Tasks

Access Task information by using Millennium Explorer Profiles>Prospect>Tasks.

Tasks that are linked to a Profiles World Action can also be accessed by using Profiles>Prospect>Actions.

Tasks that are linked to an Event Action can also be accessed by using Events>Event Info>Actions (once the Event is 'loaded'). Tasks that are linked to an Event Action pertaining to an Event Activity can also be accessed by using Events>Activities>Actions (once the Activity is 'loaded').

Tasks that are assigned to your User ID's Millennium constituent ID number, that have not yet been completed, can also be accessed by using My Millennium>Tasks or Favorites > My Tasks.

The Tasks table is used to track past, current, and future assignments or responsibilities that are to be performed by the constituent who owns the row. These may be any kind of task that your institution chooses to define and monitor, but they are generally intended to be those that are related to your fund raising efforts.

There are two different applications of the Tasks data table, though the data fields are the same for either. The Tasks table may be used to assign a responsibility that is designed to encourage constituents to become and remain donors to the institution. These are commonly referred to as Profiles Tasks. The Task table may also be used to assign responsibility for some aspect of an Event or an Activity within an Event. These Tasks are commonly referred to as Events Tasks.

Profiles Tasks

Tasks rows may be used in different ways.

• Tasks rows may be created as independent rows, using standard data entry techniques. In this case, the Task is not linked to an Action row. Independent Tasks can be used to monitor the completion of such tasks as research, action reports, prospect evaluation, periodic reports, or any other activity that you want. That activity may be described in the free text Subject field.
• Task rows may be linked to an Action row (that belongs to another constituent). For example, John Doe, a major prospect, will be visited by Jane Smith, a gift solicitor in your Development Office. John Doe has an Action row showing that he is to be the recipient of a personal visit. Linked to that Action row is the Task row that belongs to Jane Smith. That Task row displays as a secondary row with John Doe's Action row. In John Doe's display, Smith's name is shown as the Assign To constituent. The same Tasks row will also appear in the display with all of Jane Smith's other Tasks rows. In that display, Doe's name appears in Smith's Tasks row as the Contact.

Linking Tasks to Actions

A Task row can be linked to an Action row in one of the following ways.

1. When an Action row is inserted, a Task Insert form automatically displays.
   1. In the Name / ID field, Enter the ID number, or name using standard Name search formatting, for the constituent who will own the Task.

      Last Name/First Name<space>Middle Name;Suffix

   2. A Search Results page displays, listing the constituent or constituents who match the ID Number or name entered.
   3. A constituent will appear in the search results more than one time if he or she has more than one Lookup Name row. Click the Sort by ID and Display Unique List hyperlink to remove duplicate rows from the Search Results display. If you re-sort the search results, the duplicates will display again.
   4. Locate the desired constituent and click on the name hyperlink.
   5. If the desired constituent is not shown, click the Respecify the Query hyperlink. The Search form re-displays to allow you to redo your constituent search.
   6. Once the desired constituent is located, follow standard data entry techniques to create the linked Task. Notice that the Task Type and Task Location fields will default to the values of the Action Type and Action Location fields. If the Action Type does not have a corresponding entry in the Tasks Type lookup table, then the Task Type will default to the first active value found in the Tasks type lookup table instead (usually a blank). You may change the default values of either one or both of these fields before inserting the Task, but we recommend for data integrity and reporting purposes that unless the Activity's Type and Location fields are blank, that you do not.

   If you do not want to assign a Task to an Action at the time the Action is created, click Cancel on the Task Insert form.

2. A Prospect Management workflow has been set up to create one or more Action rows whenever a new Planned Gift, Proposal, or Tracking row is created, and this workflow also includes Tasks that link to these Actions. Or, a Prospect Management workflow has been set up for the Actions table itself, to link one or more Task rows to each new Action. (A Prospect Management workflow is a one-screen data entry page that will allow you to create multiple pieces of information at one time.) The workflow will include a section for each linked Task item that was added during the workflow setup. For each linked Task section:
   1. In the Name / ID field, Enter the ID number, or name using standard Name search formatting, for the constituent who will own the Task.

      Last Name/First Name<space>Middle Name;Suffix

   2. A Search Results page displays, listing the constituent or constituents who match the ID Number or name entered.
   3. A constituent will appear in the search results more than one time if he or she has more than one Lookup Name row. Click the Sort by ID and Display Unique List hyperlink to remove duplicate rows from the Search Results display. If you re-sort the search results, the duplicates will display again.
   4. Locate the desired constituent and click on the name hyperlink.
   5. If the desired constituent is not shown, click the Respecify the Query hyperlink. The Search form re-displays to allow you to redo your constituent search.

   Once the desired constituent is located, enter data into the other Tasks fields.

   Note: There is special system functionality for the fields that the Action and linked Task have in common. These fields are Type, Priority, Due Date, and Completed On. When you use a workflow data entry page to enter Action data into one of the common fields, the corresponding common field in the linked Tasks will be populated automatically with the same data that was entered into the Action. You can edit the Tasks data as you want. Edits that you make to a common field in a linked Task will not change the data that you've entered into the corresponding common field in the Action. This special functionality only applies when you are using a Prospect Management workflow data entry page to insert Actions and linked Tasks!

   Refer to the Workflow Setup topic for complete information about setting up and using a Prospect Management Workflow, and for the system rules about Action and Tasks common fields.

3. A new Task row can be linked to an existing Action row by utilizing the Link item on the context menu that is accessed via the Edit button located to the left of the existing Action. Multiple new Tasks can be linked to an existing Action row. Again, notice that the Task Type and Task Location fields will default to the values of the Action Type and Action Location fields.
4. If an existing Action row does not have any Task rows linked to it, an existing Task row can be linked to an existing Action row by utilizing the Link to Existing item on the context menu that is accessed via the Edit button located to the left of the existing Action. Only those Tasks that are not yet linked to an Action will be available for linking. Notice that the Task Type and Location fields will not automatically update with the values of the Action Type and Location fields. If desired, you can manually update these Tasks fields after the linking has occurred.
5. If an existing Task row has not yet been linked to an existing Action, it can be linked to an existing Action by utilizing the Link to Existing item on the context menu that is accessed via the Edit button located to the left of the existing Task. Only those Actions that are not yet linked to a Task will be available for linking. Again, notice that the Task Type and Task Location fields will not automatically update with the values of the Action Type and Location fields. If desired, you can manually update these Tasks fields after the linking has occurred.

Specific instructions on using the Link and Link to Existing context menu items to link Tasks to Actions are discussed in the How to Link a New Data Row to an Existing Data Row and How to Link Existing Data Rows topics.

Linked Tasks and Actions Display

The display of linked Actions and Tasks is a unique behavior for Millennium data tables. Typically, linked or attached rows that display together on the same page all belong to the same constituent. For example, when an Attribute is attached to a Basic Data row they must belong to the same constituent. When rows that belong to different constituents are linked, as is the case with Gift Transactions that represent a donation that is jointly held by two constituents, that linkage is indicated by a hyperlink cross reference which you may use to switch to the display of the second constituent's row. In the case of Actions and Tasks, however, if the Action row that belongs to Constituent A has a linked Task row that belongs to Constituent B, it will display with Constituent A's Actions even though it belongs to Constituent B. That same Task will also display with Constituent B's full Task display, and in that case, Constituent A's Action displays as its linked secondary row.

Customize Unlinked Tasks Data Display and Maintenance Forms

1. Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
2. Access the Profiles version of the Custom Display Designer by using Millennium Explorer, Tools>Display Design>Profiles.
3. Click the Profiles item on the Navigation Tool Bar to access the Display Designer's context menu. Point to Prospect, point to Tasks, and then click on the Tasks menu item.
4. Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
5. Utilize the Custom Display Designer's editing tools to make your customizations.
6. Click Save to save and apply your changes.

(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)

Customize Tasks (Linked to Actions) Data Display and Maintenance Forms

1. Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
2. Access the Profiles version of the Custom Display Designer by using Millennium Explorer, Tools>Display Design>Profiles.
3. Click the Profiles item on the Navigation Tool Bar to access the Display Designer's context menu. Point to Prospect, point to Tasks, and then click on the Actions Tasks menu item.
4. Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
5. Utilize the Custom Display Designer's editing tools to make your customizations.
6. Click Save to save and apply your changes.

(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)

Event Tasks

Within the Events World, Task rows may be used to assign and monitor the responsibility for carrying out the details of the plans (Actions) that have been made for an Event or an Activity within the Event. The Actions that relate to an Event are stored in the Event Actions data table; however, the Tasks that link to Event Actions are stored with Profile Tasks in the Tasks table.

Tasks must be assigned to constituents, and the Tasks must be linked to a preexisting Event or Activity Action row. The Action may be defined in any way that you want for the purpose of mapping out the plans to be carried out for the success of these Events or Activities.

Within the Events World, you may only view those Actions and Tasks that are linked to the Event or Activity that is currently being accessed. In other words, Profiles World Tasks will not display with either the Event or Activity Action displays. However, Actions and Tasks that are created within the Events World can also be viewed in the Profiles World display of the Tasks data for the constituent who 'owns' the Task. The Event Action to which an Event Task is linked will display as secondary linked data directly below the Task, with the heading Tasks Event Actions.

Customize Tasks (Linked to Event Actions) Data Display and Maintenance Forms

1. Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
2. Access the Events version of the Custom Display Designer by using Millennium Explorer, Tools>Display Design>Events.
3. Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu, and then click on the Tasks item.
4. Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
5. Utilize the Custom Display Designer's editing tools to make your customizations.
6. Click Save to save and apply your changes.

(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)

Adding Tasks to Outlook

Your personal Tasks - those Tasks that are assigned to your User ID's constituent ID number - can be added to your Outlook Calendar or to your Outlook Tasks List. This behavior can occur if the following criteria is met:

• Outlook Integration is allowed at the Institutional level.
• You have allowed Outlook Integration at the User Option level.
• The Task, when created or updated, has been assigned a Task type that is flagged to integrate to Outlook Tasks or to integrate to Outlook Calendar.
• Outlook version 2003, or later is running on your machine.

See Task Integration with Outlook for complete information.

Tasks Field Descriptions

Tasks data is stored in the tasks data table. The following fields are included. The field labels and non-displaying designations that are listed are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
taskkey non-displaying	none	numeric/number 13,0	The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field)
taskid non-displaying	none	char 10	This field holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (system field)
taskdoc non-displaying	none	char 1 ['N']	This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field)
taskdate no label	none	datetime/date   [getdate()]	The date that this Tasks row was last updated. This field is automatically entered by the system. (system field)
taskuserid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator that last edited this Tasks row. It is automatically entered by the system. (system field)
taskugroup non-displaying	none	char 1 ['Z']	This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (system field)
taskactid Contact	none	char 10	This field holds the ID number of the constituent who owns the Action row to which this row is linked. This will be blank if the Tasks row is not linked to an Action.
taskactkey non-displaying	none	numeric/number 13,0 [0]	This field holds a copy of the Key field from the Action row to which it is linked. The Action row may be in either the Actions or the Event Actions data table. This field will be blank if the Tasks row is not linked to an Action. (system field)
taskduedat Due Date	none	datetime/date	This is the date on which this task is (or was) due to be completed. If there is no Completed Date information, the Due Date information will be displayed in the user's Accent Color. If this date has passed and there is no Completed Date, this label and data will be displayed in the user's highlight color.
taskremdat Reminder Date	none	datetime/date	The date that a reminder notice should be activated. If an Millennium user is also a constituent in the database, and if the constituent ID number is registered in the user's security information, the system will use this Reminder Date to trigger a reminder message that displays when that user logs on to the system. This will continue until the Task has a Completion Date.
taskstrtdt Start Date	none	datetime/date	The date that the Task is scheduled to begin. This applies to on-going, rather than single event tasks.
taskcompdt Completion Date	none	datetime/date	This is the actual date of completion of this Task. If this field is blank, the Task is considered to be 'open' and the Due Date is shown in either the user's highlighted text color . When data is entered here, the Due Date information is set to the user's regular text color and the taskcompfl field is set to Y.
taskstatus Status	task_status	char 6 [' ']	The status of an on-going task, as defined by the Task Status lookup table entries.
taskprior Priority	priority	char 6 [' ']	The priority level of this task.
tasksubjct Subject	none	char 160	This is a designed to be a brief textual description of the subject matter involved in the task. A more complete description of the content of the task might be contained in a linked document.
taskpoint non-displaying	none	numeric/number 10,0	This system-assigned field is no longer used or supported. (system field)
tasksource Source	source_types	char 6 [' ']	The source for the information in this row.
taskcrdate non-displaying	none	datetime/date   [getdate()]	The date that the row was created. (system field)
taskfnum non-displaying	none	char 2 ['12'] {'12'}	The file (table) number for the Tasks table. (system field)
taskcomm no label	none	varchar/varchar2 4000	A free text Comment that may be entered and displayed with this row only. This text is shown in the user's accent text color.
taskcompfl non-displaying	none	char 1 ['N'] {'Y' or 'N'}	A flag indicating whether this Task has or has not been completed. It is automatically set to 'Y' when a completed date is entered in the taskcompdt field. This field (taskcompfl) is used to define a Sort involving non-completed Tasks. (SQL treats blank datetime fields in such a way that simply sorting on the taskcompdt field may not produce the desired results.) To display non-completed Tasks at the top of the display, the Sort definition should begin with the taskcompfl in ascending order. It may then be followed by any additional Sort criteria you want. (system field)
taskdate1	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate2	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskmny1	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny2	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
tasknum1	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum2	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
taskyesno	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
tasklook1	tasks_lookup1	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasklook2	tasks_lookup2	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasklook3	tasks_lookup3	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasktext	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
taskactfil non-displaying	none	char 2	This system-generated field is used to track the primary file to which this Task row is linked (if any). Either 11 for Actions or 66 for Event Actions. (system field)
taskstrttm	none	char 8	The time that the task is scheduled to start.
taskduetim	none	char 8	The time that the task is due to be completed.
taskdate3	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate4	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate5	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate6	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate7	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate8	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdate9	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdte10	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdte11	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskdte12	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
taskmny3	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny4	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny5	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny6	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny7	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny8	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny9	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny10	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny11	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
taskmny12	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
tasknum3	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum4	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum5	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum6	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum7	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum8	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum9	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum10	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum11	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
tasknum12	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
taskchk1	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk2	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk3	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk4	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk5	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk6	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk7	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk8	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk9	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
taskchk10	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
tasktxt1	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
tasktxt2	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
tasktxt3	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
tasktxt4	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
tasktxt5	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
tasklook4	tasks_lookup4	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasklook5	tasks_lookup5	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasklook6	tasks_lookup6	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
tasktype Type	tasks_type	char 6	The Type of Task that is described by this row. The system uses the Outlook Integration field in the lookup table entry that corresponds to the Task Type for this row to determine if this Task is available for integration with Tasks in Outlook, or available for integration with Calendar in Outlook, or not available for Outlook integration.
taskremtim Remind Time	none	char 8	The time that a reminder notice should be generated. A Value entered here will follow the 24 hour clock when stored in the database.
tasklocatn Location	none	char 50	A free text field to note where the Task is to take place.

Indices - Tasks

Index	Primary	Foreign	Unique	Fields	Sort
pk_tasks	Y		Y	taskkey	ASC
tasks02				taskid	ASC
tasks03				taskactid	ASC
tasks04				taskactkey	ASC
tasks05				taskduedat	ASC
tasks06				taskstrtdt	ASC
tasks07				taskremdat	ASC
tasks08				taskuserid	ASC

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