to a To-Do Item, select the "Comments" tab. The following screen will appear:

To-Do Item Comments

When adding or reviewing Comments, you are presented with the following options:

Verbose Text

Select to display all Comments in the list in an expanded view which includes the entire text of each Comment. To edit a Comment, simply select the "Edit" link next to the Comment. That link will not be shown for Changelog Comments, which can't be edited. If the "Verbose Text" option is not selected, the Comment list will display only header level information for each Comment.

Comments

Display lists Comments related to the record.

The following buttons are available:

NEW

Opens screen for creating a new Comment.

VIEW

Highlight a Comment and then select this button to reach a read-only view of the "Edit" screen.

EDIT

Enables you to edit highlighted Comments—as long as the Comments are not "ChangeLog" Comments. ChangeLog Comments are system-generated and may not be edited. The edit screen is the same as that for creating a new Comment—except that when editing, the fields will contain Comment information. Double-clicking on a Comment will also bring you to the editing screen.

To enter a new Comment, select the NEW button. The following screen will appear:

Create New Comment
Comment Type

Select a Comment Type from the drop-down list to classify the Comment. This is a required step. Comment Types may be system-defined (i.e., "ChangeLog" and "General") or user-defined, as described in Section 13.2.2, “Comment Types”. Once you have specified a Comment Type, begin typing your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.

The following buttons are unique to this screen:

MORE

Select to show the complete list (i.e., "thread") of Comments associated with the record. To hide the list, simply select the SHOW MORE button again. The Comment thread will show the most recent Comment first.

To view the documents associated with a To-Do Item, select the "Documents" tab. The following screen will appear:

To-Do Item Documents

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new Image association.

Fixed Asset

Select to create a new Fixed Asset association.

Maintenance Order

Select to create a new Maintenance Order association.

Incident

Select to create a new Incident and associate it.

Project

Select to create a new Project and associate it.

Opportunity

Select to create a new Opportunity and associate it.

To Do

Select to create a new To-Do and associate it.

EDIT

Enables you to edit associated documents. The edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the "Edit" screen

ATTACH

Select to associate already-existing documents. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: Related to, Parent of, Child of, Duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order. When associating Files, you will also be given the option to save the File to the database.

Tip

There is no file size restriction when saving Files to the database. However, excessively large files could cause storage and performance issues.

Document

Use the lookup field to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.

To view Email associated with a To-Do Item, select the "Email" tab. The following screen will appear:

View Associated Emails

When viewing associated Emails, you are presented with the following options:

Email List

Display lists associated Emails.

Email Body

The content of a highlighted Email will be displayed here.

Limit to

Specify the maximum number of associated Emails you want to be displayed in the Email list. If the list is extremely long, you may experience some slowness when opening the screen.

Load All

Select to load all associated Emails into the list.

Search

Enter a string of letters or complete words to search for matches in the list of associated Emails. The search will scan through subject lines, to addresses, and from addresses.

The following buttons are unique to this screen:

NEW

Select to send a new Email, using the default Email program on your computer.

PRINT

Highlight an Email and then select this button to print a copy of the Email.

REPLY

Highlight an Email and then select this button to reply to the Email's sender, using the default Email program on your computer.

REPLY ALL

Highlight an Email and then select this button to reply to everyone associated with the Email, using the default Email program on your computer.

FORWARD

Highlight an Email and then select this button to forward the Email to another person(s), using the default Email program on your computer.

ATTACH

Highlight an Email and then select this button to attach an Email associated with a Contact in your Contact list.

DETACH

Highlight an Email and then select this button to remove the associated Email from the list.