Task

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will eventually be deactivated. At this time, there is no end-of-lifecycle date.

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: If the task has a Primary Resource (AssignedResourceID) assigned, an AllocationCodeID must be provided. DepartmentID is set to the Primary Resource’s Department. If the task has only a secondary resource assigned, then both AllocationCodeID and DepartmentID must be provided. 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

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)