The importance of task management software
Let’s say you attend a weekly call or meeting. This task is quite simple and does not require assignment or a detailed task description. A calendar can help you with this by creating a series of the event and sending you a reminder. When we talk about recurring task management in projects or recurring processes such as testing, application release, staff onboarding, etc., using more complex and potent recurring task management software will be a huge benefit. It streamlines your workflow, centralizes communications, allows a view of your progress, and significantly increases productivity.
The role of checklists in recurring task management
A checklist consisting of tasks only needs to be created once. Close attention should be paid when creating a checklist task list. A checklist should be comprehensive as it will serve as a template for repetition (a run). Don’t worry if any of the tasks in the list will not require completion for every duplicate checklist run that is created, as any task which is not applicable at any given time can be marked as ‘not applicable’. However, in the event that it is required, it will not be forgotten.
Recurring tasks in checklists are tasks we carry out on a regular basis. If you attend a weekly meeting, generate a monthly report, or perform a task within a specific process over and over again, you execute a recurring task. Recurring tasks appear in almost any area of a business – and of your life, like picking up your child from a regular activity session. If you would like to dive deeper into what recurring tasks are and how and where to use them, read our article here.
Recurring task features in project management software
If your project management software allows you to make a task recurring, it means you don’t need to create the task manually every time. The system will duplicate the task according to your set frequency for a set period. The advantage of recurring task functionality is not only task automation, but also a consistency in how the task is performed. If you decide to use project management software, be sure it not only allows you to set up the recurring tasks, but also has other useful features:
- Name the task – Give the task a name
- Select default assignee for the recurring task
- Set the priority (Critical, High, Normal or Low)
- Estimate time for completion - Enter an estimate in minutes for the task completion
- Specify due date - Set a due date that the run needs to be completed by
- Attach files, insert images, table, and web links - Provide all the necessary information for successful task execution
- Task description - Provide a description for how the task should be executed
- Set the frequency of tasks (Never, day, week, month, year)
- Set the cycle value - Set the duration for your recurrence
- Set the cycle start date - Set the start day to display your recurring tasks
- Change assignee in a run without breaking the series
Creating recurring tasks with Vault ERP
Tasks in Vault ERP are grouped into recurring runs in a checklist. Read more about checklist runs here.
In Vault ERP, you can add tasks to an existing checklist or to a run. Tasks in a checklist which are more complex and require execution by a specific department or relate to different types of activities are organized in sections.
When you create a new run from the checklist template, whether recurring or not, you can unselect specific sections for the run if you want to. For example, say your company created an onboarding checklist for all positions, but you only need tasks for a tester. In this scenario, you can unselect all the tasks which do not apply to this position. The editing feature allows you to change assignees and edit, add, or delete tasks in checklists to reflect any changes in your workflow.
If you want to create recurring tasks in Vault ERP:
1. Open the Checklists Module in your Vault ERP application.
2. A list of checklists will open in a new window. Select the checklist you want to use and click ‘open’.
3. The Checklist Details Page will open. You will see all checklist runs in progress.
4. Click the ‘Add Run’ button in the top right corner of the screen. You can also click ‘…’ in the top band of the checklist’s details page and click on the ‘Add Run’ icon.
5. A modal ‘Add New Run’ window will pop up. Enter the following information into the fields:
- Applicable to – Select an entity from the dropdown menu that you want the run to apply to.
- Title – Give the run a title.
- Description – You can add more details about the run into this field.
- Assignee – Select an assignee from the dropdown menu. This can be personnel or a team.
- Measure Time – You can choose from: ‘Not measured’ (no time for completion will be displayed), ‘Optional’ (time entry is optional) or ‘Mandatory’ (assignees cannot mark a task as completed without entering the time value).
- Start Date – Select a date from the calendar tool on which the run will start.
- Due Date – Select a date from the calendar tool for the run to be completed by.
- Create Routine – Tick this box if you want set recurrence for this run. Activating this box will open new fields for your settings:
- Repetition Cycle Interval – From the dropdown, select the run frequency: Day, Week, Month, or a Year. After the run has been completed, the system will duplicate the run according to your setting.
- Repetition Cycle Value – Enter a value manually or use the counter. For example, if you enter the value 5, the run will recur for 5 days, 5 weeks or 5 months after it has been launched.
- Repetition Cycle Start Date – Use the calendar tool to set the date for the run repetition cycle to start.
Checklist tasks are organized in sections (and you can structure them further by adding subsections and subtasks). You will see tasks sections displayed in the last box at the bottom of the modal window. You can choose which section to apply to the run. Simply untick those you don’t need.
6. Click the ‘Save’ button to successfully create a checklist run.
How recurring tasks appear in the Vault ERP dashboard
In Vault ERP, all tasks assigned to you will appear in a checklist to-do on your personal dashboard. No task will be able to slip your mind and every member of the team will be aware of their recurring responsibilities and duties, helping your organization easily deliver projects on time.
To explore all other Vault ERP features, please contact our sales team and book a free demo.
