Overview

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. E.g. if Campus=Sydney assign to User A, if Campus=Melbourne assign to User B.
For above example, multiple departments may need to review the request and there can be multiple tasks within the “Review by Departments” Phase.

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Related topics

Task List

The Tasks are listed as rows in a grid.

The grid displays the following data columns:

Task
Description
Assigned Date
Deadline Date
Completed Date
Parent Phase
Status
Priority

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.

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FIELD DESCRIPTIONS

Field

Description

Task

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

Deadline Date

Set the Deadline Day number for the Task.

Deadline Date will be between the Phase Start Date and the Phase End Date.

Priority

Set a Priority for the Task. Options are:

Low
Normal
High
Urgent

Only one option can be selected.

It is not mandatory to set a Priority.

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:

Checked
Not checked (default option)

Attachments that can be verified are those uploaded to the Task by Mapped Template Users and not Form Attachments uploaded by the Requester.

Allow File Upload

Task owner (assigned to) can upload files (attachments) from the Task Details:

Checked
Not checked (default option)

Upload File

Upload an attachment for the Task

Show Form Attachment

Task owner (assigned to) can see attachments uploaded by requester in Form (if the Form has the Upload option set):

Checked
Not checked (default option)

Send Email (notify assigned to User)

Send Email to the Task owner (assigned to):

Checked
Not checked (default option)

Notification Condition

Set the condition for sending the email. The condition options are:

Task Assigned - the email is sent only when the Task is assigned
Status Modify - the email is sent only when the Task status is modified
Always - the email is sent for all Task modifications; assignment, status, etc.

Only one option can be selected.