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Updated on 10/8/2019
FarmIQ Help centre Publication
Create and manage tasks
Direct link to topic in this publication:

Create and manage Tasks

Use tasks to plan, record and allocate work on the farm.

Information
  • You can create and manage tasks in the Diary.
  • You can also create tasks from the Task bar, a Hazard, an Incident, an Asset or Farm plans.

Create and manage tasks in the Diary

To create a new task click here
To create a new task
  1. On any Diary screen, click Add then Add task.
  2. Enter the Task title.
  3. If you wish to assign this task to a staff member, select their name from the Assign staff dropdown box.
    • You can assign tasks to farm staff and contractors who have been added to FarmIQ. They do not have to have their own FarmIQ account. See People for more details.
  4. Enter the Start date and End date of the task.
    • If you are adding a repeating task, select the Repeat task checkbox.
      • Select the unit for the task repeating under Repeats and frequency under Repeats every.
      • Select when the task ends: after a specified number of occurrences, after a specified date, or never.
  5. You can add categories, a checklist or notes to the task and you can attach files.
    See the right hand panel of the Create task box.
    To add a task category to a task:
    • Click Add category.

    • Select whether the category relates to Health and safety (H & S), Land, Stock or Other.
    • Select the categories you want to add from the list.
      • To filter the list, enter a keyword in the Filter box.
    • Click Save.


    To link a task to an asset, hazard, emergency equipment or emergency drill:
    • Click Link to.
    • Then to...
      link to: select the... The task will be listed under...
      an Asset, Asset type and Asset. Maintenance tasks in the Asset record
      an Emergency drill, Emergency drill. Scheduled/completed drills in the Emergency drill record
      Emergency equipment, Equipment type and Emergency equipment. Checks in the Emergency equipment record
      a Hazard, Hazard type and Hazard. Action plans in the Hazard record
      • To remove a link, click the dustbin next to it.

    • Click Save.
      • The link can be seen in the Details column in the tasks view of the diary.
      • The task will appear in the action plan of the selected asset, emergency drill, emergency equipment or hazard.


    To add a checklist to a task:
    • Click Checklist.

    • Select whether you want the check list to be Standard or Pass/fail.
      • Items on a Standard list can be marked as complete.
      • Items on a Pass/Fail list are recorded as passing or failing with a tick or a cross. 
        For example, the item: 'Check if there's enough vaccine to vaccinate the 2017 ewe mob.' can be marked as completed with a pass or fail depending on the amount of vaccine.
    • If you want to divide the checklist in to sections, select Labels.

      • Enter the first section heading in the Add label box.
      • Click Add label to add a heading at the begining of each section of the checklist.
    • Enter the title in the Add title text box. 
      • You can add more detail in the Add note text box.
      • To make an item compulsory, click the red asterisk.
      • To add an attachment to an item on the checklist, click the paperclip.
        • select the file From your computer or From your doc/image library
          or 
          drag and drop the file from the file list on your computer to the Drag and drop files here box.
           
      • To delete an item on the checklist, click the dustbin.
    • To add an item to the list, click Add another item.
    • Click Save.


    To attach a file to a task from your computer:
    • Click From computer.

    • Select the file from your computer. Do not try to drag and drop the file.
      The file is shown at the bottom of the Create task box.
      • To delete an attachment, click the dustbin next to the attachment.

      • To view the attachment, click the magnifying glass.

      • To export the attachment, click Export.


    To attach a file to a task from your file library:
    • Click From file library.

    • Select the file from your File library
    • Click Save.
      The file is shown at the bottom of the Create task box. 
      • To delete an attachment, click the dustbin next to the attachment.
      • To view the attachment, click the magnifying glass icon.

      • To export the attachment, click the export icon.


    To add a note to a task:
    • Click Note.

    • Enter a note into the Note box.
      • To remove the note, click the dustbin next to it.


  6. Click Save.
To create a task from a template:
  1. On any Diary view, click Add then Add task from template.
  2. Find the template you want to use and click Select.
    • In the Create task from template window you can Search for template by name, as well as Filter type and Filter category.
  3. You can change the task title.
  4. If you wish to assign a staff member to this task, select their name from the Assign to staff dropdown box.
    • You can assign tasks to staff who have been set up in FarmIQ. They do not have to have their own FarmIQ account. See Add staff.
  5. Enter the Start date and End date of the task.
    • If you are adding a repeating task, check the box next to Repeat task.
      • Select the unit for the task repeating under Repeats and frequency under Repeats every.
      • Select when the task ends either after a specified number of occurrences, a specified date, or never.
  6. You can add items to the task or adjust existing ones.
    To add a task category to a task:
    • Click Add category.

    • Select whether the category relates to Health and safety (H & S), Land, Stock or Other.
    • Select the categories you want to add from the list.
      • To filter the list, enter a keyword in the Filter box.
    • Click Save.


    To link a task to an asset, hazard, emergency equipment or emergency drill:
    • Click Link to.
    • Then to...
      link to: select the... The task will be listed under...
      an Asset, Asset type and Asset. Maintenance tasks in the Asset record
      an Emergency drill, Emergency drill. Scheduled/completed drills in the Emergency drill record
      Emergency equipment, Equipment type and Emergency equipment. Checks in the Emergency equipment record
      a Hazard, Hazard type and Hazard. Action plans in the Hazard record
      • To remove a link, click the dustbin next to it.

    • Click Save.
      • The link can be seen in the Details column in the tasks view of the diary.
      • The task will appear in the action plan of the selected asset, emergency drill, emergency equipment or hazard.


    To add a checklist to a task:
    • Click Checklist.

    • Select whether you want the check list to be Standard or Pass/fail.
      • Items on a Standard list can be marked as complete.
      • Items on a Pass/Fail list are recorded as passing or failing with a tick or a cross. 
        For example, the item: 'Check if there's enough vaccine to vaccinate the 2017 ewe mob.' can be marked as completed with a pass or fail depending on the amount of vaccine.
    • If you want to divide the checklist in to sections, select Labels.

      • Enter the first section heading in the Add label box.
      • Click Add label to add a heading at the begining of each section of the checklist.
    • Enter the title in the Add title text box. 
      • You can add more detail in the Add note text box.
      • To make an item compulsory, click the red asterisk.
      • To add an attachment to an item on the checklist, click the paperclip.
        • select the file From your computer or From your doc/image library
          or 
          drag and drop the file from the file list on your computer to the Drag and drop files here box.
           
      • To delete an item on the checklist, click the dustbin.
    • To add an item to the list, click Add another item.
    • Click Save.


    To attach a file to a task from your computer:
    • Click From computer.

    • Select the file from your computer. Do not try to drag and drop the file.
      The file is shown at the bottom of the Create task box.
      • To delete an attachment, click the dustbin next to the attachment.

      • To view the attachment, click the magnifying glass.

      • To export the attachment, click Export.


    To attach a file to a task from your file library:
    • Click From file library.

    • Select the file from your File library
    • Click Save.
      The file is shown at the bottom of the Create task box. 
      • To delete an attachment, click the dustbin next to the attachment.
      • To view the attachment, click the magnifying glass icon.

      • To export the attachment, click the export icon.


    To add a note to a task:
    • Click Note.

    • Enter a note into the Note box.
      • To remove the note, click the dustbin next to it.


  7. Click Save.
To edit, delete, record event, mark as done or copy a task click here
To edit, delete, record event, mark as done or copy a task:
  1. Find the task on any of the Diary views. 
  2. On the Diary Calendar or List view, click the task to display its details.
    On the Diary Task view, click the options arrow to the right of the task.
  3. To... click then ...
    edit the task details 
    Edit click Save.
    For recurring tasks, see Notes.
    delete the task 
    Delete
    click Yes.
    For recurring tasks, see Notes.
    record the event completed in this task
    Record event or
    the name of the event
    complete the event.
    See Notes, below.
    mark the task as done
    Done
    check the dates
    add any Notes
    click Save.
    copy the task to a new date
    Copy
    enter the new dates
    click Save.
    Information Edit and delete
    • If the task is an occurrence of a repeating task:
      - click All to edit all occurrences or 
      Just this one to edit only the selected occurrence.

    Record the event from the task

    • Not all tasks have an associated event.
    • If you record an event from a task, the event and the task are linked so you can see the task details below the event in the Diary and any updates to the task are shown in the event in the Diary. 


To reopen a completed task click here
To reopen a completed task:
  1. Find the task on any Diary screen. See Find tasks.
  • The default filter for Status is set to not show completed tasks.
  1. On the Calendar or List view, click the task to display its details.
    On the Diary Task view:
  • click the options arrow to the right of the task.
  1. Click Reopen.


To restore a deleted task click here
To restore a deleted task:
  1. Find the task on any Diary view.
  • The default filter for Status is set to not show deleted tasks.
  1. On the Calendar or List view, click the task to display its details.
    On the Diary Task view:
  • click the options arrow to the right of the task.
  • Click Edit
  1. Click Recover task


Find out more