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Overview
This menu enables the functions associated with the management (Add/Modify/Delete) of Tasks.
Each Phase can have one or more Tasks.
Tasks are assigned to the Users to action and will appear in their Tasks list. Task allocation can also be automated based on conditions.
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Task List
The Tasks are listed as rows in a grid.
The grid displays the following data columns:
- Task
- Created Date
- Description
- Priority
- Deadline Day
- Parent Phase
The right most column contains the Action Icons that are used to perform various functions for each Task.
Grid Navigation
Multiple pages will be displayed for a grid listing more than 10 items.
The Page Navigation Bar helps Users navigate between pages of items in a grid and also go to a specific page.
Page Navigation always display the page number of the page a User is currently viewing and also includes back and next buttons, and for large numbers of pages includes first or last buttons.
Search
A keyword search of the Task Names which allows the User to refine the Tasks displayed in the grid.
A keyword search looks for the word(s) anywhere in the Task Names. Keyword searches are useful when the User has part of the information.
Sort
Allows Users to click on the heading name, for columns displaying the Sort icon, to re-organise the grid in the order of the data in that column.
Clicking a heading name will alternatively order the grid data in ascending order and then in descending order.
Ascending means smallest to largest, or alphabetical.
Descending means largest to smallest, or reverse alphabetical.
Add New
FIELD DESCRIPTIONS
Field | Description |
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| Task Name | The name of the Task. Task names must be unique within a Phase. This is a mandatory field. |
| Description | Description of the Task. This is a mandatory field. |
| Assigned To | Select the User who the Task will be assigned to. Can only be a mapped Request Template User managed in Process > Request Templates > Map Template Users Icon This is an alternative to selecting a User in the Add Rule option. |
| Add Rule | Add a Rule to determine the User who the Task will be assigned to. This is an alternative to selecting a User in the Assigned To field. See Adding a Rule below for more information. |
| Priority | Set a Priority for the Task. Options are:
Only one option can be selected. It is not mandatory to set a Priority. |
| Deadline Day | Set the Deadline Day number for the Task. Deadline Day will be between the Phase Start Day and the Phase End Day. |
| Parent Task | Used to set the relationship of the Task with another Task. |
| Email Template | The Workflow Email Template used for notifications sent when a Task is completed. This information is associated with Workflow Email Templates managed in the Configuration menu. |
| Client Verification | Verification of attachments function is enabled for the Task:
Attachments that can be verified are those uploaded to the Task by Mapped Template Users and not Form Attachments uploaded by the Requester. See Task Details for more information. |
| Allow File Upload | Task owner (assigned to) can upload files (attachments) from the Task Details:
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| Show Form Attachment | Task owner (assigned to) can see attachments uploaded by requester in Form (if the Form has the Upload option set):
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| Send Email (notify assigned to User) | Send Email to the Task owner (assigned to):
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| Notification Condition | Set the condition for sending the email. The condition options are:
Only one option can be selected. Only displayed if Send Email (notify assigned to User) option is selected. |
| Notified Users | Select Users to receive a copy (CC) of the email. Multiple Users can be selected. The Users are managed in the Configuration > Users menu and the Client > Client Users menu. Only displayed if Send Email (notify assigned to User) option is selected. |
| Include CC To Requester Email | Include the requester as a recipient of the email:
Only displayed if Send Email (notify assigned to User) option is selected. |
| Attach Form | Include the Form submitted by the Requester as an attachment in the email:
Only displayed if Send Email (notify assigned to User) option is selected. |
| Attach Form Uploads (if applicable) | Include the attachments for the Form submitted by the Requester as an attachment in the email:
Only displayed if Send Email (notify assigned to User) option is selected. . Note: 25MB maximum for email and attachments. |
Add Rule
The Rule will be applied to determine which User the Task will be Assigned To. This is an alternative to selecting a User in the Assigned To field
FIELD DESCRIPTIONS
Field | Description |
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| Condition | Options are:
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| Element | Each Element is set by a 'Choose from a list' Form Elements on the Mapped Form. |
| Element Value | Each Element Value is set from the 'Choose from a list' Form Element in the Element field. |
| Assign To | The User who the Task will be assigned to. Can only be a mapped Request Template User managed in Process > Request Templates > Map Template Users Icon |
Manual Order
Click Manual Order to manually configure the Task order.
This allows dragging and dropping i.e. to place higher or lower the Phase in the grid.
The Save Order is to save the changes and Cancel Order is to cancel the Manual Order.
Edit
All fields can be edited.
Delete
A confirmation message will be shown that requires action.
Setup Training
Each Task can have one or more Training items.
Further information for Setup Training