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Insert description / overview hereThe Task module allows users to create and track tasks. |
Filing Cabinet
The ‘Filing Cabinet’ is a flexible record keeping system, similar in operation to a regular network or computer drive, but with enhanced access controls.
The folders you see when you log in will depend upon your permissions. Administrators determine which folders each user can view.
Document Vault
The Document Vault 
is reserved for the documents that are your company policies and procedures.
These typically are not edited or changed regularly, and are linked from your Management System page.
Any documents you wish to appear in your Management System must be placed in the Document Vault.
You can create folders within the Document Vault to better manage your documents.
Filing Cabinet
The Filing Cabinet 
is used for general document storage, such as for:
- Project Documents
- Site Specific Documents
- As a Shared Workspace
- Documents that you wish to access offsite.
Note that files stored in this area are not accessible from the Management System.
Common Operations
Upload a File
Select the folder you wish to place the file into.
Click ‘Add File’ 
Click ‘Browse’ to locate the file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
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| Note that files larger than what you would typically email may be too large to upload to CS Intranet. Refer to Maximum File Size. |
Upload Multiple Files at Once
On your computer, combine the files you wish to upload into a .zip file. Ensure that the .zip file does not exceed the maximum file size
(typically 8MB unless modified by your Administrator). Only.zip files that you wish to appear in the same folder once uploaded onto CS Intranet.
Within the Filing Cabinet on CS Intranet, select the folder into which you wish to place the files.
Click ‘Upload Zip’ (select from the More Actions button).
Click ‘Browse’ to locate the zip file on your computer, and click ‘Upload’.
There may be a delay while your file uploads (depending upon file size).
Once uploaded your .zip file will be extracted and the files placed individually into the selected folder.
Download a File
Select the file you wish to download.
Click ‘Open’ 
Your file will download or open automatically using the appropriate application (depending upon your computer settings and the file type).
Maximum File Size
The maximum file size that can be uploaded to the Filing Cabinet is set by Administrators.
To CHANGE THE MAXIMUM FILE SIZE click the in the Login Controls Toolbar at the top of the page, enter a maximum file size and click ‘Save’.
It is a good idea to limit the file size to somewhere between 4000 and 8000 kB to avoid excessive download times for document access.
To set individual USER PERMISSIONS to restrict which parts of the Filing Cabinet each user can see, refer to Section 1.4 in the help found under the Tools > Help menu (far right tab).
This section is only accessible to Administrators.
The Maximum File Size cannot be set larger than 20000 kB (20 MB).
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INTRODUCTION
The Task module allows users to create and track tasks and scheduled items.
There is now a new version of this module.
TASK LIST
On the Manage Tasks page, you can view, edit, copy, sort, filter and/or export the tasks into excel format.
Adding a Task
On the Add / Edit Task page, details of the tasks are to be included:
Creating Multiple Tasks Simultaneously
You can create multiple tasks at the same time by searching and selecting multiple name(s) when creating a task (click each name). Each Person selected then receives an identical copy of the Task.
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| When creating tasks for multiple People, each Person selected receives a separate copy of the Task specified (each Task can only have one responsible Person). |
Adding a Private Task
By checking the "This task is private" box, the Task will only be visible to the Creator. It cannot be viewed by any other User, including Administrators and Managers.
Priority
Priorities are classified into:
- High
- Low
- Medium
Due Date
Due Date is when the task to be be completed.
If the task falls overdue, the person or persons responsible for the task will receive a reminder notification on the day the task is overdue.
The reminder notification is only sent once.
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Priority or due date MUST be selected when creating a new task |
Notifications
Notifications can be set under the "Remind Me" field. This can be set for:
- 1 month before
- 2 weeks before
- 1 week before
- 3 days before
- 1 day before
Reminder notifications are sent to the person or persons who are responsible for the task.
Attachments
Each Task can have one or more Attachments, which are saved in the section illustrated below. Attachments can be any file format. Attachments should be kept to less than 5MB where possible.
Status
Status can be updated as:
- In progress
- Pending
- Closed
Closeout date is when the task is completed (closed)
Copying a Task
An existing Task can be used as the basis for creating new Tasks. To copy a Task follow these steps:
- Open the Manage Tasks page.
- Click the Copy
icon on the far right, in line with the Task you wish to copy. - The system creates a new Task and copies the details from the original Task into it, including any attachments.
- Select one or more people from the Person Responsible chooser for the new Task.
- Review other details, and when you are happy click Save.
ADMINISTRATION SETTINGS
The Task module is edited by clicking the () in the Login Controls Toolbar at the top of the page.
The administration is for Tasks related to the setting of priorities and controlling notifications.
Priorities
Priorities determine what options are provided when a new ‘To-Do’ task is created – they do not affect ‘Scheduled tasks’.
Each priority has an associated colour that is used in the list view when reviewing tasks.
To CREATE a new Priority, enter the Name in the text box below ‘Add New Priority’, click on the colour you wish to be associated with this priority and click ‘Save’.
This new Priority will now be added to the available list when new tasks are entered.
To EDIT an existing Priority, click the () next to the Priority you wish to edit. Update the name of the Priority in the text box provided and click ‘Save’.
To DELETE an existing Priority, click the (
) icon next to the Priority.
Notifications
Select the ‘Send notifications as email’ box to alert users when a task is created or modified that is related to them. Note that this relies on a correctly entered email address for the User in their CS Intranet user account.