🎥 Editing and Completing a Sub-Task

Sub-tasks are useful for recording follow-up work or breaking a large piece of work into more manageable pieces. It is important to update sub-tasks with progress made to maintain an audit trail. 

This guide covers the following:

• 🎥 Video guide to editing and completing sub-tasks
• Update the status of a sub-task to indicate progress
• Attaching a file to a sub-task
• Adding comments to sub-tasks
• Changing the details of a sub-task
• Completing a sub-task

Video guide to editing and completing sub-tasks

Editing existing sub-tasks

Sub-tasks work in the same way as regular tasks, if a task has sub-tasks these will be listed within the Sub-Tasks section on the Task Page (#1 in the screenshot below). Click on the sub-task you wish to update to open it.

Updating the status of a sub-task to indicate progress

1. All sub-tasks have a status to indicate current progress. Sub-tasks always start with the status 'Not Started' and you can update this as work progresses. You can see the current status of a sub-task by looking at top right corner of the task screen (#1 in the screenshot below).  

2. If you click on the arrow in the box highlighted in red below, a drop down arrow will appear.  You will need to click on the status you wish to change it to, remembering that it will be saved immediately:

• Not Started - If there has been no activity to progress a sub-task, it will show as 'Not Started'. 
• In Progress - If you have started work on the task (e.g. you've obtained quotations for the work but it is yet to be carried out) but it is not yet completed, you can manually change the status to 'In Progress' from this menu.  
• Complete - Once the sub-task has been completed, choose this option.

A window will appear asking for the 'date this task was completed'. 

To select the date, either click directly in the date box (#1) or use the calendar button (#2) to open the pop-up calendar.  Please ensure you enter the date on the Certificate or the date the inspection or action was carried out, so that the system can calculate when this task is next due.  

Add a comment (optional) to explain what you've done to resolve the task (#3).  Click on 'Submit' (#4) to confirm your task is complete.  Once marked 'complete' the sub-task icon will be removed from the main task your Task List.  

• Closed/ Archived-  This option is available to administrators only.   If the sub-task is no longer required it can be closed/archived. 
  Note:  If you close/archive a sub-task, it will no longer appear in the sub-task list.  However, it will still be available when filtering your task list for archived sub-tasks.  

Attaching a file to a sub-task

Make sure to upload evidence to support the action you have taken, e.g. certificates, invoices, photographs, or other evidence of works completed. To do so, follow the instructions below:

1. From the sub-task page, locate the attachments area (#1 in the screenshot below).

2. Attaching documents to a sub-task works in the same way as attaching files to a regular task. For step-by-step instructions, please refer to our guide on Attachments - Uploading, downloading and deleting. 

Adding comments to sub-tasks

You can add comments/ notes to any sub-task which will appear at the bottom of the task screen in the order they were created, most recent first. 

1. To add a comment or note, click on the green 'plus' button. Type your comment in the box as shown in (#1 in the screenshot below).  

2. Adding a Comment / Note to a sub-task works in the same way as attaching files to a regular task. For step-by-step instructions, please refer to our guide on Task Comments/ Notes. 

 

Changing the details of a sub-task

Sub-tasks work in the same way as parent tasks, for additional guidance on changing details of a sub-task, please refer to our guide on Understanding the Task Page. 

Completing a sub-task

When completing a sub-task, there are some key pieces of information which you must provide, in order to have a clear audit trail to evidence the actions you have taken. 

The below screenshot shows all of the elements of a completed sub-task:

• The sub-task status is marked as Complete (#12 in the screenshot above) - see guidance on changing the status of a sub-task. 

• There is the correct date of when the remedial work was completed (#13 in the screenshot above) -  see guidance on changing the status of a sub-task. 

• There is attached evidence of the work that was completed (#14 in the screenshot above) - see guidance on attaching a file.  E.g. invoices for remedial work, photographs, and certificates. 

• There is a comment which explains clearly how the issue was resolved (#15 in the screenshot above) - see guidance on adding a comment. 

If you have any tasks or sub-tasks in your list which you feel shouldn't be there, see our guide on Why do I have unwanted / irrelevant tasks in my Task List?.