Tasks in the Diary

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

This topic covers information about tasks:

• Types of task
• Task status
• Task categories
• Link tasks to an asset, emergency drill, emergency equipment or hazard 
• Task checklists
• Task templates

and how to:  

• Create and manage tasks in the Diary.

You can also create tasks from the Task bar or Farm plans.

Every task can be assigned a Task category. Some categories let you record related events directly from the task. 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. Tasks can be set up to link to assets, emergency drills, emergency equipment and hazards in the System.  These tasks can be edited and updated in the place it is linked to or the Diary and the change will be reflected in the other. These links can be seen in the Details column on the Tasks view of the Diary. By default, only incomplete and overdue tasks are shown in the Diary. You can change this using the filter. You can also set the diary to only show multiday tasks on the last day in the Diary settings.

Types of task

In FarmIQ you can set up:

• one off tasks
• or tasks that:
  • run over several days
  • repeat regularly for a specified time or indefinitely.
    

Task status

Every task is automatically assigned a status:

• Future tasks are Incomplete. They have a blue symbol in the Diary.
• If the due date has passed the task becomes Overdue and the name and date are orange in the Diary.
• When a task is marked Done the status becomes Completed and the name is green and crossed out in the Diary. Completed tasks are hidden by default but you can set the Diary filter to show them.  
• When a task is Deleted the name is grey and crossed out in the diary. Deleted tasks are hidden by default but you can set the Diary filter to show them.
  
  
• Recurring tasks have their own icon.

Task categories

When you create a task, you can add a task category to it.

FarmIQ uses task categories to help you set up tasks by allowing you to record relevant information for the task and, in some cases, record the activity directly from the task. Task categories also help you to find tasks in the diary. 

For example, if you are creating a task to draft stock, you can add the Draft stock category to the task. 
This allows you to record the stock traits and mob of the animals you want drafted in the task and creates a link from the task in the Diary to the draft stock activity in the System so that you can record the event.

The System has a list of default task categories and you can add your own. 

You can add task categories at:

• Farm level. These are only available on that farm. See Manage task categories at Farm level.
• Organisation level. These can be used on all farms in the organisation. See Manage task categories at Organisation level. 

You can hide task categories that you don't want used and edit and delete task categories that you have added. 

Manage task categories at Farm level

To create a task category at Farm level click here

To create a task category at Farm level:

1. On the navigation bar, click Office > Admin > Task categories.
   
2. Click Add.
   
   
3. Enter a task Name.
4. You can select the Task type.

• This will determine the types of information that can be included in a task with this task category.

5. You can select an event that this task category will link to. This allows the user to go directly from the task to record the activity.

• Select the event from the Links to dropdown box.

6. Click Save.
   

• The Task category is saved on the Task categories list and can be used on the farm on which it was created.

To hide a task category at Farm level click here

To hide a task category at Farm level:

1. On the navigation bar,  click Office > Admin > Task categories.
2. Click the expansion arrow next to the category you want to hide.
    
3. Click Hide. 
   
4. A warning may appear. If you are sure you want to hide the category, click Yes.

To show a hidden task category at Farm level click here

To show a hidden task category at Farm level:

1. On the navigation bar,  click Office > Admin > Task categories.
2. Click the expansion arrow next to the category you want to show. 
    
3. Click Show.  
   

To edit a task category at Farm level click here

To edit a task category at Farm level:

1. On the navigation bar,  click Office > Admin > Task categories.
2. Click the expansion arrow next to the category you want to edit.
   
   

• You can only edit categories that you have added.

3. Click Edit.
   
4. Make the desired changes.
5. Click Save.

To delete a task category at Farm level click here

To delete a task category at Farm level:

1. On the navigation bar, click Office > Admin > Task categories.
2. Click the expansion arrow next to the category you want to delete.
   
   

• You can only delete categories that you have added.

3. Click Delete.
   
   
4. Click Yes.

Link tasks

You can link a task to an asset, emergency drill, emergency equipment or hazard.

These tasks can be edited and updated in either Health and safety or the Diary and the change will be reflected in the other.

Task checklists

When you create a task, you can include a checklist. This is useful for tasks that have several components or steps. If there are a large number of items in the checklist, you can divide the list using labels.

Checklists can be either Standard where they are checked off once completed, or Pass/Fail where they can be marked as either passing or failing.

Items in the checklist can be marked as compulsory. This means that until that item on the checklist has been checked off, the task itself cannot be marked as completed.

Task templates

When you create a task, you have the option to do so using a task template. A template can include a task title as well as categories, links, checklists, notes, and instructions.

Setting up Task templates makes it quick and easy to create new tasks as the basic information and requirements are already populated for you.

When you create and save a template, you need to publish it so that it shows in the list of useable templates. If you don't want the template to be available to use, for example, during the off season, you can edit it and mark it as a draft.

You can create and manage templates for tasks at:

• Farm level. These are only available on that farm. See Manage task templates at Farm level.
• Organisation level. These can be used on all farms in the organisation. See Manage task templates at Organisation level. 

At Farm level, when using a Task template created and published at Organisation level, you can change all the elements of the template except for the instructions.

Manage task templates at Farm level

Watch this video for an overview of how to use Task templates at Farm level:

To create a task template at Farm level click here

To create a task template at Farm level:

1. Click Office > Admin > Task/action templates.
   
2. Click Add task template.
   
   
3. Enter a task title.
4. You can add categories, a checklist, files, notes and instructions to the template. 
   See the right hand panel of the Create template box.
   
   To add a task category to a task click here

   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 here

   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 sction plan of the selected asset, emergency drill, emergency equipment or hazard.

   
   

   To add a checklist to a task click here

   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 here

   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 here

   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 here

   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.
       
       

   
   

   To add instructions to a task template click here

   To add instructions to a task template:

   • Click Instructions. 
     
     
   • Enter the instructions in the Instructions box.
     • To remove the instructions section, click the dustbin next to it. 
       
5. Click Save template.
   

• The template is saved as a Draft on the Task templates list.

6. To allow the template to be used, click the options arrow next to the template and click Publish. 
   
   

• The template is shown as Published on the Task templates list.

To edit a task template at Farm level click here

To edit a task template at Farm level:

1. Click Office > Admin > Task/action templates.  
2. Click the options arrow to the right of the template you want to edit.
   
   
3. Click Edit.
   
4. Make the desired changes.
5. Click Save.

To delete a task template at Farm level click here

To delete a task template at Farm level:

1. Click Office > Admin > Task/action templates.  
2. Click the options arrow to the right of the template you want to delete.
   
   
3. Click Delete.
   
   
4. Click Yes.

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 here

   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 here

   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 sction plan of the selected asset, emergency drill, emergency equipment or hazard.

   
   

   To add a checklist to a task click here

   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 here

   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 here

   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 here

   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 click here

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 here

   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 here

   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 sction plan of the selected asset, emergency drill, emergency equipment or hazard.

   
   

   To add a checklist to a task click here

   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 here

   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 here

   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 here

   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.

   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.

2. 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.

3. 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.
  

2. 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. 

3. Click Recover task. 

Find out more

• Find activities
• Edit and delete activities
• Find tasks
• Notes in the Diary

• Farm assets
  
• Organisation level