Task Management is in a Beta state, please be aware of Task Management Limitations when adopting this feature.

Canix’s Task Management feature brings task scheduling, productivity tracking, and applying COGS into one module. Schedule out harvest, packaging, or any additional workflows and easily view them on the calendar view or the tasks table.  Reach out to your Canix Customer Success Manager if you would like access to the new Task Management feature!

 

In this article we will review:

1. Creating Tasks 
2. Confirming Task COGS
3. Creating Task Templates
4. Creating and Scheduling Workflows
5. Viewing Tasks & Managing Task Categories
6. Task Management Limitations

Creating Tasks

From the Canix Web Application:

1. Navigate to Task Management > Tasks 
2. To create a new Task select Create New
3. Get started by selecting an existing Task Category. Select an existing Category from the drop down menu or begin typing and select "Create New Category" to create a new category. Optionally users can select a Task Template to have these fields pre-fill when creating a new task. 
4. Complete all required fields: Task Name, Location, Estimated Duration and Unit (This is an estimation of how long this task will take to complete), Estimated Start and End Dates. Optionally users can add a Task Description, or Assign a User. If this is a task that will be completed on a regular basis select, Repeat Schedule to add a recurring tasks based on the frequency. By default this will be set to Do Not Repeat.
5. 
6. Optionally users may also Associate Cannabis and Non-Cannabis Inventory, Create a Checklist or add Attachments to the Task.
    
   • Cannabis Inventory - This feature allows users to assign relevant Cannabis Inventory to a task. This is helpful for showing related Labor COGS. Users can select Task Inventory > Cannabis Inventory and use the search box to add Plants, Packages or Harvests based on the task. 
     • Note: Labor COGS will automatically apply to the Cannabis Inventory on the task, such as Plants, Packages, and Harvests, once the task has been marked as complete. The Labor COGS are calculated as the Assigned User’s hourly rate * the task duration entered when completing the task. Labor COGS are applied to Cannabis Inventory as follows:
       • Plant Batches - COGS are split proportionally across plant batches based on the number of immature plants active when completing the task
       • Plants - COGS are split evenly across the plant tags assigned to the task.
       • Harvests - COGS are split proportionally across multiple harvests based on the harvest current weight.
       • Packages - COGS are split across packages proportionally based on packaged quantity at the time the package is created.
   • When viewing Cannabis Inventory on a Task you'll automatically be alerted if the inventory in the specified Location, Lot ID, Harvest or Production Batch has changed, ensuring you always have the most up to date inventory on your tasks:
     • If you see the alert 'The inventory associated with these Lot ID(s) has changed. Refresh the assigned inventory to match current inventory in the selected lot ID.' simply select the 'Refresh' button to the right of this notification to refresh your inventory and ensure it's fully up to date. 
   • Non-Cannabis Inventory - This feature allows users to assign relevant non-cannabis inventory to a task. Any Non-Cannabis Inventory used will be entered & deducted once the task has been completed.
   • Checklist - Create checklist items that the assigned user must confirm upon completing this task.
   • Attachments - Upload any relevant documents to the Task Template
7. Once all data has been entered correctly, select Create Task in the top right of the modal.

Confirming Task COGS

Once a task has been marked as Complete, a final step will be provided to confirm the labor hours and non-cannabis inventory assigned to the task, with all of the costs and the inventory they will be associated to displayed:

 

Selecting “Apply” will deduct all non-cannabis inventory and apply the costs to the cannabis inventory.

Selecting “Do Not Apply” will not apply the costs or deduct the non-cannabis inventory.

• When wouldn’t I want to apply and deduct inventory?
  • Ex. a task to pick non-cannabis inventory that is required for a production run. Do not apply since the non-cannabis inventory is going to be deducted during the production run.

• How are costs assigned to inventory?
  • Packages: costs are distributed proportionally based on the weight or volume. 
    • For example:
      • Total Labor: $100
      • Package A: 80 grams (will receive $80 in labor costs)
      • Package B: 20 grams (will receive $20 in labor costs
  • Plants: costs are distributed equally across each plant.
  • Plant Batches: costs are distributed proportionally based on the # of immature plants.
    • Total NCI Costs: $100
    • Plant Batch A: 55 immatures (will receive $55 in non-cannabis costs)
    • Plant Bach B: 45 immatures (will receive $45 in non-cannabis costs)
  • Harvests: costs are distributed equally across each harvest selected.

The following details will be provided in your inbox on completion of the task:

Creating Task Templates 

From the Canix Web Application:

1. Navigate to Task Management > Templates
   • Here you will find all Task Templates that have been created in this facility. 
2. To create a new Template select Create New
3. Start by naming your Task Management Template where it says, "New Task Template"
4. Select an existing Category from the drop down menu or begin typing and select "Create New Category" to create a new category
5. Complete all required fields: Estimated Duration and Unit - This is an estimation of how long this task will take to complete.
6. Optionally users can add a Task Description, Location, or Assign a User. If this is a task that will be completed on a regular basis select, Repeat Schedule to add a recurring tasks based on the frequency. By default this will be set to Do Not Repeat. 
   Note: Task Description and Assigned User will prefill on tasks created using this template. 
7. Optionally users may also add Triggers, Associate Non-Cannabis Inventory, Create a Checklist or add attachments to the Task Template. 
   • Triggers - A new task with this template will be created when one of the Triggers is met. Users will have the option to create the task immediately or add a delay from the triggered event. There are currently three triggers implemented, but more triggers are planned.
     • Customer License Expired
     • Harvest Created
     • Sales Order Payment Overdue
   • Non-Cannabis Inventory - This feature allows users to assign relevant non-cannabis inventory to a task. Any Non-Cannabis Inventory used will be entered & deducted once the task has been completed.
   • Checklist - Create checklist items that the assigned user must confirm upon completing this task.
   • Attachments - Upload any relevant documents to the Task Template 
8. Once all data has been entered correctly, select Save 

Creating and Scheduling Workflows

Create a Workflow

A workflow is a sequence of task separated by a preset # of days. These can be used to schedule dozens of tasks at once at the beginning of a process. For example when Planting Vegetative Plants in a room or row, a workflow can be scheduled that includes all key tasks leading up to harvest including transplants, maintenance, health checks and harvest prep.

• To create a workflow navigate to Task Management > Workflows. Use the "Add Task" button to create the first task in the Workflow:

• Create all Tasks in the Workflow one by one, or using Task Templates.
• Once all Tasks are created, use the "Add Delay" feature to specify the number of days between each task:

Once all Tasks are created with the appropriate delays, your Workflow is ready to be scheduled!

 

Schedule a Workflow

The same Workflow can be scheduled as many times as needed.

• To schedule a workflow, navigate to Task Management > Workflows, select a workflow then select "schedule":

• Specify the Workflow name and scheduled start date and press "Schedule":

• All of the tasks in the Workflow template will be created as actual tasks on your task list and calendar. To view the tasks associated with the workflow, use the "Workflow Name" column on the Tasks table:

Viewing Tasks & Managing Task Categories

To view your tasks, from Task Management > Tasks you may toggle from the classic List View, which displays a table with a detailed overview of all task for the facility, to the Task Calendar View, for a more visual overview of tasks to be done.

• From the main Tasks view, users may select 'Only show tasks assigned to me' to filter & display only a list their own tasks as well as filter tasks using the available filters in each column.
• From the Calendar View users may toggle your calendar view to display tasks by Week, Month or List, for a brief colour list of tasks for the week.

Manage Task Categories

From the Calendar View, users can manage task categories and adjust the color associated with each task category on the Calendar.
To do this:

1. Select Settings                      
2. This will open up a side drawer modal with all of the existing task categories for the facility. Users may create a new category by selecting + Create New Category, or manage existing categories using the edit or delete buttons to the right of each category name.
3. To adjust the name or color associated with a task, select the edit icon and it will open a Edit Category modal where users may adjust the category name and/or assign a new color
4. Select Save to save any changes

Task Management Limitations

Task Management is currently in a Beta state, and it's important to be aware of the following limitations:

• Mobile app and mobile web views are not available for Tasks.
• Task Management does not support notifications for task completion or assignment.
• Task Management does not support commenting features.
• Plant Batches, Plants and Harvests must be manually added to each task in a Workflow. There is not an option to associate a Lot ID or Batch to a workflow and have the inventory updated as the Plant Batches are converted to Plants and then eventually Harvests and Packages. This means for workflows that run from Planting to Harvest, it will be necessary to add cannabis inventory to tasks after scheduling the initial workflow.