August 2015 Release
eTASK Operator Responsibility Suite
New Feature: Better Overview During the Implementation of Operator Concepts
To provide a better overview during the implementation of operator concepts, even for extensive building and facility portfolios, various evaluation and editing views have been created. These views allow the user to identify missing data and settings and then update them directly via links to the corresponding data records.
eTASK Dunning
Improvement: All relevant information regarding the reminder is now included directly in the email notification
The output of the automatic dunning run has been expanded to include details about the company, the customer, and the invoice amount. This way, recipients of the automatic dunning run can see all relevant information regarding the dunning notice directly in the email notification.
eTASK FM Procurement
Improvement: The billing sheet now complies with legal requirements for vendor credit note settlement
The settlement sheet (document for services reported back by a contractor) now contains all data required by law for a credit memo settlement (incoming credit memo). Additionally, partial payments and final payments are shown separately.
Improvement: Settlement sheet for the credit note procedure now also includes gross values
The settlement sheet for the credit note procedure for framework contract services provided by external service providers now includes gross values (including sales tax) in addition to net values.
eTASK Building Diagnosis
Bug fix: Transfer of budget items from a building diagnosis
A problem has been fixed where, in some cases, not all items from a building diagnosis were created as budget items.
Bug fix: Saving text with line breaks in the wizard
Point assignments in the Building Diagnosis wizard can now be saved even if the selected text contains line breaks.
eTASK Operating Cost Settlement
New feature: New control report with all relevant settings for a building’s operating cost billing
This report provides the user with a direct overview of a building’s “operating cost billing profile.” The report clearly lists which general ledger accounts are allocated to a building’s tenants using which allocation keys and via which operating cost type. Previously, this information had to be gathered from various forms.
Bug fix: Cost allocation in line items of incoming invoices
A display error has been fixed that, in some cases, showed a distribution to a cost center even though no distribution had been selected. It is now no longer possible to select a distribution type that is not relevant for operating cost billing.
eTASK Cost Entry
Bug fix: Preventing duplicate payments with direct debit authorizations for recurring invoices
Documents from recurring invoices are no longer mistakenly included in a SEPA payment run if a direct debit authorization has been issued for them. This prevents the risk of duplicate payments.
Improvement: Expansion of the routine for checking for duplicate invoice numbers
The routine for checking for duplicate invoice numbers when entering an invoice now excludes invoices that have already been canceled from the check. This makes it possible, for example, to re-enter an incorrectly entered invoice—which has already been processed and therefore cannot be deleted—using the same invoice number (and invoice date).
Improvement: Addition of the "BK Year" column to the posting journal
The posting journal has been expanded to include the "BK-Year" column. This allows you to quickly and easily verify whether incoming invoices are correctly allocated to tenants in accordance with legal requirements. This is particularly helpful for identifying invoices that are posted in financial accounting after the end of the calendar year but must be allocated to tenants for the previous year.
eTASK Rental
Improvement: Expansion of the eTASK Rental license
Accounts receivable can now be managed by default with a license for eTASK Rental.
eTASK Training Management
Paid Feature: Automatic Reminder for Required HSE Training
By specifying the "lead time for reminder" for an HSE function, the coordinators responsible for that HSE function now automatically receive an email notification when assigned employees within the coordinator’s area of responsibility require refresher training. The system thus provides sufficient advance notice of necessary employee training and enables coordinators to plan the relevant training more efficiently.
Paid feature: New controlling report to ensure coverage of HSE functions by designated personnel
The report allows an HSE coordinator to ensure at a glance that a sufficient number of employees are assigned to a specific HSE function in the buildings within their area of responsibility (e.g., whether first aiders are available on all floors). The report lists the assigned employees by name and also includes information on their training status as well as any planned relocations.
eTASK Service Ticket
New feature: Comprehensive overview and centralized search across all service tickets
In the new "Overview of Open Tickets" view, coordinators can now get a detailed overview of all open tickets at a glance. The view offers search and filter functions that go far beyond the capabilities of the service list. For example, service tickets can be filtered by subcategory, priority, or location. Ticket lists compiled in this way can also be exported to Excel and saved as favorites, just like any other list in eTASK.
eTASK Maintenance
Bug Fix: Saving Orders with Objects
A bug has been fixed that prevented maintenance orders with objects from being saved under certain conditions.
Bug Fix: Consistent Use of the German Date Format in Emails
Emails sent automatically from eTASK Maintenance now always use the German date format (09.06.2015) instead of the English format (6/9/2015).
Improvement: Improved automatic processing of fax and email responses to maintenance orders
Fax and email responses to maintenance orders are now processed even when contrast is low. This allows for a higher response rate, particularly for email responses where the response cover sheet is attached as a grayscale scanned file.
Improvement: Bar charts for all statuses in the acceptance control report
The acceptance control report has been expanded to display all statuses of the maintenance workflow. The statuses are represented by separate bar charts.
eTASK FM Portal
New feature: Increased system security through regular password changes
Users with a local password can now be automatically prompted to change their password at regular intervals. Your administrator sets the change cycle via a system parameter (e.g., every three months). If a password is entered incorrectly multiple times, the account is locked. The system prevents the reuse of previously used passwords during password changes. This new feature significantly enhances system security against unauthorized access.
New Feature: Automatic Email Notification for Contract Resubmission
The ability to specify a "resubmission date" for a contract is expanded with this feature to include an automatic email notification when that date is reached. The system thus proactively informs the subscriber(s) of upcoming resubmissions. The notification interval (e.g., weekly) and the follow-ups to be considered (e.g., all follow-ups in the next 14 days) can be individually configured in the system via corresponding system parameters.
Bug Fix: Plugins with Text Changes
Plugins that customize a field’s description on a per-customer basis no longer replace umlauts with special characters when automatically executed after an update.
Bug Fixes
Fixes for various minor bugs and corrections of typos in various modules.
Bug Fix: Correct display of all workflow steps in the workflow history
In the workflow history, all previous and subsequent workflow steps are now displayed correctly when an automatic step change occurs (e.g., advancing to the next step upon reaching a specific date).
Bug Fix: Loading Speed of View Reports
An issue has been resolved where View reports would load indefinitely under certain conditions. This change speeds up the loading of View reports.
Bug fix: Compatibility with Internet Explorer 9 & 11
Resolution of various compatibility limitations with Microsoft Internet Explorer versions 9 and 11.
Paid Feature: Enable CSV as a Format for "Automated Export Tasks"
The feature for automatically exporting configurable data from the eTASK.FM portal now also supports CSV files.
Improvement: Restriction of access rights for workflow applicants only
With this technical enhancement, users can now start a workflow via the "MyFM" menu item without requiring any additional rights in the system. Users who are authorized to create a service ticket, for example, no longer need access rights to the list of all service tickets.
Improvement: Improved display at resolutions below the system requirements
For portals with a long support text in the status bar, the "Logout" button is now displayed even if the resolution of the monitor being used is below the supported minimum (as per system requirements).
Highlight: Working with "Individual Attributes" completely revamped
The display and editing of custom attributes in an object form have been completely redesigned and now offer significantly improved usability. Custom attributes can now be edited directly within the object form. This completely eliminates the previous need to navigate to a separate form. Individual attributes can also be defined as required fields and must then be filled in when saving the form. To keep the object form manageable, the height of the attribute section is limited. If an object type has a large number of individual attributes, a scroll bar appears in the section.
Highlight: New, improved layout for all forms
The layout and typography of all forms have been revised for improved usability. Sections and headings are presented more clearly in the new layout, allowing users to navigate more easily, especially in "large" forms. The new layout also allows multiple sections to be displayed side by side within a single form. This makes better use of the monitor’s width and provides more information at a glance. You can get a sense of this “column-based section display” in the “HR Form,” for example. In the future, we will transition additional forms to this multi-column view where appropriate.
eTASK Key Management
Improvement: Key issuance to manually entered individuals now possible
Keys can now be issued to individuals who are not recorded as personnel records in the system and for whom no company is recorded. The "Key Issuance and Return Log" reports have been adapted to display individuals without company information.
eTASK Visitor Management System
Bug fix: Correction in the Web Service for drawing display
Following the resolution of an error in the Web Service for the visitor management system, drawings are now displayed correctly again.