Tasks User Guide

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.  

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).

 Priority

Priorities are classified into:

• High
• Low
• Medium
  
  

Due Date

Due Date is when the task to be be completed

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

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:

1. Open the Manage Tasks page.
2. Click the Copy  icon on the far right, in line with the Task you wish to copy.
3. The system creates a new Task and copies the details from the original Task into it, including any attachments.
4. Select one or more people from the Person Responsible chooser for the new Task.
5. 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.