Automatically Create a Task for all User

[chrislynch8]

Hi,

Just a quick question, In Sugar how would I set up a task that has to be repeated every 4 weeks for all users.

I would like to be able to say every fourth friday job costing much be submitted to the Accounts Departments, so every four weeks a task will be set up that all users can see?

Rgds
Chris

[sugarcane]

Hi Chris,

this could be set up via workflow if you are using Pro or Ent. Unfortunately, there is no workflow in CE. This would need to be custom coded.

[chrislynch8]

I have the Pro version, but I can't see how I can create a Task and assign it to all Global every four weeks?

Rgds
Chirs

[sugarcane]

Hi Chris,

you have a few options. First, since you are on Pro, you can create a Team notice that will appear on the teams dashlet on the home page. You can specify the date range you want the notice to appear, and for which team. For more about Team Notices, you can click here

If you are using the outlook plugin, you could potentially create a recurring task in outlook which is assigned to multiple users. Then, you should be able to sync Outlook with Sugar, and the tasks would be imported into Sugar.

Your other option is making use of the Workflow. The easiest way to make this work would be the following:

Create a time based workflow let's say on the Cases module that is applied to new and existing records.
Create a condition: When a field in the target module changes to or from a specified value: priority
Specify new subject value: Priority = Medium for at least 30 days

Create a second condition:
When a field in the target module contains a specified value: Subject equals: "Job Costing for Accounting Department"

Create an email alert: create an email body or email template. For the email recipients, select All users in a specified team Team using address To:
select the Global team.

Create an Action:
Update fields in the target module
Modify the priority
Set the priority = High

You now want to create one more Workflow item.

You will want to create another Case based workflow item (based on the scenario above), but this time, when record is saved.

Set up the following conditions:
1.When a field in the target module changes to or from a specified value:
Specify new " Priority: " Is High
Specify old " Priority: " Is Medium

Create a second condition:
2. When a field in the target module contains a specified value: Subject equals: "Job Costing for Accounting Department"

Create an Action:
Update fields in the target module
Modify the priority
Set the priority = Medium

Now create a Case in the system with a subject of "Job Costing for Accounting Department" and a priority of Medium. 30 Days from now, the first workflow will run, and all users of the Global Team will be alerted. At the same time, the priority of this workflow will change from Medium to High.

Then, the second workflow item will now trigger, and this workflow will change the priority from High back to Medium. This will reset the first workflow, which should trigger in 30 more days.

[chrislynch8]

Hi,

Thanks for that.

I wasn't sure how to get my head around the sequence.

Rgds
CHris