In your Latchel portal, you can use the Task Bar on the right side of your screen to see open tasks on work orders. Latchel creates tasks when an action is required to move a job forward. Alternatively, tasks can be created by you and are for you and your team to manage action items. The Task Bar is essentially a shortcut to these work orders that require attention. You can customize the filters to display tasks in many ways- sort by Priority, Severity, Age, Assignee (Resident, Vendor, Property Manager, Owner), Portfolio, etc.
Note, tasks are not meant to be created by you for the Latchel team. To request something from Latchel, please message Latchel Support directly.Â
Content
- Objective
- Content
- Locate the Task Bar
- Task Fields
- Task Bar Filters
- Advanced Filters
- Save Filters
Locate the Task Bar
The Task Bar is located on the right-hand side of your Latchel portal giving you quick access to work orders that require attention. The Task Bar features the filtering options which allows you to customize the tasks that display here.
Task Fields
Tasks start and live on work orders themselves. Let’s dive into what a task looks like on the work order page and what each field represents.
Subject: The subject will briefly summarize what action is required and why.
- E.g. Subject: Follow-up to receive an estimate
- WHAT is a “Follow-up…”
- WHY is “…to receive an estimate”
Priority: This will allow you to work one task before another task even if they have equal age or severity, or even work a higher priority task before an older task. There are certain steps in the process that are perceived as high priority (e.g. scheduling a service provider or responding to a budget increase request). This field will allow Latchel or you and your team members to specify the importance of a task.
Contact: The contact field will allow you to route work based on the contact type. When you view or set this field, keep in mind who the blocker is and who this task is about. Contact types include:
- Property Manager
- Service Provider
- Resident
- Owner
Assigned User Group: This field represents the group of users that were notified of this task. Click here to learn more about user groups and how to determine the assigned user group for the property.
Assignee: You can choose to assign a task to yourself or another user as long as they are a part of the assigned user group. This field will help narrow down tasks when utilizing the filtering options from the Task Bar.
Scheduled For: This is the date the tasks should be completed by. Once this date passes, the task will be considered overdue.
Description: Task descriptions are the details about what exactly needs to be done and should contain any additional detail or context
Task Bar Filters
To expand the Task Bar filtering options, click on the filters section.
Due: Here, you can select to view all tasks or just your overdue tasks. Tasks are considered overdue if the “scheduled for” date set on the date has passed. We advise you to review overdue tasks first.
For:Â This will allow you to filter tasks for jobs (work orders) or for invoices.
Sort: You may select to sort tasks by
- Priority – Refer to the Task Fields > Priority section above. We advise you to start with this sorting option first. The highest priority tasks will be sorted first
- Sorting by priority actually sorts by priority, then severity, then age
- i.e. Priority = priority, then severity, then age
- Sorting by priority actually sorts by priority, then severity, then age
- Severity – This is the job severity (Emergency, Urgent, or Normal). If you select this sorting option, the tasks open for Emergency jobs will be sorted first
- Sorting by severity actually sorts by severity, then priority, then age
- i.e. Severity = severity, then priority, then age
- Sorting by severity actually sorts by severity, then priority, then age
- Age – This refers to the age of the task. If you select this sorting option, the oldest tasks will be sorted first
- Sorting by age actually sorts by age, then severity, then priority
- i.e. Age = age, then severity, then priority
- Sorting by age actually sorts by age, then severity, then priority
Advanced Filters
My Groups: This means all the user groups you are a member of. To learn more about user groups, click here.
Assignee: From here, you can filter unassigned tasks or tasks that have been assigned to specific users on your account. Click here to learn how you can add additional users to your accountÂ
Portfolio: This filter will allow you to see open tasks for the selected portfolio
Property: This filter will allow you to see open tasks for the selected property
Contact: The contact filter will allow you to view tasks based on the user. Please see different contact types below
Contact Type: Contact types include –
- Property Manager
- Service Provider
- Resident
- Owner
Save Filters
Once you’re satisfied with the filters you’ve set, you can save the filter for future use. Once saved, every time you click the filter bar located on the Task Bar, you will see your saved filters.
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