Creating and Editing a Task

The Create Task section is a dedicated area for creating tasks in the task tracker.

Attention: Access to all tools in this section is available to any user logged into the corporate portal.

Creating a Task

To invoke the Create Task form, navigate to the workspace of the Create Task section by selecting Tasks ➔ Create Task from the system menu of the corporate portal.

Attention: In some cases, the user will be automatically redirected to the Create Task section:

• creating a task based on a checklist;
• creating a copy of a task.

To create a new task or edit an existing one, fill in the required parameters:

Attention: The Create Task and Edit Task forms mirror each other in most respects.

1. Invoke the Create Task form.
2. Enter the task title.

When creating a task based on a checklist, the task title is generated based on the checklist title. If necessary, edit the generated title: For more information on creating a task based on a checklist, see the My Checklists section.

3. Enter a detailed description of the task: use the built-in text editor with a full set of features.

4. To attach a file to the task, click Attach Files: drag the necessary files (folders) into the upload window or click on the upload window to add the required files (folders) through the standard browser interface.

   Attached files will be displayed in the file upload window as a list showing: a) file name; b) file format; c) file size; d) functions “Download File” and “Delete File”.

5. To add a checklist to the task, click Add Checklist.

When creating a task based on a checklist, the checklist that the task was created from is attached to the task: For more information on creating a task based on a checklist, see the My Checklists section.

If necessary, add additional checklists. 6. Priority selection field: default value is Medium. Select the required priority for the task.

For any task created in the task tracker, one of the system priorities can be set: Highest, High, Medium, Low, Lowest.

7. Type selection field: default value is Regular Task. To create a task template, select Task Template.

Attention: Fields characteristic of a task template are described in the Templates section.

8. Task Color selection section: you can choose a task color from the suggested colors. To view and select additional colors, click “+”. To select a task color, click on the desired color. The selected color is displayed as a vertical line to the left of the task title on the kanban board and in the calendar. The selected color also appears as the background for the task in the calendar.
   For example, tasks of the same type can be highlighted in one color to make it easier to understand which process they belong to.
9. Tags selection field: select the necessary tag or multiple tags from the suggestions. To create a new tag, enter the name of the new tag and then press Enter.

Attention: To approve the newly created tag, contact your tenant administrator. To ensure the new tag is added to the system, do not forget to save the task. Unapproved tags will be displayed in tasks on a red background: Unapproved tags are not available for filtering. Unapproved tags do not appear in the task list of the task tracker section All Tasks.

Tags are an additional filtering element that can simplify the search for a task or group of tasks. For example, tasks from related processes can be tagged, making it easier to understand which processes they belong to.

Attention: For more information on managing tags in the task tracker, see the Tags Settings section.

10. Executor Deadline Estimate input field: supports format notation in Russian or English. Examples:
    1. 2d 1h = two days and one hour or 25 hours;
    2. 80h = 80 hours or 3 days and 8 hours;
    3. 10m = 10 minutes;
    4. In English: 1d 10h 30m 10s = 1 day 10 hours 30 minutes 10 seconds.
11. Assigner selection field: by default, it is the task author.

Attention: When changing the assigner, the task author loses access to the created task.

12. Responsible selection field: select one or more responsible persons from the suggested list.
    1. Select User Group (for both responsible and observers):
       1. Click the Select User Group button.
       2. The task author is selected as responsible by default.
       3. Set the necessary filters (district, department, role, position, branch, subdivision (option: including subsidiaries), directions, tenants).

          1. After setting the filters, a list of users will be displayed.

          2. Clicking on a user entry will exclude the selected user from the list; clicking again will return the user to the list.

          3. The applied filters are saved in the task.

Attention: When selecting a subdivision as responsible, a section for Approvers (the head of the selected subdivision) will appear in the task. When creating a task, or when users appear in the selected groups, suitable users will be added to the task based on the filters. That is, you can create a task for all branch managers, and if a new branch manager appears the next day, they will be automatically added to this task. However, if someone stops being a manager, they will not be removed from the created task, as the task may have a long history, and the manager may have been actively participating in it, and removing them completely could have consequences.

4. To save the filters, click OK:
   1. Selected and excluded users will be displayed under the Responsible selection field.
   2. An Approvers section will be optionally added.
5. Observers selection field: select one or more observers from the suggested list.
   1. Select User Group (see item 11).
6. Project selection field (if necessary): select the project in the context of which the task will be executed.
7. Stage selection field (if necessary): select the project stage to which the task relates.
8. Deadline: default value is none (indicating that the task has no deadline). If a deadline is set, the task will be displayed in the calendar and notifications will appear. To set a deadline:
   1. Click next to the default value.
   2. In the calendar, select the desired date.
      1. Set the option Automatically close the task by the deadline date (if necessary): this option sets the task to close automatically with the closing date established.
      2. Set the option Enable deadline by local time of the responsible (if necessary): this option allows setting the deadline so that people in Vladivostok, who have been assigned a task from Moscow for 6 PM tomorrow, see the deadline not at 11 AM (minus 7 hours from Moscow), but at 6 PM, according to their time zone. If there are multiple executors, the furthest time zone is taken, as a task cannot have multiple deadlines.
9. Public Results section:
   1. Option Executors can see results (if necessary): this option indicates that executors will receive notifications about comments from other responsible persons.
   2. Option Observers can see results (if necessary): this option indicates that observers will receive notifications about comments from responsible persons.
10. Confirmation Required section:
    1. Option Confirmation from the assigner about completion is required (if necessary): when this option is enabled, the task will be sent for review by the executor instead of being completed immediately. An additional section Result Required will appear.
11. Result Required section:
    1. Option A result must be provided by the responsible to complete the task (if necessary): enabling this option leads to the display of the Result Type section. Result options in the task:
       • Comment. A comment must be added as a result.
       • String. A string must be provided as a result. This option allows limiting the type of response so that results can be exported to Excel and analyzed. The difference from a comment is that a string cannot include any formatting, headings, or files — in general, anything that can be used in the comment editor.
       • Number. A number must be provided as a result. This option allows limiting the type of response so that results can be exported to Excel and analyzed.
       • Survey. When this option is selected, questions and answer options must be filled out, and then executors will be required to complete the survey at the end of the task.
       • File. A file must be attached.
12. After filling in all the fields of the form, click Save.

Upon successful creation of the task, a system message Task Added will be displayed, and the user will be redirected to the page of the newly created task.

Attention: If there are approvers in the task, the task will move to the status Awaiting Approval; if there are no approvers, it will move to the status In Progress.

Viewing the Task Page

You can navigate to the task page from any task viewing mode (list, kanban board, calendar, template page from which the task was created).

To go to the task page, click on the desired task in the list, on the kanban board, in the calendar, or on the template page, depending on the current task display tool.

The task page contains detailed information about the task:

• Task title.
• To the left of the task title, there is a colored bar that shows the task color.
• The task toolbar includes:

Attention: Depending on the user's role in the task, the toolbar may be located on the left or right side of the task page workspace.

• More with menu items:

  • Create a template from this task
  • Create a copy
  • Delegate
  • Delete

Attention: Depending on the user's role, the menu items may differ.

• Edit button.
• Complete Task button.

Attention: Displayed for users with the role of Task Assigner.

• Checklists section.
• Results section.
• Tabs:
  • Comments
  • Template Results
  • Change History
  • Time Tracking
• On the right side, a section with detailed task description:
  • Task Status.
  • Priority.
  • Deadline: task completion deadline.
  • Assigned: time of task assignment.
  • Assigner (default is the task author).
  • Responsible (default is the task author).
  • Observers (if any).
  • Task created based on a template (if any): can navigate to the template.
  • Creator (if any): author of the task.
  • Related Tasks (default is 0).
  • Views: last users who viewed the template.
• Send for Review button.

Attention: Displayed for users with the role of Responsible.

Editing a Task

Editing any task in the task tracker occurs in the Edit Task form.

To invoke the Edit Task form:

1. Navigate to the task page by clicking on the selected task.
2. On the task page, click Edit.
3. Edit the task according to the field descriptions in the Creating a Task section.
4. To save changes, click Save; to cancel, close the Edit Task form.

Upon successful editing of the task, a system message Task Updated will be displayed, and the user will be redirected to the page of the edited task.

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