61 Internet Services

Utilizing the Task manager feature on your TOPS Web Site!

The Task Manager allows board members and administrators to share a "to do" list. Tasks may be assigned to specific individuals, notes may be added, and various views may be reported.

When a committee member has made progress on a task and adds an online note, everyone involved with the task is immediately updated on its status! Instead of having to wait until the next meeting for an update, involved members are kept up to date throughout the process. Prior to a meeting, a full report of each task can be printed and attached to the agenda. Just think how much more can be accomplished during the month and even better how much shorter those board and committee meetings can be!

You will find the Task Manager in the Board Only area of your community web site (a subsection of the menu accessible only to board members and administrators, generally security level 25 to 1). If this feature is not available to you, please email websupport@topssoft.com to have it added.

Using the Task Manager:

To begin using the Task Manager feature you must first define a category for your tasks.

To Create a New Task Category:

• Click Task Manager from your menu
• Create a new task category by clicking "Click here to Edit Categories"
• Click Add

Complete the following fields:

• Category Title (name of the task category, i.e. Architectural Review Committee)
• View Security Level (security level to view the task)
• Contribute Security Level (security level to add notes to this task)
• Edit Security Level (security level to add/edit/delete within this task category)

Once the category has been created, you can begin adding tasks by inputting some standard information about the task.

To Add a Task:

• Go back to your menu and select Task Manager
• Click the newly created Task Category (i.e. Architectural Review Committee )
• Click Add, Edit and Delete in [category name]
• Click Add

Complete the following fields:

• Title (name of task)
• Date Opened: (date task opens)
• Date Due: (date task should be completed)
• Status: (select from drop down- Open, Hold, Closed Pending, and Closed. Open and Closed are just what they sound like: Open means that it is not yet completed, and Closed means it is completed. Tasks in the Hold status are those that are not expected to progress at that time. Closed Pending is a status that indicates that the task is ready to be closed, pending the approval of a particular person or group, such as the board president. )
• Priority: (priority level of the task, choose from 1 - 99)
• Details: (text editor box - enter the full description of the task)
• Click Save New

Once the task has been added, you will detail the progress of the task in the form of the Notes. Anyone who is authorized to contribute to a task in that category may add a Note. If you need to insert a picture or format text for the note or for the task itself, you can do this using the Rich-Text Editor found when you edit that item.

To Add Notes:

• Go back to your menu and select Task Manager
• Click the Task category (i.e. Architectural Review Committee )
• Click the specific task within the category (i.e. 546 Appletree Lane)
• Select Click here to add a note
• Save New

If you have any questions or run into any difficulties, while using this or any other feature on the TOPS Web Sites, please contact Web Support at 800-556-7852 or email websupport@topssoft.com.

By: Tasha Williams Beard
Production/Support Manager
AtHomeNet, Inc.

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