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What is a task? 

Tasks are a list of “to-dos” that are performed to accomplish an activity.

What are the different types of tasks?

The different types of tasks are Unmapped (independent tasks) and Checklist tasks (tasks mapped to a checklist).

  • Unmapped tasks are the independent tasks which don't belong to any checklist.
  • Checklist tasks are dependent tasks that are mapped to a checklist.

Can I have a task not mapped to any checklist?

You can have a task not mapped to any checklist. These tasks are called Unmapped tasks.

How do I create a new task?

To create a new task,

  1. Navigate to the Tasks from the menu bar. The Tasks page appears.
  2. Click the + Add new task button.  
  3. In the task panel, fill in the fields.
  4. Click Save Changes. Your task is created.

Who is the task owner? 

The Assignee of the task is the task owner. The assignee could be any employee (employee, admin or super admin) from the organization.

How do I assign a task?

Here is how you cam assign a task:

  1.  Navigate to the Tasks from the menu bar. The Tasks page appears. 
  2. Select the task you want to add an assignee to. 
  3. In the task panel, click Assignee. A search box appears. 
  4. Type and select the assignee.
  5.  Click Save Changes. The assignee is added to the task.

How to prioritize a task? 

To prioritize the task,

  1. Navigate to the Tasks from the menu bar. The Tasks page appears. 
  2. Create or select the task you want to prioritize.  
  3. In the Priority field, select the appropriate priority of your choice. 
  4. Click Save Changes. Your task is now on the selected priority.

How do I add a follower to a task? 

To add a follower to the task,

  1. Navigate to the Tasks from the menu bar. The Tasks page appears. 
  2. Select the task you want to add a follower to. 
  3. In the task panel, click Followers > Add followers. A search box appears. 
  4. Type and select the follower.
  5. Click Save Changes. The follower is added to the task.

When there is an activity in the task, the followers would be notified.

How to add comments to the task? 

To add comments, perform the following steps:

  1. Navigate to the Tasks from the menu bar. The Tasks page appears. 
  2. Open the task you want to add a comment to and click Comment here. 
  3. Type your comment and click Post. Your comment would be added to the task.

You can update people related to the task by adding comments to it as everyone related to the task, would be able to view the comments.

How do I collaborate with others/ followers within the task?

You can collaborate with others/ followers by using the Comments feature. When you comment something on the task, all the followers and other related people will be notified.

Can I create and assign a task to myself?

You can create and assign a task to yourself. These tasks become your private tasks.

How to filter task(s) assigned to me? 

To filter the task(s) assigned to you,

  1. Navigate to the Tasks from the menu bar. The Tasks page appears.
  2. Click the Filter icon adjacent to the search box. An Apply Filters panel slides out. 
  3. In the Apply Filters, under Smart Filters, select My tasks.
  4. Click Apply. A list of tasks assigned to you will appear.

How do I filter a task with high priority?

To filter the task with high priority,

  1. Navigate to the Tasks from the menu bar.
  2. The Tasks page appears.Click the Filter icon adjacent to the search box. An Apply Filters panel slides out.
  3. In the Apply Filters, select the priority of the task you want.
  4. Click Apply. A list of tasks with the priority selected will appear.

How do I filter tasks which are mapped to checklist(s)?

To filter for the task mapped to a checklist,

  1. Navigate to the Tasks from the menu bar. The Tasks page appears.
  2. Click the Filter icon adjacent to the search box. An Apply Filters panel slides out.
  3. In the Apply Filter panel, click Add Checklists.
  4. Search and select the checklist(s) of your choice.  
  5.  Click Apply. The relevant tasks that you're looking for will appear.

You can also add multiple checklists in the filter and search for the task.

How do I group the task(s)?

You can group tasks based on the Checklist, Assignee and Priority or all the three together. Just drag and drop the label(s) in the space provided adjacent to the Search Task(s) box. Click the group to expand and view the tasks under them.

 How can I sort the tasks?

It's simple. Hover the mouse pointer on any of the labels (Task, Checklist and Assignee) and click the arrow to sort.

  • Task, Checklist and Assignee are displayed in an alphabetical order 
  • Priority is displayed randomly 
  •  Due On is displayed based on the due dates and over due date.

How do I see the number of open or completed tasks? 

You can view the number of open or completed tasks in the Tasks page. The number will always be displayed in their respective tabs.

How do I mark the task as completed?

To mark task as completed, simply check the Mark it as completed option, adjacent to the task name. 

Checklist

What is a checklist?

A Checklist consists of a set of repetitive/ similar tasks that needs to be performed.

How to create a checklist?

To create a checklist,

  1. Navigate to the Tasks and Checklist page from the menu bar. The Tasks page appears.
  2. Click Configure Checklists. The Checklists page appears.
  3. Click the Create Checklist button on the top right of the Checklists page. A pop up appears.

  4. Type the Checklist Name.
  5. Select the Priority of your choice. By default, the priority is Low.
  6. In the Description text box, type the description.
  7. From the Map To Event Category  drop-down, select the Core HR or Payroll. A Select Event for Core HR/ Payroll field appears from where you can select the event type. 
  8. A new Owner field appears. Select the owner and the user from the corresponding User field.
  9. Click Save. Your checklist is created.

Who is a checklist owner?

A checklist owner can be the the checklist creator or any other peer who is an admin user. 

 How to add a Task Template in a Checklist?

Task templates are like a list of “to-dos” within a checklist. To add a task template, perform the following steps:

  1. In the Checklists page, from the Search box, search for the checklist and expand the Task Templates section.
  2. Click Add new task template, fill in the fields and click Save.

To add the task template from the templates gallery,

  1. In the Checklists page, from the Search box, search for the checklist and expand the Task Templates section.
  2. Select the existing group by clicking the Select Task Template from Gallery button. A pop up appears.
  3. Select the group and click Add. A pop up appears with the task owners and the users.
  4. Click Okay. The task templates would be added to the Checklist.

What is a checklist instance and how are they created?  

When there is an event related to a particular checklist, the instances are automatically created with the actual tasks that needs to be performed.

How to track the completed items?

  • For tasks, completed items are displayed in the Tasks page under the Completed tab.
  • For checklist, completed items of instances are displayed in the Checklist page under the Completed tab.

How do I search for a particular instance?  

In the Checklists page, click the checklist whose instance you want to view. In the checklist section, type the keyword in the Search Instance(s) text box and the matching instance(s) will appear.

How to filter a checklist?

You can use the filters to search for a checklist by using the Owner, Priority and Include Disabled check box filters.

  1. Navigate to Tasks > Configure Checklist. The Checklists page appears.
  2. Click the Filter icon adjacent to the search box. The filter expands.
  3. Select the filters you want from the drop down options. The checklist(s) you are looking for will appear.

How to search a checklist?

In the Checklists page, type the keyword in the Search Checklist(s) text box and the matching checklist(s) will appear.

How do I find the disabled checklist?

You can use the filters to search for a checklist by using the owner and priority filters.

  1. Navigate to Tasks > Configure Checklist. The Checklists page appears.
  2. Click the Filter icon adjacent to the search box. The filter expands.
  3. Select the Include Disabled check box. All the disabled checklist(s) you are looking for will appear.

What is a group?

A group consists of a list of task templates that can used while creating a checklist.

How to create a group?

To create a group, perform the following steps:

  1. Navigate to Settings > System Settings > Checklist > Template Gallery > Add new task template. A pop-up appears.
  2. In the Task Template Group Name field, type the task template name.
  3. Set the Priority.
  4. In the Description text box, type the description.
  5. Click Save. The task template group would be added to the gallery.

After a task group is created, you have to add task templates to the group. Follow the below steps to do so:

  1. Click the newly created task template group. It opens in the space on your right.
  2. Now, click Add new task template. A pop-up appears.
  3. In the Task Template Name field, type the task template name.
  4. Set the Priority.
  5. In the Description text box, type the description.
  6. In the Complete by field, type or use the arrows to set the day(s).
  7. In the Owner drop-down, select the owner.
  8. Click Save. The task template would be added to the group.
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