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Tasks EDBL

Distributor reference for the Tasks EDBL import in Encompass: bulk-create or update tasks and task details with assignees, customers, objectives, statuses and deadlines. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

User must have appropriate permissions to create/edit tasks and task details
Required reference data should exist in the system before import:

  • Users (for task assignments)

  • Customers (if linking tasks to customers)

  • Objectives and Objective Types

  • Task Statuses

Steps

The Tasks EDBL routine imports task data along with associated task details. It supports Add Only, Update Only, and Update or Add actions.

Process Overview:

  1. The system processes task assignments, assigning the current user if no assignment is provided

  2. Customer references are resolved using Customer IDs or Names

  3. Objectives and Objective Types are translated and linked

  4. Task Status is determined or set to default value if not provided

  5. For existing tasks, the system attempts to find matches based on: Task name, Task status, Customer association

  6. Task details are created or updated as needed

  7. Additional fields like jobs, custom fields, dates and deadlines are processed

When updating tasks, the system will modify only the fields provided in your import file. During add operations, default values will be applied to required fields if not explicitly provided.

If the system finds a matching task within the past 3 days (based on task name, status, and customer), it will update that task instead of creating a duplicate record.

Fields And Definitions

  • TaskID_Translation - External identifier for the task that can be used to match existing records

  • AssignToUserID - User ID to assign the task to

  • AssignedTo - Username to assign the task to (alternative to AssignToUserID)

  • CustomerName - Name of the customer to associate with the task

  • CustomerID_Translation - External identifier for the customer

  • ObjectiveType - Name of the objective type

  • ObjectiveTypeID - ID of the objective type

  • Objective - Name of the objective

  • ObjectiveID - ID of the objective

  • Task - Name/description of the task (required)

  • TaskID - System ID of the task (used for updates)

  • TaskStatus - Status name for the task

  • TaskStatusID - ID of the task status

  • TaskDetail - Detailed description for the task

  • TaskDetailID - System ID of the task detail (used for updates)

  • TaskDetailID_Translation - External identifier for the task detail

  • EventID - ID of an associated event

  • JobID - ID of an associated job

  • Job - Name of the job to associate

  • CustomField501-512 - Custom field values

  • StartDate - When the task should start

  • Deadline - When the task is due

Best Practices

  • Always include a TaskStatus or the system will use the first available status

  • When assigning tasks, verify that the assigned user exists in the system

  • Provide both CustomerID and Task name to avoid duplicate tasks

  • If updating existing tasks, include unique identifiers (TaskID or combination of Task name, status, and customer)

  • When working with TaskDetails, include TaskDetail content and link to the correct TaskID

  • For recurring imports, consider using TaskID_Translation as a consistent external identifier

  • Include start dates and deadlines for better task management

  • To ensure proper task assignment routing, specify ObjectiveID when possible

  • Test your import with a small sample first to validate field mappings and behavior

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