Task
IMPORTANT The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will be deactivated.
This entity describes an Autotask Task. Tasks are associated with a Project and define work that must be done. Tasks can have one or more Resource assigned to them and can be scheduled for Service Calls. Autotask users manage Tasks through the Projects module and, when associated with a Service Call, through the Service Desk module or Dispatcher's Workshop.
Entity details
You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.
Entity Name: | Task |
Can Create: | |
Can Update: | |
Can Query: | |
Can Delete: | |
Can Have UDFs: |
Fields that cannot be queried
The following fields from this entity will return an error when queried.
- RemainingHours
Conditions and requirements
General
- If Autotask receives a create, update, or delete request for this entity and its corresponding module is unavailable, the API will return the error message, "The logged in Resource does not have the adequate permissions to update this entity type." For more information about installed modules, refer to our Modules article.
- The Task entity can have no more than 100 UDFs. Refer to UserDefinedFieldDefinition.
- When a Project is completed via the API, the API will complete all Tasks associated with the project and update the "Remaining Hours" and "Projected Variance from Remaining Hours" totals at both the Task TimeEntry and Project levels.
- Resources without security level access to Projects have RESTRICTED access to Tasks; that is, they can only update tasks that they are assigned to as the primary or a secondary resource.
- When Organizational Structure is enabled in Autotask, and a user is associated with one or more Lines of Business, the user can see only tasks whose project has no associated Line of Business, or is associated with the Line(s) of Business they are assigned to. This is true even if user has Projects View All permission.
- Tasks associated with projects of Type = Baseline are read-only and cannot be created, updated or deleted via the API.
IMPORTANT When the API receives a request to update a field that contains Rich Text, the API will update the text-only version of the field and overwrite the data in the Rich Text field with plain text. All text formatting and images will be lost. Refer to The Rich Text editor to learn more.
Special field attributes
Field | Conditions and Requirements |
---|---|
AccountPhysicalLocationID
|
During a create call or when changing the value during an update, the account location must be active AND belong to the project's account. During create, if a value is not supplied then the field will default to the account's primary location, if one exists. Otherwise, a location will not be assigned. |
AllocationCodeID
|
AllocationCodeID must reference a Work Type allocation code. AllocationCodeID and DepartmentID are not required unless the task has a primary or secondary Resource assigned. AllocationCodeID and Department ID are only required as follows:
NOTE Although the secondary resource is not exposed via the API, the API must still respect the AllocationCodeID and DepartmentID requirement. |
CanClientPortalUserCompleteTask |
If no value is provided for IsVisibleInClientPortal and CanClientPortalUserCompleteTask, they both default to False. If IsVisibleInClientPortal is False, then CanClientPortalUserCompleteTask will override to False. |
CompletedByType | CreatorResourceID and CompletedByResourceID can return a ContactID or a ResourceID. CreatorType and CompletedByType specify whether the task was created or completed by a Contact or a Resource. |
CreatorType | CreatorResourceID and CompletedByResourceID can return a ContactID or a ResourceID. CreatorType and CompletedByType specify whether the task was created or completed by a Contact or a Resource. |
EndDateTime |
To maintain consistency with the Autotask UI, Task.EndDateTime ignores any time component passed in. A time value of midnight will be applied to any Task end date provided. End date can be the same day as start date. |
IsVisibleInClientPortal |
If no value is provided for IsVisibleInClientPortal and CanClientPortalUserCompleteTask, they both default to False. If IsVisibleInClientPortal is False, then CanClientPortalUserCompleteTask will override to False. |
LastActivityPersonType | LastActivityPersonType values indicating whether the initiator of the last activity was a resource or a contact. |
Priority | The Priority Order field in the UI corresponds to the Priority integer field in the API. Priority is not required. If no value is provided on create or update, the value defaults to 0. |
PriorityLabel | The Priority field in the UI corresponds to the PriorityLabel picklist field in the API. |
ProjectID | On update(), ProjectID cannot be changed. An error will be returned. ProjectID is validated only during create() or update(). |
Role |
Autotask allows a Role to be inactivated. An attempt to create a Task using a Resource + Role combination with an inactive Role will trigger an error. You can update an existing Task if the Resource + Role combination uses an inactive Role. |
Status | When Task.Status is set to Complete (picklist value 5), the value of Task.RemainingHours is set to 0 and cannot be updated. |
Field definitions
The following table describes the standard Autotask field objects for this entity.
- To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
- For information on entity UDFs, use getUDFInfo().
- For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
- LT indicates Local Term.
For more information about fields marked as picklists, review our Understanding picklists article.
Field Name | Label | Datatype | Read Only | Is Required | Reference Name | Picklist |
---|---|---|---|---|---|---|
AccountPhysicalLocationID | Account Physical Location ID | integer | AccountPhysicalLocation | |||
AllocationCodeID | Allocation Code Name | integer | AllocationCode | |||
AssignedResourceID | Resource | integer | Resource | |||
AssignedResourceRoleID | Resource Role Name | integer | Role | |||
CanClientPortalUserCompleteTask | Can Client Portal User Complete Task | boolean | ||||
CompletedByResourceID | Task Completed By | integer | Resource | |||
CompletedByType | Completed By Type | integer | ||||
CompletedDateTime | Task Complete Date | datetime | ||||
CreateDateTime | Task Creation Date | datetime | ||||
CreatorResourceID | Task Creator | integer | Resource | |||
CreatorType | Creator Type | integer | ||||
DepartmentID | Task Department Name | integer | ||||
Description | Task Description | string (8000) | ||||
EndDateTime | Task End Datetime | datetime | ||||
EstimatedHours | Task Estimated Hours | double | ||||
ExternalID | Task External ID | string (50) | ||||
HoursToBeScheduled | Hours To Be Scheduled | double | ||||
id | Task ID | long | ||||
IsVisibleInClientPortal | Is Visible In Client Portal | boolean | ||||
LastActivityDateTime | Task Last Activity Date Time | datetime | ||||
LastActivityPersonType | Last Activity Person Type | integer | ||||
LastActivityResourceID | Last Activity Resource ID | integer | Resource | |||
PhaseID | Phase ID | integer | Task | |||
Priority | Task Priority | integer | ||||
PriorityLabel | Priority Label | integer | ||||
ProjectID | Project | integer | Project | |||
PurchaseOrderNumber | Purchase Order Number | string (50) | ||||
RemainingHours | Remaining Hours | double | ||||
StartDateTime | Task Start Date | datetime | ||||
Status | Ticket Status | integer | ||||
TaskCategoryID |
Task Category ID |
integer |
|
|
|
|
TaskIsBillable | Task Billable | boolean | ||||
TaskNumber | Task Number | string (50) | ||||
TaskType | Task Type | integer | ||||
Title | Task Title | string (255) |