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TaskFlow (Task Management)

TaskFlow (Task Management)

TaskFlow - User Guide

1. Introduction 📝

TaskFlow is the dynamic task and project management engine of your ERP. It replaces scattered emails and sticky notes with a centralized, collaborative workspace. Whether it’s a simple follow-up or a complex production project linked to a customer and specific items, TaskFlow ensures nothing falls through the cracks.

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Key Objectives of TaskFlow:

  1. Ownership & Accountability: Clearly define who created a task and who is responsible for it.
  2. ERP Integration: Link tasks directly to Parties (Customers), Raw Materials (RM), or Finished Goods (FG).
  3. Automated Consistency: Use “Repeating Tasks” for recurring activities like weekly maintenance or monthly reporting.

2. Core Masters 🏗ī¸

Before managing tasks, ensure these two masters are configured:

A. Task Users (TaskUser)

  • Purpose: Defines who can participate in the TaskFlow system.
  • ERP Link: Each Task User is mapped to an ERP User ID.
  • Comms: Captures Email and Contact No for automated notifications and assignment alerts.

B. Task Types (TaskType)

  • Purpose: Categorizes your work for better filtering.
  • Examples: FOLLOW-UP, PRODUCTION, QUALITY-CHECK, MEETING, DISPATCH.

3. The Task Lifecycle 🔄

A task moves through several states to ensure quality control:

  1. To-Do (T): The task is assigned and waiting for action.
  2. In Review (I): The Assignee has finished the work and requested the Creator to verify it.
  3. Rework (R): The Creator found issues and sent the task back to the Assignee for corrections.
  4. Done (D): The task is successfully completed and closed.

4. Repeating Tasks (Automation) 🔁

For recurring work, use the Repeating Task Index. Instead of daily manual entry, TaskFlow can bulk-generate tasks based on your schedule:

  • Daily: Tasks generated every X days.
  • Weekly: Select specific days (e.g., Mon, Wed, Fri).
  • Monthly: Select specific dates (e.g., 1st and 15th of every month).
  • Quarterly: Standard quarterly intervals.
  • Repeat Until: Define the end date for the recurrence (e.g., end of the fiscal year).
Smart Gap Logic: If your original task has a 3-day window (Start to Target), every recurring task generated will automatically maintain that 3-day window.

5. Progress Tracking & Metrics 📊

TaskFlow doesn’t just track what is being done, but how it’s being done:

  • Overdue Tracking: Any task not marked “Done” by its Target Date is flagged as Overdue with an active counter showing Days Overdue.
  • Efficiency Metrics: Completed tasks are graded as Ahead, On-Time, or Delayed.
  • Performance %: A mathematical calculation of time spent vs. time planned, used to identify high-performing teams.

6. Export to Excel (Performance Auditing) đŸ“Ĩ

For deep-dive analysis, use the TaskFlow Report Option to generate a comprehensive Excel audit:

📑 Sheet 1: Task Details

A complete itemized log of every task, including description, priority, linked party/item, and full date history (Start, Target, Committed, Completed).

📑 Sheet 2: User-wise Performance

The ultimate management tool. It aggregates data for every user:

  • Total Tasks Assigned
  • Completion Rate (How many are ‘Done’ vs. ‘Pending’)
  • Average Performance %: Overall efficiency rating for that user.

7. Best Practices 💡

  • Clear Descriptions: Use the 500-character Description field to provide specific instructions so the assignee has no doubts.
  • Link ERP Assets: If a task is about a specific order, always link the Party Name and FG Item so the context is visible at a glance.
  • Assignee/Creator Remarks: Use the remarks fields for “mini-comments” during the Review/Rework cycle to document progress.
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