Edit Aero – Task

Navigate to Manage > Aeros. Use the sort and filter features of the grid to find the Task you want to edit and click the blue View button on the left. You can also edit an Aero from many of the Aero Reports.

If you want to edit one of your own Aeros, you can get to the edit screen by clicking the View button on the My Dashboard screen, the E on the My Schedule screen, or the category link on the My Aeros screen.

Edit Aero Screen MenuThe Screen Menu of the Edit Aero screen gives you options to make the current Aero into an Aero Template, to make is recurring (Make it into a Master Aero), or to Clone the Aero.

You can edit the following fields:

Scheduled Start Date *Required The original assigned start date. To change this, click on the calendar icon and choose a new date.
Scheduled Duration *Required The original estimated time the task should take. To change this, click on the clock icon or simply type in a new time. Note that the Scheduled duration needs to be in the hh:mm format.
Due Date If you want to specify a window of time for the task to be performed in, you can add a absolute due date here. For example, if the task is to reconcile accounts, and the Start Date is on the first of the month but it just needs to be completed by the 10th, you can put the 10th in as the Due Date.
Assigned To *Required The team member the task is assigned to.
Type *Required Choose an Aero Type from the dropdown menu.
Company The name of the company the task is associated with.
Contact The main contact for that task.
Status The status of the task (Not Started, In Progress, Completed, Canceled, Deferred). If you change the status to Canceled, it will be deleted.
Priority The task’s priority (Normal, Elevated, Critical).
Hat The job ‘hat’ the staff member is wearing for this task.
Project The project this Aero is associated with (choose from the drop down menu or start typing a project name, company name, or project type to find).
Billable If the box is checked, the time spent doing the task is billable.
Subject: *Required A short title for the task. This will be displayed on the Aero grids and lists.
Description A more detailed description of the task can be written here.
Steps The steps for performing the task. To add a new step, click the Add a new step button, then fill out the fields as follows:

  • Order: You can type in a step number as you are entering it.
  • Complete: This box is checked as each step is completed. If the step has been completed, it will say ‘Yes’.
  • Name: A short name for the step.
  • Description: A more detailed description of the step.
  • Action Link: A URL where some action will be taken during that step.
  • Help Link: A URL containing some sort of help document. This can be internal or external.
  • SOP Id: Type in a procedure number here from your list of procedures
  • Lib Id: Type in a Library procedure number here from the list of Aero Library Procedures
  • Delete: Click the Delete button to delete that step from the task.

When you are done editing steps, make sure you click the Save Changes button in the header of the Steps grid. Steps that have not been saved will have a red triangle in the upper left-hand corner of each field.

Time If the tasked has been started and deferred there will be a blue Time link. Click on the link to see the previous time entries. You can use the sort features of the  grid to find a particular time entry

  • Id: The time entry ID number.
  • Date: The date of that time entry.
  • Team Member: The team member who submitted the time entry.
  • Hours: The hours (or fraction of an hour) spent working on the task in that entry. This number is in decimals, not hours and minutes
  • Note: Any time notes entered during that time block.
  • Billable: Whether or not the time is billable.
  • QB Item: The QB Service Item this time entry will be associated with.

At the bottom of the time grid is a total of all the time that has been spent on completing that task

Company Info If there is a company name in the Company field, there will be a blue Company Info link. Clicking on the link will bring up a company information window with:

  • Accounting Software: What accounting software package the company uses.
  • Email Address: The default email address for the company.
  • Lead Source: The source of the lead (if applicable).
  • Account Number: The account number assigned to this company.
  • Phone: The main phone number for the company.
  • Fax: The main fax number for the company.
  • Website URL: The company’s web address.
  • Type: The company type (Customer, Vendor, Lead, Employee, Owner, Other).
  • Active: If the box is checked, the company is currently active.
  • Address: The company’s physical address.
  • On Hold: If the box is checked, the company is currently on hold, and no further work should be done for them.
  • Create Invoice: Clicking on the blue ‘Create Invoice’ button allows you to go straight to the company’s record in your QBO file and create an invoice.
Company Aeros If there is a company name in the Company field, and there are any other Aeros assigned to that company, there will be a blue Company Aeros link. Click on the link to show the grid of all Aeros for that company. You can use the sort features of the grid to look for a specific Aero. The columns in this grid are:

  • View: Clicking the blue View button will take you to the Edit Aero Screen for that Aero.
  • User: The team member the Aero is assigned to
  • Start Date:  The original assigned start date of the Aero (not the actual start date)
  • Hours: The estimated hours for that Aero.
  • Subject: The title or subject of the Aero
  • Status: The current status of the Aero (Not Started, In Progress, Completed, Canceled, Deferred)
  • Type: The type of Aero.
  • Rec: Whether or not this a recurring Aero (Yes/No)
Vault If the Aero has a Company assigned to it, there will be a blue Vault link. Click the link to see the entries in the vault. You can use the sort features of the grid to look for a specific vault entry. Note: Team members will only see vault entries with security levels that are less than or equal to their security levels. The columns in the vault are:

  • Name: The name of the vault entry.
  • User name: If the vault entry is a login, the user name would be here.
  • Secured Value: This field is encrypted. This is where the password or other sensitive information would go.
  • Description: a short description of the vault entry if needed.
  • Type: The type of vault entry (General, Login, Bank, Notes)
  • Security Level: Assigning a security level control who can see the information. For example, a vault entry with a security level of SL5 could only be seen by team members with an assigned security level of SL5 or higher.
Show More Clicking the Show More button will open up more fields that give you information about the Aero:

  • Email To: If this was originally an email there will be an email address here.
  • Email From: If this was originally an email there will be an email address here.
  • Email CC: If this was originally an email there could be an email address here.
  • Email BCC: If this was originally an email there could be an email address here.
  • Has Attachment: If this was originally an email and it had an attachment, this box will be checked
  • Email ID: If this was originally an email, there will be an ID number here.
  • Email Sent: For an Aero that involved sending an email, this box will be checked to confirm that the email was sent.
  • Email Send Date:For an Aero that involved sending an email, there will be a date here.
  • Email Type: (Incoming, Outgoing, NA) If this was originally an email there will be an email type here.
  • Recurrence Type: (One Time, Occurrence)
  • Deferred Reason: If the task has been deferred, the reason will appear here.
  • Email Template: If the email was created using a template, the template name will appear here.
  • Fixed Fee: If this task is for a fixed fee project, this box should be checked.
  • Changed Occurrence: If this Aero was originally an occurrence of a Master Aero, but has been edited, this box will be checked.
  • Unscheduled: If this aero was created in Aero using the Start Email screen, this box will be checked.
  • Estimated Hourly Rate: If an estimated hourly rate was assigned to this email it will be listed here.
  • Master Aero ID: If this Aero is an occurrence of a Master Aero, the Master Aero ID will appear here.
  • Library Template ID: If this aero was created using a Library Template, the ID number will be listed here.
  • Related Aero ID: If this aero is related to another Aero, there will be an Aero ID number here.
Delete this aero Click this button to Delete the task.
Edit Master Aero If the task is one of a series of occurrences generated by a Master Aero, there will be a Edit Master Aero button. You can click this button to edit the Master Aero. Editing a Master Aero will change ALL Aeros generated by the Master that have not yet been started. Editing a single Aero that was generated by the Master will change only that one Aero.
Close Click the Close button to close without saving.
Save and Close Click the blue Save and Close button to save the task and close the Edit Task window.
Updated on September 15, 2017

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