Task Manager Setup

Task Manager: Setup & Manage in Dental4Web

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The Task Manager helps dental practices efficiently manage administrative tasks. (Patient related care tasks - this follow up feature is coming soon).
  1. It can streamline daily workflows by organising and tracking tasks, ensuring clinic staff remain aligned, coordinated, and productive.
  2. By centralising task management, teams can clearly prioritise work and reduce manual follow‑ups.
  3. The Task Manager also supports the automation of routine administrative processes, improving collaboration among team members and enabling a more effective use of time and resources throughout the clinic.

Task Manager Overview

Tasks & notifications can be accessed directly from the Task Manager page or from the toolbar on any page in Dental4Web.
  1. From the navigation menu > Task Manager > 
    1. My Tasks page: Tasks assigned to you or created by you.
    2. Collections page: View task groups organised by project or topic.
    3. Settings page: Setup & manage user groups (teams) and tags.
  2. Alternatively, both My Tasks & Notification icons are found in the toolbar at the top right.
    1. Available in any page in Dental4Web.
    2. The My Tasks icon: 
      1. View tasks due today, upcoming, overdue (date ranges can be edited for upcoming, overdue)
      2. Open Task Manager
      3. Create a task
    3. The Notification icon:
      1. View a list of all notifications with the icon is clicked.
      2. Number of upcoming notifications is marked and on the icon.
      3. Ability to get to task details by clicking on the [task name] link.
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Task Manager Setup

General Settings

The required settings exist by default. 
These settings can be found in: Location Setup > General page > Group: Other
  1. Push Timeout: Number of seconds a push notification is displayed on the screen
    1. The amount of seconds it takes for Task Manager notification to be displayed 
      1. 10 sec (default)
  1. Show only Task Manager objects and their attributes for the current location
    1. For multi location practices. Show all location tasks or current location only
      1. No (default) = Shows all location tasks
      2. Yes = Shows only local/current location tasks

Security & Permissions

Security access for the Task Manager module is on by default. 

Further to the Module security; permissions for user groups and/or individuals can be reviewed and edited by Admin
Alert
It is advised that access permission is setup for groups and / or individual users before commencing use of the module. 



Info
Learn more about using security permissions here.
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Task Manager: Settings

  1. Click the navigation menu > Task Manager > Settings page

Setup User Groups Teams

A custom team can be created and users added. Tasks can be assigned to the team. For example: Front desk related tasks can be assigned to the Front desk team. 
In the User Groups tab:
  1. Click Create Team 
  2. Type Team Name > click Create
Notes
User groups exist by default for Providers & Staff. 

Allocate Members to the Team

Add users to the selected team:
  1. Click +Add users 
  2. Use search field to find the name or tick boxes of names in the list
  3. Click Add selected to Group

Edit Team Name

The selected team name can be edited.
  1. Click the Edit icon  
  2. Type in the name
  3. Click Save

Delete Team

A team can be deleted if no tasks are assigned
  1. Click the Edit icon  
  2. Click Delete Team

  3. Click Save
  4. If the team has assigned unfinished tasks, the following message will appear

Create Tags

Tags are labels you can attach to tasks to help with categorisation and filtering. Examples: "Admin", "DVA", "Urgent", "Stock Checks"
In the tags tab:
  1. Click + Create Tag
  2. Type Tag Name > click Create

Edit Tag Name

The selected tag name can be edited.
  1. Click  Rename
  2. Make the changes
  3. Click Save

Delete or Archive a Tag

The selected tag can be deleted or archived. 
  1. Click Delete
  2. Select Archive this tag (removes availability in any new tags) or Remove this tag from all tasks (includes where in use currently).
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Task Manager: Collections

Collections are groups that help you organise related tasks together: similar to folders or projects. For example, you might create a collection called "DVA Claims" or "Steri Room Tasks" 
  1. Click the navigation menu > Task Manager > Collections page
    1. On the left you will see: 
      1. • All Tasks: Shows every task across all your collections in one view.
      2. • I'm Watching: Shows tasks where you are listed as a Watcher.
      3. • Collections: Each collection you belong to appears here as a folder.

Create New Collection

  1. Click Create Collection 
  2. Enter collection name
  3. Click Create

Edit a Collection 

The selected collection name can be edited. 
  1. In the Settings tab, click into the Name field
  2. Make changes 
  3. Click Tab key to save the changes

Delete a Collection

The selected collection name can be deleted. 
  1. In the Settings tab, click Delete Collection

View History of a Collection

History of the selected collection can be viewed.
  1. In the History tab, view the list of this collection by date
  2. Use the Search field to look for specific details if required
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Collection Collaborators

You can share a collection with other staff and control what they are allowed to do. 
  1. Click the navigation menu > Task Manager > Collections page

Add Collaborators

Add the collaborator to the selected collection name. 
  1. In the Settings tab, click +Add
  2. Give Access Rights: 
    1. Read: View tasks in collection only but can not make any changes
    2. Read, Edit: View and modify tasks (e.g. add, update fields, add comments)
    3. Read, Edit, Delete: Full access
  3. Select the Type:
    1. Individual Users, Teams, Provider groups or Staff groups
  4. Click Save
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Task Manager: My Tasks

My Tasks page shows how many tasks are due today, upcoming or overdue.
New tasks can also be created directly from the My Tasks page.