To edit a Task Template, click on the template within the Task Templates list to open it and click on 'Edit' (#1 in the screenshot below).
Editing Locked Tasks
If the task template is provided as part of a package you subscribe to a padlock will show (#2). If the padlock is in the locked position, the task template is tied to our (SafetyToolbox) standard set up. Any changes SafetyToolbox make to the task template will automatically be applied. If you want to make changes that deviate from our standard set up, you will need to unlock the padlock. HOWEVER, ANY CHANGES WE MAKE TO THAT TASK TEMPLATE WILL NOT BE APPLIED.
To open a locked padlock, click on the padlock button.
Title and Description (#3) - The task title is the name given to the task. The title is displayed in profile task lists when the task applies. The description field enables you to provide some narrative to help explain what the task involves, if you wish. The description is displayed when users click on a task in their list. It's a good idea to keep the description clear but brief. If you want people to have more detail about a task, point them towards a guide in your Resources or provide them with contact details of the relevant person in your organisation.
Priority (#4) - Click on the drop down arrow in the Priority box and click on the priority required. Giving a priority to a task helps people to see which tasks they really need to do and focus on them over tasks of lesser significance. We suggest the following:
- Very High - For tasks which are statutory requirements or relate to a significant risk in your organisation
- High - Tasks which relate to internal policies in your organisation.
- Medium - Tasks which need to be done but are not as urgent as high priority tasks but are more important than low priority tasks.
- Low - Tasks which relate to low risk issues. These tasks can be dealt with once higher priority tasks have been attended to.
- Optional - Tasks which can be done if there is the time but are otherwise not essential.
Topics (#5) - Task templates can be assigned to specific topics. This improves filtering tasks when searching task lists. Click on the drop down arrow in the Topics box and click on the topic or topics that you want to assign to the task.
Assignees (#6) - You can choose to assign the task template to specific users by clicking on the drop down arrow and selecting the user's name/s. These individuals will be assigned to all tasks based on this template by default and if, the setting is enabled in your organisation, they will receive email notifications when the status of the task changes (ie from 'Not Started' to 'In Progress' or 'In Progress' to 'Complete').
Confidential (#7) - If you choose to make your task 'Confidential', only administrators will be able to view them. If you click on 'No', all your users will be able to view them. Marking tasks as confidential is usually needed where the task relates to information of a personal or sensitive nature e.g. HR information.
Pin (#8) - For 'one-off' tasks (i.e Asbestos Survey's), you can set these to always be shown in the task list even once they have been completed. To do this, set the Pin setting to Yes.
If you do not wish to edit the 'Timing Settings' click on 'Save' now to save your changes.
Timing Settings
The Timing Settings (#9) allow you to amend review schedules and time frames for completing tasks that have been preset by us. For example, you may want to calculate the dates for your tasks differently to the way we have by giving more or less time.
How should the start date be calculated?
If you choose the option 'Relative to Creation Date' you can choose the time frame between when the task is created and when you want work to start on the task, for example 1 day (1d), 2 weeks (2w), 3 months (3m) or 4 years (4y) as shown in the screenshot below.
If you need all work to start on a specific date, click on 'Exact Date' then click in the 'Exact Date' box and select the date from the calendar as shown in the screenshot below.
By choosing 'Use Default' the Start Date for the task will be the date the task is created.
How should the due date be calculated?
The due date is the date a task is due to be completed. You can set a time period (e.g. 6 weeks, 1 year etc) after the start date by choosing 'Relative to Start Date', as shown in the screenshot below:
If you wish the Due Date to be an exact date, click on 'Exact Date' and choose the date from the calendar as shown in the screenshot below:
If the task has no due date, choose 'None'.
Does this task recur on a regular basis?
If this task will recur on a regular basis, you can set the frequency by clicking 'Yes' and typing in the frequency, e.g 6m (6 months).
Allow time after due date before the task is considered overdue?
If you want the task to show as overdue immediately after the due date, choose 'No'. However, if you would like to give your users some extra time, a 'grace period', you can choose a period in the same way as you did for 'Does this task recur on a regular basis?'. This can be useful if there is a delay between the task being done and evidence (e.g. certificate, report) being available to upload.
A task is considered due/ orange throughout any grace period you choose to give rather than falling overdue/ red on the due date.
To apply your changes, click the 'Save' button.