This article describes the various menus along the top of the main TaskMax window. There are other articles that cover the various processes within StrataMax, which can be viewed from the main TaskMax Online Help page.
File
The File menu contains the settings, configuration, and links to other StrataMax menus that relate to TaskMax, for the user's convenience.
Configure
This holds all configuration items for TaskMax and its connectivity to other StrataMax modules or menus. The TaskMax Configuration article explains this menu in great detail.
Email Template Setup
Please refer to the Email Template Manager article to learn how to manage email templates.
Specific Contact Email for Work Orders and Quotes
Each contact can include a specific email address, which will be used for its designed purpose. This includes being able to assign an email address to be used in TaskMax for Work Orders and Quotes. To use this feature, when creating or editing a contact, ensure that the required email address is set for Work Orders.
Preview Orders
Select this option to preview all quotes and work orders before they are issued to the contractor. If enabled, a tick will appear next to this option.
Print Copy Orders Always
Tick this option to print a duplicate copy when a work order is issued.
Printer Setup
This option will open the Printer Setup screen. In this section the letterhead, template, printer and printer tray can be selected for the various documents that relate to work orders and quotes in TaskMax. This is also accessed via File / Configure. These documents are:
Work Orders
Used when the Print button is clicked in the Work Order Entry screen.
Quotation Requests
Used when the Request Quote button is clicked in the Work Order Entry screen.
Work Order Cancellation
Used when Cancel Order button is clicked in the Work Order Entry screen.
Quote Rejection - Received
When a quote is accepted, this will be used to notify any unsuccessful contractors with a quote with a status of B-Received.
Quote Rejection - Sent
When a quote is accepted, this will be used to notify any unsuccessful contractors with a quote with a status of A-Sent.
Quote Cancel - Received
Used when the Cancel Quote button is clicked in the Quotes screen, on a quote with a status of B-Received.
Quote Cancel - Sent
Used when the Cancel Quote button is clicked in the Quotes screen, on a quote with a status of A-Sent.
Originator To Advice
Used to notify the Work Order's Originator that the Work Order has been issued. The Use Letter for Originator box must be ticked in the TaskMax System Settings, as well as the tick box next to the Originator's address in the Work Order Entry screen.
Originator Cancellation Advice
Used to notify the Work Order's Originator that the Work Order has been cancelled. The Use Letter for Originator box must be ticked in the TaskMax System Settings, as well as the tick box next to the Originator's address in the Work Order Entry screen.
Copy To Advice
Used when the Use Letter for Copy To Others box is ticked in the TaskMax System Settings.
Quote Confirmation
Used when the Print Confirmation button is clicked in the Quotes screen to send a letter to recipients, along with the contractor's quote. The quote must have a status of B-Received.
Change a TaskMax Template
TaskMax templates are applied globally, which means all buildings will use the same templates for their TaskMax documents, available in this screen.
- From the list of documents, select the document that needs a different template.
- Click the ellipsis button [...] next to the Template name to choose a new template for the selected document.
- In the Template Selection screen, select a template, and click the Preview button preview it.
- Click Options > Preview Style to chose either merge field numbers or names in the preview.
- When the template has been decided, click the Select as Global button.
Change a TaskMax Printer and Paper Source
A specific printer and paper source on the printer can be chosen for each document type in TaskMax. Meaning, for example, work orders can be printed on the office Hewlett Packard printer, whilst quotes can be printed on the strata manager's Canon printer. These steps can be completed for each TaskMax document.
- In the Printer Setup screen, click the Name: drop-down menu to select a different printer.
- By clicking the Properties... button, the printer's specific settings window will appear. This screen will differ between printers, depending on what features and capabilities it has.
- Click the Paper Source drop-down menu to select a different tray or source. This list will differ between printers, depending on what features and capabilities it has.
- Tick the Save as Default box to retain the above printer and paper source for all documents within the menu that Printer Setup was opened.
- Choose the number of copies to be printed.
- Once all options have been set as required, click OK to close the Printer Setup window.
Work Order Instructions
The Instructions field is contextual and will change with each document that is selected from the list. The text here will print on the document selected, provided the template chosen contains merge field 76 (see Preview Style in the Template Selection screen, mentioned above). This is a global field, meaning the text here will apply to all buildings.
Process Periodic and Future
Clicking this option will process any active Periodic and Future work orders that have a due date on the StrataMax working date or prior. This must be done regularly as these are not issued automatically.
View Phone Log
This option displays details of phone calls made using the Contact function within StrataMax if a soft phone has been installed on the computer and integrated with StrataMax.
Account Manager Edit
This option is here for the user's convenience and opens the Account Manager Edit menu.
Creditor Invoices
This option is here for the user's convenience and opens the Creditor Invoices menu.
Change Password
This is a legacy option, which is no longer used, and can safely be ignored.
Insurance Claim
This option is here for the user's convenience and opens the Insurance Claims menu.
Open Jobs Monitor
This option displays a list of jobs and the users that have them open. This checks all users logged into StrataMax the client's office. Clicking the Delete button will not delete the work order from StrataMax - it will simply remove the entry in the list.
Update Periodic Issue Method
This is used to update the method by which contractors receive their work orders. This should be clicked if a periodic work order is active, and the Issue Work Order by field (15) in the Creditor Maintenance menu is updated for the contractor.
Compliance
This option is here for the user's convenience and opens the Compliance menu.
Alternate Letterhead List
This is a legacy option, which is no longer used, and can safely be ignored.
