Do you find yourself repeatedly creating the same Tasks for particular Items or when processing Sales Orders? Striven offers a feature called Default Tasks that can streamline your workflow by allowing you to associate specific Tasks with Items. Once configured, these Default Tasks become readily available, saving you time and ensuring consistency. Here’s how you can create and utilize Default Tasks in Striven:
Step 1: Adding a Task to the Task Library
The Task Library is where all reusable Tasks within Striven are stored. You need to add your Task here before you can link it as a default to an Item.
Learn more about the Task Library by reviewing the Task Groups & Task Library section in the Tasks Management Guide.
Navigate to Tasks > Library.
To add a new Task, click the Plus (+) icon on the Tasks Library List. This will open the Add Task Library Item page where you can define the new Task.
Configure the following details for your new Task in the Task Library:
- Title: Populates as the Task title when a Task is created from a group that contains this library Task.
- Task Type: Designates the Task Type that is set when a Task is created from a group that contains this library Task.
- Budget: Populates as the Task budget when a Task is created from a group that contains this library Task.
- Description: Populates as the Task description when a Task is created from a group that contains this library Task.
- Attachments: Attachments that have been uploaded here will be available within the Task that is created from a group that contains this library Task.
Once you have entered all the necessary information, click Save & Add New to add a new Task to your Task Library.
Step 2: Setting Up Default Tasks at the Item Level
After your Task is in the Task Library, you can link it as a Default Task to specific Items in your Striven system. This means that whenever these Items are added to a Sales Order, the associated Default Tasks can be easily included.
Learn more about Default Tasks in Items by reviewing the Default Tasks section in the Item Management Guide.
Navigate to Accounting > Inventory > Items.
Search and select the Item for which you want to add a Default Task by clicking on its name. This will open the Item Info page for that specific product or service.
Within the Item Info page, navigate to the Default Tasks tab. In the Default Tasks tab, click the Add Task button. This will open a configuration window that allows you to link a Task from the Tasks Library to the Item.
The following configurations can be completed when selecting a Task from the Tasks Library for an Item:
- Task Name: Provides a drop-down menu to select the specific Task you previously added to the Tasks Library.
- Is Recurring?: Toggle this option on if this Task should occur regularly in relation to the Item being sold. If enabled, you will be able to set the:
When the Is Recurring? option is toggled on, you will be presented with the following recurring options:
- a. Frequency: Determines how often the task should recur (e.g., daily, weekly, monthly).
b. Recurs: Further specifies the recurrence pattern (e.g., every X days, on specific days of the week/month).
c. Ends On: Allows you to choose whether the recurrence should continue indefinitely or end after a specified number of occurrences.
Click Save & Close to establish the selected Task as a Default Task for this particular Item. Now, whenever this Item is included in a Sales Order, you’ll have the option to incorporate this linked Task.
Step 3: Utilizing Default Tasks in Sales Orders
With Default Tasks linked to your Items, you can now easily utilize them when creating Sales Orders for your Customers.
Begin by creating a new Sales Order as you normally would. When adding Line Items to the Sales Order, include the Item(s) that you have previously associated with Default Tasks.
Learn more about creating and managing Sales Orders in Striven by reviewing the Sales Order Guide.
Once the relevant Items are added to the Sales Order and the Order has been saved, navigate to the Actions menu on the Sales Order Info page. This menu typically contains options for managing and performing actions related to the Sales Order.
Within the Actions menu, select the Create Default Tasks option. Striven will then automatically identify all the Default Tasks that are linked to the Items present in your Sales Order and list them for selection.
When selecting which Default Tasks you would like to create for a Sales Order, you will be presented with the following information:
- Task Name: Identifies the title of the Task, pulled from the Task Library.
- Task Type: Lists the Task Type that was set for the Task within the Task Library.
- Item Name: Lists the Item that has the Default Tasks associated.
At the top of this popup there is a field available to set the Start Date for the Tasks that are created.
Select which Tasks from the Default Tasks you would like to create and click the Create button.
After creating Default Tasks via the Actions menu, you can access and manage these Tasks in the Tasks tab of the Sales Order. This tab provides a consolidated view of all Tasks associated with the Sales Order.
From the Tasks tab, you can then proceed to assign these Tasks to specific Employees within your organization and set due dates for the Tasks to ensure timely completion.
By following these structured steps, you can effectively utilize the Default Tasks feature in Striven to significantly streamline your Sales Order processing. This ensures that essential Tasks related to the products or services you sell are consistently addressed, leading to improved operational efficiency, reduced oversights, and a more standardized and reliable sales process.
If you have any questions on setting up the above process please reach out to Striven Support. 