RB User Guide > Calendar > Jobs > Scheduling jobs

Entering tasks

All jobs include a default task, which is set in Lists > Jobs. You can change the task in a job if the job does not require the default task, but all jobs must have at least one task included. A job can have an unlimited number of tasks. You can enter tasks in a job when scheduling it or at any time later.

  1. Access job

    1. From Calendar > Jobs (List View)/Jobs (Monthly View)/Jobs (Weekly View)/Tasks, and open the job. See Scheduling jobs, Searching task assignments, or Searching in RB.
    2. In the View Job window, click Edit.
    3. In the Edit Job window if the Tasks panel is not already open, scroll or jump to Tasks pane and click plus icon.
    TIP: Task creation shortcut

    Instead of clicking into a job and scrolling to the Task pane, use the shortcut in the Tasks (List View) function. After finding a job you want to add a task to in Tasks (List View), click options button > New. Then enter the task as described next.

  2. Enter task

    1. In the New Task panel, enter text or make selections:

      • *Task

        Required. List of task types. Check the box(es) of task type(s) involved in the job. Task types, including the default, are defined in Lists > Jobs.

      • *Order Date

        Required. Default is job date.

      • Due Date

        Deadline for the task(s). Leave blank and RB will calculate due date(s) using the default deadlines set in the ordering firm’s Task Due Days pane, or if the firm has no preferences set, from the assigned BU’s Task Due Days pane. (See Entering default task deadlines.)

      • Resource

        Click assign resource button to assign a resource. Each task can have only one resource. If you are entering multiple tasks at once, selecting a resource here will assign them to all the tasks. You can add or change the resource later. See Assigning resources from within a job.

      • Notes

        Unlimited character count. Any notes about the task. Text entered here appears on the Assignment Notification form in the optional Tasks Notes data field. See Sending individual assignment notifications and Sending batch assignment notifications/cancellations. To customize the appearance of the notes, see Customizing notes & remarks.

  3. Save task

    1. In the New Task panel, click Save. The panel closes, and the new or updated task appears in the Tasks pane of the Edit Job window.
    2. If you assigned a resource, RB prompts you to send an assignment notification to the resource (if you have the resource’s email address on file). See Sending individual assignment notifications. Or if you prefer to send all of a day’s assignments at once, click No in the prompt and use Send Assignment Notifications/Cancellations.
    3. To add files to the task’s repository or update the task, click the task hyperlink in the Tasks pane and see Updating tasks.
NEXT: Assigning resources or confirming jobs

If you pre-assign resources, you can assign them to tasks as you create the task or after you have saved the task. See Assigning resources. You can also assign all of a day’s resources quickly using Quick Assignments (RB9 only). If you prefer to wait until you have confirmed a job before assigning resources, see Confirming jobs.

NOTE: Review upcoming tasks

To be sure you do not overlook tasks and to catch errors, use Tasks (List View) or Tasks (Monthly View) to search for all jobs for tomorrow, next week, or that meet other criteria. Review the results and update or add tasks to the jobs as needed.

Reference
Step-by-step instructions