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Tasks and calendars

On this page of the manual, you learn how to manage tasks and calendars.

1. Managing tasks

Use the Start » Tasks menu to manage duties for all of the users in the system. For example, a task could be ""Call customer xy". You can see how much progress has been made towards completing a task. This helps you plan your business processes and improve internal processes.

You can create tasks in the Start » Tasks menu and in the ticket system. This allows you to directly create a task during a customer phone call, for example. If a task is created in the CRM » Ticket system » Open ticket » Tab: Tasks, it is linked to the ticket. This link is also visible in the overview of tasks under Start » Tasks.

1.1. Assigning rights for Back end users

Users of the type Back end can only access limited areas and menus in plentymarkets. Thus, their access to the system is limited. If you want users of this type to see the Start » Tasks menu, an Admin user has to assign them rights as listed in the following.

Setting the visibility for back end users:

  1. Go to System » System settings » Settings » User » Rights » User.

  2. Use the search function () and open the user account that should be edited.

  3. Expand the Authorisations: Start menu.

  4. Select the setting Tasks.

  5. Save () the settings.

1.2. Creating a task

Proceed as described below to create a task. A consecutive ID is automatically assigned by the system and cannot be changed.

Creating a task:

  1. Go to Start » Tasks.
    Tip: To do so, point your cursor at the plentymarkets logo at the top left of the screen.

  2. Click on New task ().
    → The tab New task opens.

  3. Carry out the settings. Pay attention to the information given in Table 1.

  4. Save the settings.

Table 1. Creating a task
Setting Explanation

Title

Enter the title for the task.

Priority

Select the priority. The priorities range from 0 = grey star to 5 = 2 yellow stars.

Progress

Select the percentage value. This shows the progress of the task. Users have to change the progress manually as they complete the task.

Flag

Select a flag. The flag helps you find tasks again in the future.

Owner

Select the owner. Selecting the owner is a mandatory setting. The owner is the person responsible for the task.

Description

Enter the description of the task and format the text, if required.

1.3. Searching for tasks

When opening the Start » Tasks menu, all tasks with a progress below 100% of the currently active user are shown as standard. If you have created a task via the ticket system, the ticket ID as well as the ticket title are shown in the overview. By clicking on the ticket ID, the ticket opens directly.

Use the search filters to keep track of your tasks, even if there are a lot of them. The filters also help you find the exact tasks you are looking for.

Searching for tasks:

  1. Go to Start » Tasks.
    → All own uncompleted tasks are shown because the filter for the progress is set to <100% and the active user is preselected in the drop-down list Owner when opening the menu.

  2. Click on to remove the filters.

  3. Select the filter. Pay attention to the information given in Table 2.

  4. Click on Search ().
    → The tasks that correspond to the search criteria entered are shown.

Table 2. Searching for a task
Filter Explanation

Title/Description

Enter text to search for the text. This is a full text search. It searches in the task’s title and description. Enter at least 4 characters for the search.

ID

Enter an ID to search for the task with this ID. The system automatically assigns consecutive task IDs. This ID cannot be changed.

Ticket ID

Enter a ticket ID to search for the task(s) that belong(s) to this ticket.

Progress

Select an operator and the progress. For example, you could search for all of the tasks that have already been completed to 60% or more.

Priority

Select an operator and the priority. For example, you could search for all of the tasks that have priority 2 or higher.

Date of creation

Select an operator and the date. For example, you could search for all of the tasks that were created before a specific date.

Owner

Select an owner to search for the tasks of this owner.

Flag

Select a flag to search for the tasks with this flag.

1.4. Editing a task

You can edit tasks at any time in order to adjust the progress bar or to add a description, for example.

Editing a task:

  1. Go to Start » Tasks.
    → All own uncompleted tasks are shown because the filter for the progress is set to <100% and the active user is preselected in the drop-down list Owner when opening the menu.

  2. Click on to remove the filters.

  3. Select the filter. Pay attention to the information given in Table 2 in the Searching for a task chapter.
    → The tasks that correspond to the search criteria entered are shown.

  4. Click in the line of the task.
    → The task opens.

  5. Carry out the settings. Pay attention to the information given in Table 1 in the Creating a task chapter.

  6. Save the settings.

1.5. Showing tasks on the dashboard

You can have your uncompleted tasks shown on the dashboard. This way you can see at a glance which tasks still need to be done when starting your working day.

Activate the checkbox next to the task when you have finished the task. This task is also updated in the Start » Tasks menu and marked with 100%.

Showing tasks on the dashboard:

  1. Open your plentymarkets system.
    → The dashboard is shown.

  2. Select the element My tasks from the drop-down list.
    → The My tasks area is displayed on the dashboard from now on every time you open your plentymarkets system.

Click on Enter ToDo in the My tasks area to directly open the Start » Tasks menu and create a new task.

Refer to the Personalising the dashboard chapter on the Customising the user account page of the manual to learn which elements can also be shown on the dashboard.

2. Managing calendars

The calendar in the Start » Calendar menu of your plentymarkets system allows you to make appointments and plan deadlines. This helps you organise your own and your employees' time and improve internal processes.

The calendar shows your appointments. In addition, it shows the appointments of any users whose calenders have been made visible to you and which you have activated in the filter.

You can choose to show the day, week or month. Click on the button Today to change to the view of the current day.

The filter shows a list of all users for which you at least have read permissions. Place a check mark to show a user’s appointments in your calendar. You can show the calendars of multiple users at the same time.

2.1. Assigning rights for Back end users

Users of the type Back end can only access limited areas and menus in plentymarkets. Thus, their access to the system is limited. If you want users of this type to see the Start » Calendar menu, an Admin user has to assign them rights as listed in the following.

Setting the visibility for back end users:

  1. Go to System » System settings » Settings » User » Rights » User.

  2. Use the search function () and open the user account that should be edited.

  3. Expand the Authorisations: Start menu.

  4. Select the setting Calendar.

  5. Save () the settings.

2.2. Setting the back end user as owner

For persons with Back end access, the calendar has to be activated as described in the following. It is not possible to activate the calendar for persons with REST API access.

The right assigned to a user can be deactivated in the Owner tab at any time.

Setting the back end user as owner:

  1. Go to System » System settings » Settings » User » Accounts.

  2. Open the user account with the Back end access.

  3. Click on the Owner tab.

  4. Activate the option Calendar.

  5. Save () the settings.
    → The new tab Calendar is visible and can be set up as described in the next chapter.

2.3. Carrying out basic calendar settings and setting access rights for users

Proceed as described below to carry out basic calendar settings such as saving the password and to set the access rights for users. You can select between the settings No access, Read and Read & write.

Carrying out basic calendar settings and setting access rights for users:

  1. Go to System » System settings » Settings » User » Accounts.

  2. Open the user.

  3. Click on the Calendar tab.

  4. Carry out the settings. Pay attention to the information given in Table 3.

  5. Save () the settings.

Table 3. Carrying out basic calendar settings
Setting Explanation

Server address;
Server path;
Port

Automatically saved by the system.
The server address and server path are required for configuring an external calendar tool such as Google Calendar.

New password

A password must be entered during setup of the calendar account. This password is required for the external calendar tools. The password can be changed at any time.
Important: After saving, the password is no longer shown and cannot be retrieved.
If you use an external calendar tool, you might need to re-enter the password when the password is changed.

Repeat password

Enter the password again to confirm it.

Description

The description is shown within the information and settings for the calendar.

Right

Select which users can access this owner’s calendar. Also select the type of access right assigned to these users. Users have to be assigned at least read permission in order to see the calendar.
No access = The user has neither read nor write permissions for this owner’s calendar.
Read = The user can view the calendar.
Write = The user can edit and delete appointments in the calendar.

2.4. Creating an appointment

Proceed as described below to create an appointment. Depending on your access rights that are set according to Table 3, you can also create appointments for other users. You can only create appointments for users for which you have write permissions. You cannot select users for which you do not have write permissions.

Creating an appointment:

  1. Go to Start » Calendar.
    Tip: To do so, point your cursor at the plentymarkets logo at the top left of the screen.

  2. Select the point in time of the appointment by clicking the time in the calendar.
    Tip: Select the time period for the appointment by clicking the start time and move the cursor to the end time of the appointment.

  3. Carry out the settings in the Appointment details area. Pay attention to the information given in Table 4.

  4. Save () the settings.

Table 4. Creating an appointment
Setting Explanation

Title

Is shown in the calendar overview.

All day

Specifies that the appointment lasts the entire day. In the daily and weekly view of the calendar, all appointments are shown in the top row. This helps to ensure that the calendar does not become cluttered.

From / To

The date and time are pre-selected but can be edited.

Type

Select the type of appointment from the drop-down list.

Calendar

Select the owner you want to create the appointment for.

Description

Enter the description, e.g. further information about the appointment. This description is shown in the appointment details and visible to all users with access rights to the calendar.

2.5. Editing an appointment

Click on an appointment to open the appointment details and edit the details.

Editing an appointment:

  1. Go to Start » Calendar.

  2. Click on the appointment that you would like to edit.
    → The window Appointment details opens.

  3. Carry out the changes. Pay attention to the information given in Table 4.

  4. Save () the settings.

2.6. Deleting an appointment

Delete appointments when they have been created by mistake or when they have become obsolete.

Deleting an appointment:

  1. Go to Start » Calendar.

  2. Click on the appointment that you would like to delete.
    → The window Appointment details opens.

  3. Click on Delete ().
    → The appointment is deleted and removed from the calendar overview.

2.7. Synchronising the calendar with external calendar tools

You can use a CalDAV interface to synchronise your calendar with external calendar tools. For example, you can synchronise your calendar with tools such as Mac Calendar or iPad Calendar.

The option Calendar has to be activated in the Owner tab of the user account as described in the Setting the back end user as owner. You need to know the settings for the user in order to carry out the configuration. The settings are saved in the user’s Calendar tab.

Refer to the external tool’s documentation to find out how to synchronise your plentymarkets calendar with the external calendar tool.

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