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🎥 Understanding the Task Page

Updated

This guide covers:

 

Locate and Open a Task via the Task list

Task List.jpg
  1. To access the list of all tasks for your profiles, click the 'Tasks' button on the main navigation bar at the top of your screen (see # 1 in the screenshot above).  
  2. To view the Task List for a specific building, click on the 'Tasks' tab in a building profile (#2 in the screenshot above).
  3. To open a Task simply click on the Task title (#3 in the screenshot above).
  4. To open the 'Last Completed' submission for a task, click on the hyperlink in the 'Last Completed' column (#4 in the screenshot above).


🎥 Completing Tasks and Sub-Tasks

An illustrated written version of the video guide can be found below.

A task is just something that needs doing.  Once you've opened up a task you'll find a screen similar to the screenshot below. Lots of information is included on the task page and this guide will explain each section in turn.

 

1. Basic information

The title of the task appears first (in this instance 'Hire of Facilities Risk Assessment: Church'), followed by an optional further description of what is required.

2. Menu Bar

The menu bar below the task title includes:

Task_Menu_bar.jpg

  1. Attachments - You can add an attachment to a task e.g. a quote for works or an inspection report.  This will show in the ‘Attachments’ area. For guidance on how to upload an attachment, please see our guide 'Uploading/Attaching Files to Tasks'.  Historical attachments relating to the task can be found in ‘View Submissions’ (See #3  below). 2019-09-17_10-38-50.png
  2. Sub Tasks - You can create a sub-task by clicking on this button.   For information on how to create a Sub Task, please see our guide 'Sub Tasks'.
  3. View Submissions – This button will only appear if this task has been completed before. By clicking on ‘View Submissions’ a list will appear further down the screen with the list of previous submissions, as shown in the screenshot below:To view one of the submissions, click on it.  The completed task will open and you can view the attachments and other information as you would for any task
  4. Edit - When available, this button allows you to edit the title and description.   
    Note:  If you cannot see this button, it means you do not have the necessary permissions to edit this task and you'll need to contact your Administrator who will be able to edit the task on your behalf. If you are an Administrator, you will need to unlock the task first then change the date(s) - remember to lock the padlock again. 
  5. Start Questionnaire - Where an online questionnaire is available to complete the task, you will have the option to Start Questionnaire (or Continue Questionnaire if you've already started it). For more information see 'Completing a Task using an Online Questionnaire'.
  6. Actions - Administrators will also have an additional 'actions' button (three vertical dots as highlighted in red on the screenshot below). Clicking on this button brings up the following options: 

Remove__Move_or_Delete_Questionnaire.png 

Remove Questionnaire - This will enable you to remove the questionnaire entry that is currently in progress. 
Note: If you choose this option, the entry and its answers will be permanently deleted and you'll need to start the questionnaire again.

Move - This option allows you to move this task to a different profile.  For information on moving tasks, please see our guide 'Moving Tasks'.

Delete - Click on this button if you wish to delete the task.  
Note: If you delete a task, it is permanently deleted (though any other submissions will not be affected). If you wish to see this task in the future, you should close/archive it using the 'Status' button which is explained below. 

3. Comments/Notes 
 

Comments are a quick and useful way of documenting progress on a task, or other useful information. Comments are visible to all users with access to the task.  If you wish to add a comment to this task, please see our guide 'Task Comments/Notes'.   

2019-09-17_10-48-51.png

4.  Sidebar (right hand column) 

  1. Status - Click to open the dropdown and choose the appropriate status. Your task will be saved automatically.  Please see our guide 'Task Progress Status' for further information and guidance.  
  2. Priority - There are five priority levels which become visible when you click on the priority as shown in red on the screenshot below.  Click on the relevant priority level to update the task. 
     2019-10-01_11-21-20.png
    Note:  If you are unable to change the priority, you will need to unlock the task (if you are an administrator) or contact your administrator to do this for you.

3. Assignees - It is possible to assign a task to a specific people here.  Please see our article                'Assigning a Task to a User' for further information.  

4. Dates - The information listed in this section varies depending on how the task has been setup.       See our guide 'Task Dates' for more information. 

5. Cost / Estimate - This is where information regarding costs can be logged, for example if a quote has been provided for remedial works. 

6. Author - The author is the name of the person who first created this task.

7. 'Why is this in my list?' - Where tasks have been triggered from a questionnaire, this section shows a link back to the questionnaire which caused it to appear.  If you believe the task has been triggered in error, by clicking on the link you can review your answers to the questionnaire which caused it and the task will automatically be closed and removed from your list.  Please see our article 'Completing a Task using an Online Checklist' for further information.

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