Beta feature: Internal tasks are in beta and are currently only enabled for selected property management companies. Features and labels may still change. If you would like to use this feature, please contact your Allthings contact person.
With internal tasks, team members of the property management record tasks in the issue management of the Allthings Cockpit that only concern the team – for example, planning an inspection, reviewing a contract or following up on a question to the owners. Internal tasks are not visible to residents.
Content
- What are internal tasks?
- How do I create an internal task?
- How do I edit an internal task?
- How do I find and filter internal tasks?
- How do I manage categories for internal tasks?
- What applies during the beta phase?
- Frequently asked questions
What are internal tasks?
An internal task is a ticket in the issue management that is intended only for team members of the property management. This means there are two ticket types in the Cockpit:
- Resident request: requests reported by residents or recorded on behalf of residents. The requester can be informed about the ticket.
- Internal task: tasks within the team. The requester is always the team member who created the task, and all messages are internal comments.
Internal tasks use the same tools as other tickets: status, assignee, due date, labels and linked tickets. However, they have their own categories, which are managed at company level.
How do I create an internal task?
You create an internal task in the management portal (Cockpit) using the "Internal task (Beta)" button in the issue management.
- Open the creation form: In the issue management, click "+ Internal task (Beta)" next to the title of the ticket overview. The window "Create a new internal task" opens.
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Enter the details:
- Subject: Enter a meaningful title for the task.
- Requester: You are entered automatically. For internal tasks, the requester cannot be changed.
- Location: Select the property, building or unit the task refers to.
- Category: Select a category for internal tasks. Only your company's internal categories are shown here, not the categories for resident requests. If a form is stored for the category, additional fields are displayed.
- Internal comment: Describe the task. The comment is only visible to team members. Optionally, you can add a canned response or an attachment.
- Save: Click "Save Ticket". The internal task appears in the ticket overview with the type "Internal task" and the status "Waiting for assignee".
How do I edit an internal task?
You edit an internal task in the ticket detail view just like other tickets – the difference is that all messages remain internal.
- Identify the type: In the sidebar under "General information", the type shows "Internal task".
- Comment: In the message field, only "Internal" can be selected ("Visible to: Internal"). Messages to residents are not possible for internal tasks.
- Organize: As usual, you can assign an assignee, change the status, set a due date, add labels, change the category and link tickets. Only internal categories are available for the category.
- Requester: The requester of an internal task cannot be changed.
Learn more about the detail view in the article Editing tickets.
How do I find and filter internal tasks?
Internal tasks appear in the ticket overview of the issue management together with resident requests. The "Type" column shows whether a ticket is a "Resident request" or an "Internal task".
- Filter by type: Filter the ticket overview by "Type" to see only internal tasks or only resident requests.
- Create a custom filter: On the left under "Custom filters", click "New filter". In addition to status, category, location and assignee, you can also filter by type, labels and due date there – for example, to get a list of all internal tasks due today or tomorrow.
- Search: In the issue management search, internal tasks are marked with a lock icon and the label "Internal task".
Learn more about filters in the article Ticket search and filters.
How do I manage categories for internal tasks?
Categories for internal tasks are managed per company – independently of the categories for resident requests. To do this, you need admin permissions for the company.
- In the Cockpit, open Companies and select your company.
- Switch to the "Feature settings" tab and select the "Internal task categories" area under "Issue management".
- Click "Add a new category" and enter a name.
For each category, you can:
- set the name in German, English and French,
- store a form whose fields are displayed when an internal task is created,
- deactivate the category so that it can no longer be selected,
- delete the category as long as it is not yet used in any task.
If a category is already in use, the message "The task category is already in use in a task." appears when you try to delete it. In this case, deactivate the category instead.
Learn how categories for resident requests work in the article Creating and managing categories.
What applies during the beta phase?
- Internal tasks are only visible to property management companies for which the feature has been enabled. Without activation, neither the "Internal task (Beta)" button nor the "Type" column is displayed.
- Features and labels may still change during the beta phase. This article will be updated accordingly.
- What stays the same: you continue to create and edit resident requests as usual using the "+" button in the issue management.
Frequently asked questions
Can residents see internal tasks?
No. Internal tasks and their comments are only visible to team members in the Cockpit.
Can I convert a resident request into an internal task?
No. The type is set when the ticket is created. However, you can link a resident request to an internal task.
Why don't I see the "Internal task (Beta)" button?
During the beta phase, the feature is only enabled for selected property management companies. Please contact your Allthings contact person.
Why don't I see the "Internal task categories" area?
Managing the categories requires admin permissions for the company.