<style> .chartjs-size-monitor { display: none !important; height: 0 !important; overflow: hidden !important; }p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><p><strong>In this guide we will cover:</strong></p><p data-pasted="true"><strong>- Initial Setup - Disable Basic AI Project Task Creation</strong></p><p data-pasted="true"><strong>- Project task creation - Using SoW from Opportunity</strong></p><p data-pasted="true"><strong>- Project Task creation - Using SoW from a Project Template</strong></p><p data-pasted="true"><strong>- Automated Statement of Work Generation</strong></p><p><br></p><p><br></p><p>AI can be used to generate project tasks for a project ticket based on the statement of work for that project. This allows you to have dynamic and automated project task creation, rather than having fixed project templates with fixed project tasks. The tasks created can change for every ticket based on the work that has been agreed to be carried out for the project. </p><p><br></p><p data-pasted="true">Halo offers two solutions for generating project tasks using AI, this guide covers the advanced method in which to do this. </p><p><br></p><p>Advanced method creation uses a runbook method that instructs an AI model to check the SoW against the opportunity ticket and create project tasks based on the stages within the SoW. This method requires more setup but is more customisable. </p><p><br></p><p>The basic method is easier to setup but requires the SoW to be set against your project template. Tasks are created under the same ticket that contains the SoW, therefore this option is not compatible with processes in which your statement of work is set/added to opportunities. For information on using the basic method see our guide <a href="https://www.usehalo.com/guides/3001" target="_blank" rel="noopener noreferrer">here</a>. </p><p><br></p><p style="box-sizing: inherit; margin: 0px; line-height: 1.4285em;" data-pasted="true">The functionality outlined in this guide works using runbooks that are available in instances of HaloPSA that were created <strong style="box-sizing: inherit; font-weight: bolder;">after January 2025</strong>. If your Halo instance was created/deployed before this, or you are using a different Halo product (ITSM, CRM, CSM), you can use<a href="https://www.usehalo.com/guides/2571" target="_blank" rel="noopener noreferrer"> the guide here</a> to set up this functionality in your instance or contact our support team for information on having this functionality set up in your Halo instance. </p><p style="box-sizing: inherit; margin: 0px; line-height: 1.4285em;"><br style="box-sizing: inherit; color: rgb(0, 0, 0); font-family: Poppins, sans-serif, Roboto; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"></p><p><br></p><p><strong>Pre-Requisites</strong></p><ul><li>An AI connection method must be chosen for your instance. For more information on our other connection methods check out <a target="_blank" rel="noopener noreferrer" data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2385">our guide here</a>.</li><li>SoW set against an entity related to the project. The SoW will either need to be set against the project template or against the opportunity related to the project.</li></ul><p><br></p><p><strong data-pasted="true"><em>Note: If you would like to use the default Halo AI connection for this functionality in a production environment, you can do so, but you will need to change the method that points to OpenAI to instead trigger an AI Agent. For information on creating AI Agents and triggering them in runbooks, please see this guide: <a href="https://www.usehalo.com/guides/2783" target="_blank" rel="noopener noreferrer">AI Agents</a>.</em></strong></p><p><br></p><p><strong data-pasted="true"><span style="font-size: 14pt;">Initial Setup - Disable Basic AI Project Task Creation</span></strong></p><p>If you are using the method, ensure you have disabled the basic method used for AI project task creation to ensure you do not have two task creation methods running at the same time, potentially overriding each other.</p><p><br></p><p>To do this head to Configuration > AI > ensure "Custom Field to Extract Statement of Work" is '*Not Set*'.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI5ZDY3MGRkLWIzY2QtNGExMC1iMDVlLTVhOTcxZmMwYzU4ZiJ9.8CziC2_rlYlxdjmDOy8_fDEV18sTZCiammkgKaFPiSQ" class="fr-fic fr-fil fr-dib" width="1873" style="width: 1875px; height: 296.258px;" height="296"></p><p><strong><span style="font-size: 10pt;">Fig 1. Disable Basic AI Project Task Creation</span></strong></p><p><br></p><p><strong><em><span style="color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">Methods for project task creation will differ based on where your SoW is set, follow the appropriate section below. </span></em></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Project task creation - Using SoW from Opportunity</span></strong></p><p>If you have your SoW for the project you are carrying out stored against the opportunity ticket for the project, use the method in this section to generate project tasks using AI. </p><p><br></p><p>First ensure you have raised an opportunity and quote for the project you are creating. In order to have the SoW against the opportunity pull through to the project ticket we create we will need to create the project ticket using a sales order, for more detailed information on how to create projects from sales orders see our article <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2035">https://usehalo.com/halopsa/guides/2035</a>. </p><p><br></p><p>Against the opportunity ticket you will need to have the field 'Project Task Creation Method' set to be 'AI-From SoW'. If you are using the method outlined above to generate the SoW from the quote products, this field will need to be set when generating the SoW for the opportunity. Otherwise you will need to ensure this field is added to your opportunity ticket details, and set this before a sales order is created. This is because, this field is used to trigger automatic project task creation. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjU5ODUxOWY0LWJiMWYtNDcyMC1hMDkwLWE4ZTEwY2ZmZDE5YSJ9.MLkZXnighUyc9Omhh_5GXqQgl0Gxz-jI9KvU0EstrcQ" class="fr-fic fr-fil fr-dib" width="584" style="width: 586px; height: 238.518px;" height="239"></p><p><strong><span style="font-size: 10pt;">Fig 2. Project Task Creation Method</span></strong></p><p><br></p><p>Open the quote raised/associated to this opportunity, and raise a sales order from this quote containing the project and products you have quoted for. This sales order will be linked to both the opportunity and the quote. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFlYzNiZDczLTUzZDQtNDBlOS1hY2M4LTFhMDY2MzFiNzg2ZiJ9.E3CL7hqmfaCFtnR5_tDT0eKJnXxRLd8bARYY-w9_-NU" class="fr-fic fr-fil fr-dib" width="1395" style="width: 1397px; height: 580.028px;" height="580"></p><p><strong><span style="font-size: 10pt;">Fig 2. Sales order for project quote</span></strong></p><p><br></p><p>From here, create the project. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImIwMDU3NmIwLTA4MDItNDk4YS04NGIwLWY5NDRlNjIyNzAyNyJ9.DLb4O6gsMxeBvYCFaS4GOw_FlSmiWMoV3S1kkWmJecU" class="fr-fic fr-fil fr-dib" width="1370" style="width: 1372px; height: 371px;" height="371"></p><p><strong><span style="font-size: 10pt;">Fig 3. Create project from SO</span></strong></p><p><br></p><p><strong><em>Note: In order to be able to create a project from a sales order line item, the product must have a project template set against it. In order for the SoW from the opportunity ticket to copy over to the project ticket ensure the project template against the product does not have a SoW set against it. Otherwise this SoW will be used.</em></strong></p><p><br></p><p>Once the project is created the SoW will automatically pull through from the opportunity ticket. After a few minutes project tasks will be created against the project too. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJmZDVjZjIyLWM3ZjAtNDUwMC05ZDFjLWU3YWEwMzk0ZDg2NSJ9.1etq4tPN0xzpSm7TuMnTp6kGUdaWGryR8lWuxnA3dLA" class="fr-fic fr-fil fr-dib" width="1388" style="width: 1390px; height: 529.894px;" height="530"></p><p><strong><span style="font-size: 10pt;">Fig 4. Project tasks created from SoW</span></strong></p><p><br></p><p><strong><em>Note: The tasks may take up to 10 minutes to create (Typically it only takes 1 minute), this depends on the AI model you are using and the length of your SoW. </em></strong></p><p><br></p><p>The tasks created will have their summary populated based on the headers of each section from the statement of work. The ticket details will contain the details for this section of the SoW.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImMwMjMzNmI5LTBiNDQtNDU5NC1hODI2LTRkZDU1ZTI2NzY2MiJ9.tuGjpkmWuclhvwZZYAY6F43R-JFTjV_nMTA2QqPGR98" class="fr-fic fr-fil fr-dib" width="1358" style="width: 1360px; height: 439.202px;" height="439"></p><p><strong><span style="font-size: 10pt;">Fig 5. Project task created from SoW</span></strong></p><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Project Task creation - Using SoW from a Project Template</span></strong></p><p>If you have your SoW stored against your project template, use the method in this section to generate project tasks using AI.</p><p><br></p><p>First ensure you have the following fields against your project ticket:</p><ul><li>Template</li><li>Project Task Creation Method (CFProjectTaskCreationMethod)</li></ul><p><br></p><p>Log a project ticket, ensuring the field 'Project Task Creation Method' is set to be 'AI - From SoW'. Also ensure you have selected a project template. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUzNzNlZmNiLTIzMjQtNGFhNi05ZTQ5LThjNGI3ZGUwNjM4MSJ9.J_7rT8X9QhxN-VuDRpJ46TquEkyrYBjjfme501lm4kU" class="fr-fic fr-fil fr-dib" width="1475" style="width: 1477px; height: 708.407px;" height="708"></p><p><strong><span style="font-size: 10pt;">Fig 6. Log project ticket</span></strong></p><p><br></p><p>The project template chosen must have the SoW set/stored within the template (set under values tab). </p><p><br></p><p>Once the ticket is logged you will see the SoW under the 'SoW' tab. You will also see project tasks have been created automatically. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJmN2M3N2U3LWFiMTEtNDUyZC05YmQ0LWM3MGNmNGU2OWVhNSJ9.dIckpm37For630Eg2I3OROrXoeG0M4r3ZdOaxjCxCgo" class="fr-fic fr-fil fr-dib" width="1283" style="width: 1285px; height: 500.421px;" height="500"></p><p><strong><span style="font-size: 10pt;">Fig 7. Project tasks</span></strong></p><p><br></p><p>If your project template has other child templates against it, set to be created as project tasks, these will be created in addition to the AI project tasks. But keep in mind if you are using project milestones any project tasks generated by AI will not be assigned to a milestone, but other tasks under other milestones will not be affected. </p><p data-pasted="true"><br></p><p><strong><span style="font-size: 14pt;">Automated Statement of Work Generation</span></strong></p><p>This functionality can be used in conjunction with Automated Statement of Work Generation, which will automatically generate your SoW based on products/services you are quoting for. For information on this, see our guide <a href="https://www.usehalo.com/guides/2482" target="_blank" rel="noopener noreferrer">here</a>. </p>
