Managing Workflow Tasks in Link Capacity

Assigning New Tasks

Tasks are assigned to team members in the Scheduled Tasks Module in Link.

Reassigning Tasks

Tasks can be reassigned to a different month, or to a different team member. To do this simply click into the ‘due date’ or ‘assigned to’ fields and update these. When you make the update the task will not move straight away in case you make an incorrect edit. The task will instead be moved to the new person or due date when you hit ‘Publish to Xero’.

Drag and Drop

Tasks in Workflow can be dragged and dropped to help with prioritization of work. To drag a drop a task, grab the handle on the far left hand side of each task and drag it to the location you want it.

Tasks cannot be dragged between groupings. Drag and Drop is also disabled when other edits have been made on the page, such as tasks being moved to a different team member or due date. If drag and drop is disabled, publish the changes on the page to resume this functionality.

Multi Select

Multi-select allows you to bulk edit tasks. There is no ‘select all’ option due to the volume of records that could exist on a page at any one time. Instead, you can hold the shift key on your keyboard for selecting large groups of tasks. To do this, make your first selection by checking the box, then scroll down and select the last item in your chosen list while holding down the shift key. This will select all the items between your two selections.

Once you’ve made your selection and made your bulk updates, use the crossmark at the top of the table to unselect all your checkboxes.

Publishing to Xero

The ‘Publish to Xero’ button will be inactive when you first visit the page. Once a change that requires a publish is made, the button will be activated and appear green. Changes that require a publish are updates made to the ‘Due Date’ and ‘Assigned To’ fields. Once you have finished making all your desired changes, you can hit ‘Publish to Xero’ which will queue all the changes you have made to Xero Practice Manager, then the table will be refreshed with your updates.

Dragging and dropping tasks doesn't need the ‘Publish to Xero’ button. It automatically saves as you move things around. You can do this as much as you want without needing to publish.

Task statuses also save automatically as you make changes. Unlike drag and drop however, they need calculations and sometimes need to be sent to Xero Practice Manager, such as when a task is completed. When you complete a task, it's automatically queued to update Xero Practice Manager, and capacity calculations are run. The table then updates in the blink of an eye without bothering you. This means you can update statuses freely without needing to publish.