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TaskController Planning

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The primary questions which must be answered when implementing a TaskController installation are:

1.How many separate groups will be using TaskController?
2.What will the public folder structure(s) be called?
3.Do the folders have appropriate permissions for the groups using them?
4.What Departments and Groups will be appropriate for the users?
5.What Categories will be appropriate for the tasks?
6.What additional distribution lists, if any, will need to be created for teams?

Group Planning

If your business is small, you will very likely only need one group.  In this case, you can move onto the next heading.

If, however, you have several different departments, it is not very likely that they will be sharing tasks among one another, nor will they want to be able to even see or administer each other's tasks.

In this case, you will want to make a separate public folder structure with the ability to set different folder permissions for each group.  You will likely already have separate public folder areas for each department and in such case can simply create new TaskController structures in the appropriate place.

You may create TaskController public folders in any public folder location accessible to all of the users, provided that you give the appropriate permissions to the group of TaskController folders (hive) and they are accessible to the users who will be accessing them.

Public Folder Naming

When using TaskController to create a public folder structure, the folders will be created with predefined names.  TaskController assumes the names will match this configuration when being installed on each user's computer, so do not change the individual folder names.

What you do have control over is the name of the root of the public folder structure.  Choose something appropriate for the kind of work being done by the users if possible, such as "Help Desk - TaskController" or "Project Management - TaskController".

You may simplify this to just "TaskController", but if more than one group is using TaskController then you should consider naming the top of the folder structure something distinct to each group to eliminate any possible confusion about which folder structure is to be changed when performing administrative tasks.

Public Folder Permissions

After folder creation, you will need to make the public folders manageable by the users.  Use the standard Outlook Client Ownership settings to assign rights to Active Directory groups or individual users.

You will not want to allow separate groups to manage each other's public folders, so use permissions as specific to your groups as possible.  You may need to create separate Active Directory groups for this purpose.

Departments and Groups

Within each public folder structure, you may want to further divide tasks into separate queues.  The Departments and Groups fields within TaskController tasks serve this purpose.  For example, you may have separate groups within your IT department which service different kinds of requests, say, for printer maintenance and desktop support.  You may set one group as Printer Support and Desktop Support.

If you do not need two levels of segregation, you may leave one or both of these fields blank.


You will need to determine categories of tasks appropriate for your organization to populate the Categories drop-down in TaskController tasks.

Distribution Lists

When managing contacts for parties interested in particular tasks, you may want to set up distribution lists in order to select groups of people to be notified with one click.  TaskController tasks can keep track of team members, assignee(s) and other contacts.


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