Tasks are often created automatically based on your responses to a questionnaire. This guide explains how you can add your own tasks to a profile.
This guide covers the following:
- Creating your own task
- Creating a task from a template
- Importing tasks in bulk from a CSV file
- Troubleshooting task imports
Creating a task
1. First you will need to locate the task list by selecting Tasks from the header bar (#1 in the screenshot below).
From the tasks list, click the green [+] button (#1 in the screenshot below).
This will open up the Task Form in which you'll need to specify the profile you're adding the task for (#1). Note: This will populate automatically if you create your Task within one of your profile's Task List.
You can then either choose a task from your organisation's templates (#2) or create your own task from scratch (#3) or import tasks from a CSV file (#4).
Creating a task from a template
Click in the 'Choose a template to create your task from' box and start typing the name of your Task eg Gas Safety Certificate. Select your title from the pop-up list. If you wish to customise this task's Title and Description, click on the padlock (#1 in the screenshot above) and make any changes you wish to the Title and Description. Click 'Save'. Note: Any changes you make will override the default setting from the template. If you change your mind, you can lock the task back up again and the template defaults will be adhered to. Future tasks created from this template will adhere to the default settings.
Creating your own task
Give your Task a title (#1) and a brief description of what needs to be done, if you wish, (#2). Save your Task (#3).
Your task has now been created. Set the priority for the Task (low, medium, high, very high) and the Due Date. For guidance see point 4. of our 'Understanding the Task Page' guide.
Import tasks from a CSV file
Please ensure that your CSV file meets the requirements of the proforma before uploading. Refer to the guide here for full details. Select 'Choose File' (#1 in the screenshot above).
Locate and select the CSV file from your device and then select Open.
The imported file's name should now be shown next to the Change File button (#4 in the screenshot above). If the wrong file has been selected, there is the option at this point to change the uploaded file by selecting 'Change File' (#4 in the screenshot above).
When you are happy to proceed, select 'Import Tasks' (#5 in the screenshot above).
SafetyToolbox will automatically validate the file, and if successful, will show a green banner to confirm the tasks have been imported (as shown in the screenshot above). Verify that all tasks and associated information are correctly reflected in the system.
Troubleshooting task imports
Should there be any problems with the task import, a red banner will show instead. If there are any issues with one task it will reject the entire file, and no tasks will be imported.
We recommend the following troubleshooting steps:
- Verify that the spreadsheet is a CSV file type (Microsoft Excel Comma Separated Values File).
- Verify that your CSV file adheres to the formatting guidelines provided by SafetyToolbox. Ensure correct column order, accurate column headings, and proper data types.
- Double-check the data entries in your CSV file. Ensure that mandatory fields, such as "title," are filled for all tasks.
- Ensure that there are no unexpected special characters, symbols, or extra spaces in your CSV file that might be causing parsing errors.
- Ensure that your spreadsheet software is up-to-date. Sometimes, compatibility issues arise due to outdated software versions.
If the error persists or if you are unable to identify the issue, reach out to SafetyToolbox support at support@safetytoolbox.co.uk. Please provide details of the error message and any specific steps you've taken.