Help CenterKnowledge BaseTaskMapper - Account Administration

TaskMapper - Account Administration

Last updated October 30, 2024

TABLE OF CONTENTS

Setting Up Personal Account

1. General Settings

(Profile Settings >> General)

Profile information can be updated in the Profile settings. Under the general section, details such as Profile picture, First Name, Last Name, Email, Mobile Number, and Timezone can be updated.

Figure 1: Profile Settings

2. Security Settings

(Profile Settings >> Security)

To change or update your password, navigate to the Security section. The Security section also displays all active sessions associated with your login. To log out of other sessions, click 'Log out of other sessions'.

Figure 2: Security & Change Password

3. Notification Settings

(Profile Settings >> Notifications)

To manage your notifications, head over to your profile settings. From there, you can customize your preferences to determine how you receive them. You can enable or disable desktop notifications or accept them only for mentions in conversations or comments, activity updates, or shared items. It's all up to you!

Figure 3: Profile Settings
Figure 4: Notifications

Language Selection

Click the language icon next to the search bar to set your preferred language. You can choose the language you feel most comfortable communicating in from the drop-down menu. It's important to note that TaskMapper supports many languages, including English, Japanese, Spanish, Portuguese, and German. However, TaskMapper can process any text or language you input regardless of your chosen language.

Figure 5: Language Selection

Account Administration

Organization & Asset Details

(Account Setting >> General)

Organization details can be updated on the Accounts setting page. Under the general section, details such as the organization's name, address, and logo can be updated.

Figure 6: Organization Details in Account Settings

2. Metadata fields for assets

(Account Settings >> Asset Settings)

Metadata fields provide additional information about assets, such as AC & DC capacity, asset area, and asset type. They are common for all organization assets.

Figure 7: Asset Metadata fields
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NOTE: Asset Metadata fields are also visible in the Asset Dashboard. That's really helpful for keeping track of important information about each asset.

Figure 8: Metadata Information in Asset Dashboards

You have various options for fields, including text, checkboxes, radio buttons, email and mobile number fields, money fields, dropdown menus, URL fields, and date fields.

Figure 9: Adding new Asset Metadata field

Group assets

To organize your assets on the home page, you can group them using the dropdown fields in the asset metadata. By selecting the appropriate dropdown fields for each asset, you can easily categorize them and quickly find what you need. 

Figure 10: Group Assets

Switch asset view

You have three options to view assets: tile, map, or list view. Click the ellipsis to see the assets and their information in the tile view. Alternatively, you can view the asset pinned on the map. You can see the list of assets and their information in the list view. Choose the view that works best for you!

Figure 11: Switch Assets View

Search asset

Figure 12: Asset Search

Files

Access and manage all your project documents in one place. Upload, share, and store datasheets, warranties, approvals, and more.

Figure 14: Files and folders

Create your folder structure

To create a new folder, click the 'Upload' drop-down menu and select 'New folder'.

Figure 15: Create a new folder

Upload files/folders

To upload files or folders, click on the 'Upload' drop-down menu and select 'Upload files' for files only or 'Upload folders' to upload the entire folder.

Figure 16: Upload files/folders

Categories

(Account Settings >> Categories)

Organizing tasks and forms can be daunting, so categories are so helpful. They allow you to sort your tasks and forms into groups, making it easier to navigate, sort, and find what you need quickly.

Figure 17: Categories
Figure 18: New Category
Figure 19: Adding a Sub-Category

Task Templates

Create your task and checklist  templates :

Task templates streamline creating and assigning repetitive activities. Once created, a template can be shared organization-wide or limited to a specific project. Reusing the suitable template accelerates task creation.

Figure 20: Task Template
Figure 21: Checklist Template

What can you do with Task templates?

Scheduling information like assigned teams, reviewers, start and due dates, priority, and frequency for recurring tasks can be stored in Task templates. Users with Manager or Template Manager level permissions can add Task templates, which can be pre-defined at an organization or project level. 

All project teams can share task templates created at the organization level.

Click  here  to learn more about Tasks

Form Templates

Create your form templates:

A new template in the Forms UI allows you to choose between creating a stand-alone form or a Workflow. 

Figure 22: Stand-alone Form Template or a Workflow Template

A form template can be defined for any repetitive data capture. It standardizes the data fields to be captured, and specific information can be mandated. Geofencing and the time stamp can also be used to assure auditable records and data integrity.

Form Builder

The intuitive drag-and-drop builder offers pre-defined formats and fields. Available templates can be previewed, allowing users to customize specific fields in pre-existing form templates for a specific use.

Click  here  to learn more about Forms

Figure 23: Form Builder

User Administration

1. User invitation at the organization level 

(Account Settings >> Users)

When it comes to providing access to TaskMapper, you've got a few options. If you have admin or manager access at the Organization level, you can easily invite new users directly. Or, if you need to add multiple users at once, you can simply use the shareable link feature and send the link via email to grant them access.

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Note: If a user will be responsible for multiple assets, it is recommended that they be added at the organization level. This way, the user can easily access and manage all assigned assets. This streamlines the management process and ensures the user has the necessary permissions to handle all assets efficiently.

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Figure 24: User Invitation by Email
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Figure 25: Shareable Link for Multiple Users

2. User list in Organization Level

The platform has two lists available: Members and Invitation. The Members list contains the users who have accepted the invitation, while those who have yet to are enlisted under the Invitation List.

Figure 26: Members and Invitations

If any users on the invitation list fail to accept the email invitation within 72 hours, a new invitation will be needed. You can easily send the new invitation from the invitation list.

Figure 27: Resend Invitation
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NOTE: If you decide to revoke someone's invitation, they will no longer be on the list and will not be able to accept the invitation to link that has already been sent.

Teams & Roles

1. Teams 

(Account Settings >> Teams)

Teams are a great way to organize people working on the same project. Managers can easily assign tasks and share information, making the process efficient and ensuring everyone is on the same page. Consider using teams to keep everything organized.

Add users to a team

Figure 28: Adding Users to a Team

Add roles to a team

Figure 29: Adding roles to a team

2. Roles

(Account Settings >> Roles)

Creating permission sets and assigning them to teams, users, and multiple users via roles is an effective way to manage and organize permissions. This method helps streamline workflows, increase productivity, and maintain a secure and efficient system.

Figure 30: Roles

Assigning a role to users

Figure 31: User Role Assignment

Assign a role to a team

Figure 32: Teams Role Assignment

What do the various access levels mean for each permission you see in users and roles?

FeaturesBASICADVANCEDMANAGER In addition to Advanced permissionsADMIN In addition to Manager permissionsTEMPLATES MANAGER In addition to Advanced permissions
GeneralThis is view only permission to the user. The user will only be able to view assetsThis is a default permission for all invited users.Can view organization details, billing details, payment details, all active users and teams, project metadata, categories and files. Can view permissions set for all users. Can activate/ deactivate users.Can view projects and update project details, update organization details, update billing details, invite users, add/modify teams & categories, and view shared files.Can modify users, teams, and roles. Can modify billing details.Not Applicable
TasksCan view and access own or assigned Tasks. Can record observations.Can create and assign new tasks and complete and submit assigned tasks and own tasks.Can create, assign, modify and close all tasks, use existing tasks/checklist templates, and use organization task/checklist templates across projects.Can view, modify and close all tasks. Can create, modify and use task templates. Can import task templates shared by other assets.Can view, create and modify task templates.
FormsCan view and submit assigned forms. Can view Public forms, Submissions, and Reports.Can create and assign new forms, view and submit assigned forms, and view and export responses.Can create form templates and assign and view responses. Use organisation workspace templates in projects.Can create/modify form templates and instances. Can import shared templates from assets. Can view responses.Can view, create and modify form templates. Can import templates from other assets.
DocumentsCan view/ edit all shared files/ folders based on permissions provided. Can download, view versions, archive or add tasks to files/ folders that are shared.Can access shared documents, upload and share files and folders, and transfer ownership of files and folders.Can view all documents and create and share documents. Can share docs with guest usersCan modify all create and share documents. Can share docs with guest users.Not Applicable
MapsCan view publicly shared location information. Can mark up Maps and Convert mark-ups to Locations to share with other users. Can access and complete assigned Tasks on Maps.Can add markups, tag locations, link locations to drawings, create and assign new tasks and complete and submit assigned tasks and forms.Can view all locations, including private locations, and associate tasks & forms with themCan view all locations, including private locations and associate tasks & forms with them. Can create new locations and mark them as privateNot Applicable
PlansCan view publicly shared plans with all markups and annotations.Can view publicly shared plans with all markups and annotations, annotate, create and assign new tasks and forms, and associate tasks with locations.Can view all plans, including private plans. Can create, modify and share annotations.Can view all plans, including private plans. Can mark plans as private. Can create, modify and share annotations.Not Applicable
SchedulesCan view and access shared schedules. Need edit permissions to submit reports and update progress.Can view and access shared schedules. Need edit permissions to submit reports and update progress.Can create and view schedules in all accessible assets.Can create, view and modify schedules in all accessible assets.Not Applicable
ReportsCan view Project Management dashboards. Can download and print Project Management reports. Can view all other shared dashboards.Can view all dashboards.Can view and share all dashboards.Can create, view, share and modify all dashboards.Not Applicable
InventoryCan view warehouse-level stock and item details.Can view warehouse-level stock and item details, records of all transactions, and download historical records.Can create and modify all transactions.Can access, view, create and modify all items, transactions, warehouses and vendors.Not Applicable

Table 1: Permissions for Users or Roles

FAQs

How to log in?

Web-version:

Enter the URL  https://app.taskmapper.com/  and enter your login name (Email address) and password to log in.

Mobile App:

Click on the icons below to install the app on your mobile device.

 Link 

 Link 

Enter the username and password to log in.

How to invite members?

There are multiple ways to invite members to your organization and assets.

Method 1: Invite your team

To invite users, you can enter their email addresses individually or share the invite link through email to invite multiple users.

Method 2: Invite members 

(Account Settings >> Users >> Invite members)

How to reset your password?

If you cannot access your account with your current password or have forgotten it, click the 'Forgot Password' link. You will be prompted to enter your email address and receive a password reset link.

How to enable/disable notifications?

Notifications can be enabled or disabled from the profile settings. Please find the steps below to access notification settings. Profile Settings >> Notifications

How to change a password?

It's advisable to change your password regularly for better security. You can easily change it by accessing your profile settings and selecting the security option. Profile Settings >> Security

How to update your profile?

Users can update their profile in the profile settings. Information such as profile photo, first name, last name, email, mobile number and time zone can be updated in Profile settings >> General.

How to update organization details?

Organization details such as organization name, logo and address can be updated in the accounts settings. Account Settings >> General.

How to add and update asset information?

Asset information includes general details and metadata or additional asset details. Below are the steps to update general asset information such as the Asset name, asset cover image, address, and location.

Metadata fields are used to provide additional information about assets. These fields are really helpful because they provide additional information about assets. They're common for all the assets added under an organization, and they're used to describe asset-specific information such as AC & DC capacity, asset area, and asset type (construction, solar, wind, etc.). 

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NOTE: Asset Metadata fields are also visible in the Asset Dashboard. That's really helpful for keeping track of important information about each asset.

There are several options for fields to include. You can add text fields to input information which also supports alphanumeric values, checkboxes for multiple options, or radio buttons for single selections. You can also include fields for email addresses and mobile numbers. You can add a money field if you need to input monetary values. Dropdown menus can be useful for presenting a list of options, and you can include a URL field to input website addresses. Finally, you can add a date field to collect dates.

How to add categories?

Organizing tasks and Forms can be a daunting task in itself. That's why categories are so helpful. They allow you to sort your tasks and forms into groups, making it easier to navigate, sort and find what you need quickly. You can also create a hierarchy of parent and child categories to improve the structure further.

How to view app notifications?

To manage your notification preferences, head to your profile section. From there, you can select the type of notifications you want to receive, which include desktop, email, browser, and mobile app notifications. If you want to check your notifications later on, you can easily access them by clicking on the bell icon next to the search button on your login page.

How to change the default language?

Click the language icon next to the search bar to set your preferred language. You can choose the language you feel most comfortable communicating in from the drop-down menu. It's important to note that TaskMapper supports many languages, including English, Japanese, Spanish, Portuguese, and German. However, TaskMapper can process any text or language you input, regardless of your chosen language.

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