Task Manager Grid
Delete Standard Template Alert
Previously, when a user would delete a Standard Template, the delete pop-up only included the Item Number of the Standard Template.
Now, the Standard Template category type will also be included in the alert message.
New/Edit Task Screen Validations
Back Button Alert
Previously, when the user goes back using the back button in the New or Edit Task screen, the system navigates back to the task grid without any warning, even if significant changes (like sub task creation) had been made.
Now, a new alert will now appear if there are unsaved changes, asking the user to confirm whether they want to leave the page or stay and save their work.
Close Task
Previously, users have the ability to close a task that have sub tasks that are still open. No information is displayed to the user warning them that as they are closing the task, it will close the sub tasks simutaneously.
Now, the system will validate if there are any open sub tasks before closing a task. If there are open sub tasks, the user will be informed and, if they choose to proceed, the system will automatically close all associated sub tasks along with the main task.
Generate Invoice
Previously, the Generate Invoice and Save button displays once a Sentry Maintenance Vendor (##0MNT) has been filled in within the Vendor Number field.
Now, the button has been relabeled to Generate Invoice and it will only appear if the Work Order task is assigned to a Sentry Maintenance Vendor (##0MNT) and at least one sub task has been created and closed. Once a sub task has been invoiced, the button will disppear. As additional sub tasks are created and closed within that same task, the button will reappear.
Additionally, the button is now located on the left side of the screen within a new section called Invoiceable Information, which is described below.
New/Edit Task Look & Feel Changes
Invoiceable Information Section
Previously, the subtotal for sub tasks that included labor, material cost and/or sales tax associated to a work order task that was assigned to a Sentry Maintenance Vendor, was displayed as a single informational disclaimer message at the bottom of the Task Information section.
Now, a new section called Invoiceable Information will be displayed within the work order detail when creating or editing a work order once a Sentry Maintenance Vendor is entered in the Vendor Number field. This section will display the same information, but in a user friendly format.
Additionally, a new disclaimer message has been added to inform users when an invoice cannot be generated due to either no maintenance vendor being selected or no closed subtasks.
Invoice History
Previously, for work order tasks that were assigned to a Sentry Maintenanve Vendor, an Invoice History section would appear as invoices were generated, showing the invoice details in an informational disclaimer message (per invoice), with a link to download the invoice PDF.
Now, the Invoice History will be displayed in a grid format, separating the labor, material cost, sales tax, total cost and downloadable invoice link into individual colums for each invoice genearted.
Files Format
Previously, the user was able to select files to be uploaded with any extension/format, such as mp4, mp3, exl, html, etc., but it would cause the user errors when uploading.
Now, when the user selects the Browse button, the user will be restricted to only selecting files with .pdf and .jpg extension/formats, which are acceptable formats the system can upload.
Sub Task List Changes
Close Sub Task action
Previously, when users wanted to close a sub task, they had to select the Edit action for the sub task, which would prompt the Edit Sub Task modal to appear, where the use would then change the status drop-down to Closed and select the Save button.
Now, in addition to this existing option, a new action called Close will appear for an open sub task that the user can select from instead, eliminating the need to open the Edit Sub Task modal and changing the status drop-down.
This new action includes an additional validation for sub tasks tied to Sentry Maintenance Vendors. At least one of the fields, Labor Rate or Material Cost must have a value greater than $0.00. If both fields are $0.00, an alert message will appear with the following message:
Invoice Status & Invoice Number
Previously, the only way for a user to determine if a sub task had been invoiced (and within which invoice if there were multiple associated to a work order task), was to select the edit action for the sub task, opening the Edit Sub Task modal and selecting the Show Invoice History button. Or, the user could download the PDF invoice by selecting the blue hyperlink and manually review it.
Now, within the Sub Task List, a new status has been created called “Invoiced”, which will be assigned to a sub task once the user selects the Generate Invoice button. Additionally, a new column called “Invoice Number” was added to the Sub Talk List, which will house the invoice number the sub task was.
Invoiced subtask actions
Today, users can freely delete or edit invoiced subtasks, leading to inconsistencies during invoice generation.
To prevent this, the following changes have been implemented:
- Invoiced subtasks can no longer be deleted whether from the actions or the Edit modal
- The following fields are locked for editing on invoiced subtasks:
- Type
- Labor hrs
- Labor rate
- Material Cost
- Markup %
- Sales Tax
Generate Invoice Process
Currently, when generating an invoice
- Both open and closed subtasks were included.
- The system redirected the user back to the Task Manager grid.
The changes that we implemented with the new release are:
- It only takes closed subtasks that were not invoiced
- It remains in the New/Edit Task screen and displays a successful toast message
- It adds the invoice information to the Invoice History
- It marks the subtasks included in the Invoice with the Invoiced status
- It removes the values from the Invoiceable Information displaying again the explanatory disclaimer message in the section
Subtask Modal Changes
New Optional Fields
Today, in the subtask modal, you have 2 checkbox (Add Optional Sub Task Description and Add
Optional Special Instructions) that display, when selected, an input text.
To simplify this process and improve usability, the checkboxes have been removed. Instead, two always-visible optional fields have been added:
- Task Description
Task Special Instructions
Mandatory fields
In the current system, you have only one mandatory field in the subtask modal and if you press “Save” without completing that mandatory field, the systems mark it in red with the text “Type Task is Required”
With the Release 3, we incorporated new mandatory fields:
- Labor Hours
- Labor Rate
- Material Cost
- Markup
- Sales Tax
And also, if when pressing Save, the user leaves empty any of these fields or the Type one, the system will mark them in red with the standard text “This field is required”
Field Formats
Currently, the system is not doing any format validation in the amount or percentage fields
and the user can complete them with text or whatever they want.
From now on, the system adds this new field formats validations
- Labor Hours: Numeric only
- Allows values >= 0
- Labor Rate: Amount
- $ sign at the left
- "," for thousand separator
- 2 digits after decimal dot
- Allows values >= $0.00
- Material Cost: Amount
- $ sign at the left
- "," for thousand separator
- 2 digits after decimal dot
- Allows values >= $0.00
- Markup: Percentage
- % sign at the right
- 2 digits after decimal dot
- Max value: 100.00%
- Allows values >= 0.00%
- Sales Tax: Percentage
- % sign at the right
- 2 digits after decimal dot
- Max value: 100.00%
- Allows values >= 0.00%
Show Invoice History
Now that each subtask includes an Invoice Number column, the Show Invoice History button
within the subtask modal is no longer necessary and has been removed in Release 3.
Files
Uploading Process & View
The current Sub-Task Attachments section allows uploading only three files, and the Clear
button didn’t work, making it difficult to manage attachments.
In this release
- The section has been renamed to Attachments
- Users can upload as many files as needed
- A new Add New Image button is available for adding files
- Each file now has a Delete button to allow for easy removal
Files Format
As mentioned earlier for New/Edit Task screen, to enforce proper file standards and security:
When clicking Browse, only .pdf and .jpg files will be selectable.