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Jarvis Tasks Current State
- Liz Enright
- rommel.ngo
Summary |
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This page documents the current customisation of Tasks in Jarvis. |
Table of Contents |
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Task Use Cases by Record Type
Task Record Type | Team | Use Case | Number of Records |
|---|---|---|---|
Standard | Principal Giving | Tracking and assigning future activity with Principal Gift Prospects. This includes developing engagement strategies, tracking follow up, and requesting research. | 34 |
Standard | Planned Giving | Tracking a Prospects Gift in Will interest. This included bequest intention and confirmation. They are using multiple bequest specific custom fields and have a custom button for ‘Convert to GIW Opportunity’. | 315 |
Standard | Donor Relations | Tracking when Stewardship Reports are due. This typically includes the name of the account with a report required and the associated gift/pledge. Very light on information. Pledge Reminders are also tracked in tasks. These will include a reference to the gift/pledge and the due date. | 408 |
Community Giving Task | Community Giving | Using Log a Call to track administrative calls coming through the Gift Hotline. | 347 |
Milestone | Spend Plan | This was created by the Spend Plan project to track date-based events, actions or deliverables relating to a Spending Plan | Unable to report. 6 Tasks of this type have been created by TAP users, need to confirm if this is correct. |
Gift Implementation | Gift Implementation | All of GI tasks are automatically generated on the Gift Implementation object. Because they’re automatically generated the details are not always accurate/adhered to eg Due Date. The most helpful part is the Subject as it outlines what action is required. Sometimes the Comment field is used to store reference numbers for Gift Account requests. Many automatically generated tasks are not needed, eg Grants as they don’t require the same workflows. It’s challenging to prevent this from happening while Grants are recorded in the Gift/Pledge Opportunity record type. | 1,234 |
Gift Administration | Gift Administration | GA Confirm new account created Pledge Status moved to Pending Review | 478 |
Pledge Reminder | N/A | This was initially designed to be used to support pledge reminder processes (TAPSS-803). The processes around this record type were not implemented. | 0 |
Wellbeing Appointments | Wellbeing | Unknown | Unable to report. |
Wellbeing Student Pending Tasks | Wellbeing | Unknown | Unable to report. |
No Record Type | N/A | There are 27 Tasks and Events from a variety of teams that have no record type. | 27 |
Tasks linked to which Objects
Object | Count |
Assigned_Person__c | 6 |
AQB__Event__c | 10 |
AQB__Transaction__c | 12 |
AQB__Receipt__c | 20 |
Campaign | 30 |
AQB__Batch_Item__c | 43 |
AQB__LLChartofAccounts__c | 68 |
Spending_Plan__c | 131 |
| 621 |
AQB__Gift__c | 862 |
Opportunity | 1210 |
AQC_GiftImplementation__c | 2320 |
Account | 8456 |
Case | 11798 |
Automated Task Creation
Subject | Record Type | Type | Linked To |
|---|---|---|---|
Opportunity - After Save - On Create On Update - V6 | |||
Schedule Handover Meeting with Gift Implementation | - |
| Opportunity |
Gift handover with Development Officer | Gift Implementation | Gift Handover | GIN |
Approve Opportunity closed/won | Gift Implementation | Gift Handover | GIN |
Generate gift summary form | Gift Implementation | Complete Gift Summary Form | GIN |
Create spend plan | Gift Implementation | Other | GIN |
Gift kick-off with recipient area | Gift Implementation | Kick Off Gift | GIN |
Confirm with Trusts Office existing account can be used | Gift Implementation | Other | GIN |
Confirm responsibility centre (RC) with recipient area | Gift Implementation | Other | GIN |
Create pending account | Gift Implementation | Other | GIN |
Submit gift account request | Gift Implementation | Other | GIN |
NewCOA - V8 | |||
Confirm new account created | Gift Implementation | Confirm Gift Account | GIN |
USYD Automate task for GA for Pledge (subflow) - V1 | |||
Auto-generated Task : Pledge Status moved to Pending Review | Standard | - | AQB__Gift__c |
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Task Visibility/Permissions
The Organization Wide Default setting for Tasks is currently set to Private, meaning users can only access them as the Assigned To user on a Task.
USYD Standard User Profile - System Setting:
Edit Tasks active (Create, edit, and delete tasks)
Access Activities active (Access tasks, events, calendar, and email.)
As Mark Alcorn I only see 2 record types:
Task Automation
There are a number of Flows triggering from the Task object.
Spend Plan has created at least 3.
Questions
Can we remove Data Types from the Related To field on Tasks? It’s currently looking up to a lot of irrelevant objects that are annoying for a user to scroll through. This Trailblazer thread indicates we can’t.
Can we change OWD sharing of Tasks to Public?
Do we have a process for closing overdue tasks? If not, we will need one as there are 1,055 overdue tasks in Production.