Keeping track of assigned tasks is crucial for staying organized and ensuring deadlines are met. One easy and effective way to automate this process is by exporting your tasks to a Google Sheet.
This simple task can help you stay on top of your work, allowing you to easily track your progress and collaborate with others. Plus, with the ability to access your Google Sheet from anywhere, you can keep tabs on your tasks even while on the go.
So, if you're looking to simplify your task management process and increase your productivity, follow the steps below and integrate your assigned tasks into a Google Sheet.
📌 Google Sheet Configuration:
Open a file in Google Sheets.
In the top right corner, click Share.
Click "Get shareable link" in the top right of the "SHARE" box.
To choose whether a person can view, comment, or edit the file, click the Down arrow next to "Get Link > Change"
Select the option "Anyone with the link" > EDITOR.
Copy the link and click on Done.
📌 Configuration at DataScope:
Log in to DataScope and enter the Integrations tab
Click on "Google Spreadsheet"
And then on New Tasks Assigned
Paste the shared link from the Google Sheets spreadsheet that you have copied.
Save the configuration.
When the integration is performed the sheet does not bring data immediately, it will be added when you create a task and it will look like the following example:
The data that your integration sheet will have is described below:
Unique Code: code that allows the connection between DataScope and Google Sheet (must not be modified).
ID To Update Task: ID of the task that has been assigned.
Form Name: form to be completed by the user assigned to the task.
User Email: email of the user to whom the task was assigned.
User Name: name of the user to whom the task was assigned.
Location Code*: code of the assigned location/client.
Location Name*: name of the assigned location/client.
Location Address*: address of the assigned location/client.
Location Email*: email address of the assigned location/customer.
Location Phone*: phone number of the assigned location/client.
Datetime: corresponds to the day the task should be completed.
Time Gap: is the deadline (in hours) given to the user to complete the task.
Description: details that have been added in the task assignment ("Description" field).
Checklist: details that have been added in the task assignment ("Tasks" field).
Latitude*: latitude of the assigned location/client.
Longitude*: longitude of the assigned location/client.
Completed: indicates whether the task has been completed or not (yes or no).
Delay Time (m): Time in minutes of delay in filling out the assigned form after the already defined time.
Completed Datetime: date and time the form was completed.
Time to Perform (m): Time in minutes that the user delays in filling out the assigned form.
Datetime Start: date and time of the first response.
Datetime End: date and time of the last response.
Datetime Assign Created: date and time when the task was assigned.
Created By: user who assigned the task.
Response Code: generated form code.
State: status of the task (pending, completed or incomplete).
* These data are obtained from the client list, here more information: Locations List.
📌 How to send my old Assigned Tasks?
Google Sheet integration from an export
To display the "old" assigned tasks, i.e. tasks that have been assigned before the first integration, you need to integrate it Google Sheet from the export of the tasks, for this, you can follow the following steps:
Go to the "Tasks Assign" tab from the web platform, filter the date range you need to export and then click on the "Export Tasks" button and save the file that is automatically downloaded.
Then in the Google Sheet where you will do the import, go to the "File" option and choose the "Import" option, upload the export file that was saved, replace the spreadsheet and finally click on "Import data".
After importing, you will be able to create more tasks with different forms and accounts.
In order not to have wrong values "#VALUE!" in the "Delay Time (m)" and "State" columns, you must configure the time zone of the spreadsheet (File > Settings > General > Locate > Time Zone > Save and reload).
Validate the columns Date Time, Time Gap, Completed Indicator, Status and other data of the Tasks assigned in the Spreadsheet.
Important: when importing, the data is not modified, new lines (rows) are added with the modifications of these tasks.
TIPS:
If you need to have the forms and Assigned Tasks integrated in the same Google Sheet, it is possible to do it, each integration will go in a different sheet of the same Sheet:
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