Editing Autotask Tasks

Learn more about editing records.

There are two ways to edit a task in TopLeft:

1. From the ellipsis button on the card on the Kanban board. This shows a variety of ways you can modify the task. When you save your data, the task is updated in Autotask.
2. From a Gantt chart.

To edit a task in Autotask, click the card title to open it in the Autotask web app.

Edit Task

The following fields can be edited:

1. Title
2. Start date
3. End date
4. Estimated hours
5. Remaining hours
6. Department
7. Status- You can also change status by dragging between columns.
8. Priority
9. Category
10. Phase
11. Work type
12. Description

Manage Resources

Assign new members to a task or remove existing members from a task, both for the primary and secondary members.

When assigning resources to a task, Autotask requires the work type and department fields to be set. If a task does not have a work type or department set, the manage resources dialog will include options for setting the work type and department.

When you assign new members, TopLeft can send them a message by email to let them know they have been assigned. Enable the "Notify members being assigned" option and supply an optional message with details, then click Save.

On a resource swimlane board, you can re-assign tasks by dragging the task between swimlanes.

New Service Call

Assign a member with an appointment at a specified time.

Complete the form as follows:

• Start Date/Time: Select the date and time for the service call to be scheduled.
• End Date/Time: Select the date and time for the scheduled service call to end.
• Description: An optional brief description of the reason for the service call.
• Resource: The resources assigned to the task that you want to assign to the service call. The first resource in the list is the primary resource if one is assigned.
• Status: Select the initial status for the service call.
• Location: Select the location for the service call.

When you select the member and date, TopLeft shows entries from the member's Autotask calendar on that date. This can help you pick a time and duration that is available for that task.

You can click on the day line to select the start time and duration in 15-minute increments. First, click on a box to select the start or end time. Second, click on another box to set the duration of the schedule entry. To clear the selection, click on any box.

When you make a service call, TopLeft can send the member a message by email to let them know they have been assigned. Enable the "Notify member" option and supply an optional message with details, then click Save.

Enter Note

Complete the form as follows:

• Title
• Note Type - Select from "Task Summary", "Task Detail", and "Task Notes"
• Description
• Internal Only - Select this to make the note internal
• Notify contact - The notify contact option is available when a contact with an email address is associated with the task. Contact emails are sent from TopLeft and not from Autotask due to limitations in the Autotask APIs.

Enter Time

The time entry dialog is similar to the time entry form in Autotask. Complete the form as follows:

• Work type: Select a work type for the time entry. If the task has a work type set, that work type displays by default.
• Role: Select a role for the time entry. The menu only shows your assigned roles.
• Date: Select the the date that the work was performed on.
• Status: Change the task's status. This field is optional.
• Start time: Set the start time. Start time can be entered in a variety of formats, such as 2pm, 2:00 pm, or 14:00.
• End time: Set the end time. End time can be entered in a variety of formats, such as 2pm, 2:00 pm, or 14:00.
• Hours worked: Enter the hours worked.
• Billing offset: Add or subtract time from the total time to bill.
• Remaining hours: set the remaining hours available on a project task.
• Summary notes: Enter a description of the work performed.
• Internal notes: Enter any internal notes. This field is optional.
• Notify contact - The notify contact option is available when a contact with an email address is associated with the task. Contact emails are sent from TopLeft and not from Autotask due to limitations in the Autotask APIs.

Change Priority

Change the priority of the task with a single click. You can also open this dialog by clicking the colored bar on the left side of the card.