About Tasks

A task is made of four main elements:

  • the details of the instruction or action required,

  • the schedule, including the frequency, Reminder Days and Due Date,

  • the Actioned by(s) Position(s),

  • and the Escalation Position, to whom the notification goes of the task not being completed by the Due Date.

A Task is an instruction or action required to be completed by a specific date. The Task maybe required to be carried out by more than one position. The Task will either be required to be performed once (adhoc), or to be performed on a cyclic roll.

On the first reminder day, the task is generated into a Current Task. The Current Task contains the instructions and the Due Date, but is its only entity, separate from the Task it was created from. A separate Current Task is generated to each Actioned By Position. Each Actioned By Position will complete their own Current Tasks.

New Task Notifications

A new task notification will be sent on the Reminder Day date. If the task has a second reminder, a notification will be sent on this date. If the task is Critical, and the task is not completed on the Due Date by the Critical time, a notification will be sent to the Actioned By on the Due Date at this time. If the task is not completed by the Due Date, a notification will be sent everyday the task is overdue to the Actioned By, until the task is complete.

Completion Task Notifications

If the ‘Send Notification on Completion’ option is selected, the Register Managed By will receive a notification when the Actioned By(s) complete their task. The notification will contain a link to open that Register record.

Elements of a Task

Adding or Editing a Task reveals two tabs,

  • the Details tab, and

  • the Schedule tab.

The Details tab

The Details tab contains the instruction or action required by this task.

The Register Task 'Details' tab

The Register Task ‘Details’ tab

The Details tab elements

1 Register numberThe Register identifier to which the new task is being added.2 Information iconClick the icon to show information about the fields on this window.3 Save iconAfter entering all required information on both tabs, click this icon to save this New Task.4 Select a Predefined Task option.If Predefined tasks have been created for this Register Type, this option will appear. This field is optional. Selecting a Predefined Task from this list will pre-load the below fields as defined in the Predefined Task. Predefined Tasks do not contain any scheduling defaults.5 Blind Task optionTick this checkbox to set the Task as a Blind Task. (A Blind Task can be assigned to a Position that does not have ‘View’ or ‘Edit’ Security Rights to the parent Register record, and a very restrictive level of security is applied for these positions.)6 Critical Task optionTick this checkbox to set the Task as a Critical Task. If selected, an additional reminder notification will be sent to the Actioned By if the generated task to them, is not completed at the configured critical time on the Scheduled Due Date.7 An Attachment is mandatory for Task Completion optionTick this checkbox if you require the ‘Actioned By’ Position to upload an attachment in order to complete the Task.8 Send Notification On Completion of Task optionTick this checkbox if you require the Register ‘Managed By’ Position to be notified when the generated Current Task(s) are completed by each Actioned By.9 Status selector fieldClick this field and select the Status of the Task. An Active task will be generated into a Current Task on the 1st reminder date for each Actioned By. An Inactive task Not be generated into a Current Task, but cyclic tasks will continue to have there Due Date roll over.10 Task instruction/description fieldUse the Text Editor to detail the instructions to be undertaken in this Task. When generated into Current Task(s) the details are emailed to each ‘Actioned By’ Position. The Current Tasks are displayed to be completed in the My Summary | Current Tasks tab of each Actioned By.11 Close iconClick this icon to close and not save this new Task.

The Schedule tab

The Schedule tab contains the schedule, the frequency, the Actioned By(s) and the (optional) Escalate Position.

The 'Schedule' tab

The ‘Schedule’ tab

The Schedule tab elements

12 Date Calculation selectionNote: Date Calculation only available when Frequency Monthly is selected.Specific Date selected. Select the exact Date for the schedule to start. Selection Last working day of the period will, if the Next Due is not this date, change to the Next Due to this date, for that month, when Save is clicked.

Specific Day of Week selected. Select the Week and the Day for the schedule to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the selected Week and Day.

<

13 Frequency selectionUse these fields to set how often the Task should be performed (e.g. every 3 months). Your Interval options include Monthly, Weekly or Adhoc.Adhoc: The cycle number is ignored as it is a once off Task. Leave this as zeroWeekly: Type or select a number, e.g. ‘2’ for fortnightly.Monthly: Type or select a number, e.g. ‘3’ for quarterly, ‘12’ for annual.Note: Selecting Adhoc or Weekly will remove the Date Calculation selections.<

14 Next Due date pickerUse the Date/Time Selector to set the date on which the Task must first be completed.(Scheduled) date fieldAfter saving the schedule, a (Scheduled) date is then displayed to the right of the ‘Next Due’ field. This field displays the actual date that the next Task will be due. Quite often, the ‘Next Due’ and ‘Scheduled’ dates will be the same, but when the ‘Next Due’ date falls on a non-business day (e.g. weekend or public holiday) the ‘Scheduled’ date is set to the preceding business day; making the task due slightly earlier.

See ‘Task (Scheduled) date field’ in the Glossary for more information.

Tip: If you leave the ‘Next Due’ field blank, the record will be created, but a Task will never be generated. This can be useful if your organisation is not yet ready to start the Task and wants to specify the ‘Next Due’ date at a later time.

15 Last working day of the period selectorSelect this checkbox to override the Next Due date to always be the last day of that month.16 ‘Reminder 1st’ fieldIs the number of days before the Task due date that the Task will be generated and each ‘Actioned By’ Position notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is the day the task will appear in each ‘Actioned By’ Current Tasks list. This is also the day each ‘Actioned By’ position will receive a notification email containing the Task details and when the Task is Due.(Reminder Date) fieldAfter saving the schedule, a (Reminder Date) is then displayed to the right of the ‘Reminder 1st’ field. This field displays the actual date (business day) that the next Task will be generated.

.

17 ‘Reminder 2nd’ fieldFor Task’s with a long lead time (i.e. 1st Reminder is set to a high number of days), set a lower number of days in the ‘2nd Reminder’ field so that an additional email notification is sent to each ‘Actioned By’ Position before the due date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.

Tip: Set this field to zero if you don’t want a 2nd Reminder sent for this Task.

18 Escalate To position selectorSelect the Position who will receive a notification email if the Task becomes overdue.This Position receives a single cc email: of the overdue email sent to any of the ‘Actioned By’ Position’s the day the Task becomes overdue (plus configured Escalation days).If the ‘Escalate To’ field is left blank then the value will automatically default to the ‘Escalate To’ Position defined in the Security Centre Position’s settings.If this Register Managed By position should be receiving the overdue notification, select their position for this field.19 Actioned ByThe list of Positions that this task will be generated for on the 1st Reminder date.20 Click here to select Actioned By Select one or more Positions in the Positions List to assign as ‘Actioned By’ Positions for the Task, then click Close to add those Positions to the ‘Actioned By’ field.



Did this answer your question?