Note:
Some field labels are configurable and may be either disabled or named differently in your system. These labels if shown are in (brackets).
Intro to Tasks (and Current Tasks)
A Task is an instruction, a directive, or a ‘To Do’ action item which is scheduled to be completed by a specific date.
A Task maybe repeatable on a regular schedule, such as weekly, monthly or annually. Or, a Task might be a one off (adhoc) requirement.
A Task maybe required to be carried out by more than one position (on each schedule).
A Task contains:
the Details tab containing
the Description of what is to be achieved
optionally, an Outcome
an indicator of
if an attachment is required
if the task is more secure (Blind Task)
if the task is Critical and requires a reminder notification on the last due day.
the Schedule tab containing
the type of Date Calculation, such as Specific date, Day of the Week, Working day
the Frequently of the task
the date the next task is due
when the 1st reminder days is. This is the date the task is to be generated into a Current Task
if the task has a second reminder
the Positions (Actioned By) that will do the task
the Owner and notification (Escalation To) Positions (which can be the same)
(if there are task Custom Fields, these will be displayed here).
A Task is generated into a Current Task on the Reminder date, for each of the Actioned By Positions. Each Current Task, once generated, is independent, from that moment on, from the Task it is generated from. For Example, one task with 3 Actioned By Positions will generated an independent Current Tasks to each of these Positions, that must be completed.
Completing Current Tasks can only be done after a task is generated into a Current Task for each Actioned By Position. A Position’s My Summary | Current Tasks list is the ‘Inbox’ of the tasks that Position is currently required to do. Current Tasks completed on this list, will disappear from this list and be appear in Task history. Current Tasks list is a live list that is added to as time passed and new Current Tasks become due.
Tasks are created in TriLine GRC to the manage the records in these Modules:
Compliance
Risk and Risk Reviews
(Key Measures)
(Events)
Registers
Contracts***
(Control Inventory)
Documents***
Obligations***
Triage PRO***
*** Optional Modules
Tasks and Security
Any Position(s) with the correct security access, can be allocated to a Task’s Actioned By list.
However, a Blind Task, with its increased security control, can have any Position in TriLine GRC as it’s Actioned By.
A Position is meant to complete their own Current Tasks, however if they are unable to, any Position with the correct security access can view and complete another Position’s Current Tasks. The reason for this is TriLine GRC is a position driven system and Positions with the same Security Access can access, and can complete each others Current Tasks.
A Position with the correct security access can also create tasks for the above entities.
Note: Special task names: A Compliance Process task is called a Process Control. A Risk task is call a (Treatment) or the name configured by your Administrator. All other Modules tasks are called Tasks.
What are my Current Tasks?
A Current Task is generated from a task on a scheduled date, and is required to be completed by the Actioned By’s 1 Position. A Position’s 1 Current Tasks are listed on the Current Task tab of the My Summary page.
From the Main Menu select My Summary, then select the Current Tasks tab.
Current Tasks list
Note: The Current Tasks list will be empty if the selected Position has NO current tasks to complete.
As with each records in TriLine GRC, these records is security restricted. The logged in Position cannot see records they do not have access to when they select another position 1.
When each of your Current Tasks is generated by the Monitor. You will receive a notification email advising you when that this Current Task is due to be completed. The date this email is sent is the due date minus the first reminder days defined in the Task Record.
When you complete a Current Task it will be recorded as a history record and will no longer appear on the Current Tasks tab.
What are my Roles and Responsibilities?
Roles and Responsibilities in TriLine GRC include:
To see all your Position’s Roles and Responsibilities, on the My Summary page, hover over or click the Menu Options 1 icon, then select the Roles & Responsibilities2 option.
The Roles and Responsibility window displays. The Responsible For section displays the records you 1 are the Owner of. The Repeating Tasks section displays the number of tasks you are an Actioned By position. Click a link 2 to see a list 3 of your records or yours tasks. The Task list’s Scheduled 4 column shows if these tasks have a next scheduled date. If these tasks have a History 5 icon, click that History icon to view the Completed tasks history. Click each record to open that record.
Note: The Counts on the left hand side include inactive records. The Records on the right hand are defaulted to show Active records only, and hence the Records shown in the grid may not match the Count. Remove the Status filter to reveal all the records.
What is the difference between Current Tasks and Tasks again?
Current Tasks are your To Do now list. Current tasks have been generated for you to action now.
Tasks are the template the Current Tasks are generated from. A Task contains setup information such as the scheduling information and all the Positions who will perform the task each time. Each Actioned By position receives their own, when generated, Current Tasks to do.
The list of Repeating Tasks are your upcoming scheduled list (of tasks). When the date for the First Reminder is reached for the tasks listed here, these tasks will be generated into a Current Task. Each Actioned By position will be notified they have a new Current Task to action. Each new Current Task will be listed in Current Tasks for them to complete.
How to Quickly Identify how many Current Tasks
Although the My Summary Current Tasks tab has an item counter of Current Tasks, there is a quick way to find this information when you are not on this tab and somewhere else in the system.
If a small bell icon 2 appears next to the User Icon 1, it indicates that you have outstanding Current Tasks waiting to be Completed (Actioned By) you. If the bell is red, it indicates that some of these Current Tasks are Overdue. A yellow bell indicates that you have Current Tasks to complete, but none of them are currently overdue. No bell indicates you have no Current Tasks to complete.
Hover over, or click the User Icon 1 to see the of the Current Tasks Summary 3 counts you have to complete. If there are any overdue tasks, there will an extra display in red of that count. If there are no Current Tasks, no counts will be displayed.
User Icon Current Tasks Summary
Current Task Life Cycle illustration
The Current Task Life Cycle
About the ‘My Summary’ Page
At a glance, you can view all the Records in which you have involvement and all Current Tasks you are required to complete.
The My Summary page is organised into the following tabs:
Current Tasks
My Reports / Charts
And the following items from the Menu Options
Temporarily Reallocate Future Tasks
Future Schedule
Roles & Responsibilities
Current Reallocations
Note: The Display Tasks Calendar icon is also available.
Procedures
Accessing ‘Current Tasks’ tab
From the Main Menu select My Summary, then click the Current Tasks tab.
The ‘My Summary’ Page
Note: All records displayed are dependent on the logged in Position’s security access, so this view may not represent all of the selected 1 Positions records if this 1 position has different security access.
‘My Summary’ elements
‘My Summary’ Page
ID/Icon
Element
Description
Menu Options
Hover your mouse of this icon to see additional menu Options.
1
My Summary Position
The person/Position My Summary is displaying information on.
This is this 1 Position’s Current Tasks; their current ‘To Do’ list. Tasks that have been generated and are due (and overdue) for completion will appear here. The Task Schedule First Reminder Date determines when the task is generated into a Current Task. A Current Task appearing in this list is accompanied by a reminder notification email sent by the Monitor Service.
Note: Information Indicator Anywhere you see a icon, hover your mouse over it to displayed important information.
3
My Reports / Charts
A list of this 1 Position’s Saved Reports, Saved Charts and Scheduled Reports. (Some Reports or Charts are saved with the ‘Public’ option—see View saved Reports/Charts for more information.) If your logged in Position is not a member of Security System Group “View Reports”, this tab will not appear.
4
Current Task list
All Current Task required to be complete by this 1 Position.
Express Complete Task icon
Appearance of this icon mean this Current Task can be express completed with a positive Outcome and no attachment is required. Click this icon to complete this Current task without opening the Complete Task window.
Complete Task icon
Click this icon to open the Complete Task window. The Black pen indicates that this Current Task is not overdue.
Complete Overdue Task icon
Click this icon to open the Complete Task window. The Red pen indicates that the Task is overdueand there is an increased in urgency to complete this Current Task.
Transfer Task icon
Click the ‘Transfer Task’ icon to transfer this Current Task to another Position’s ‘Current Tasks’ list for them to complete it instead. The ‘Transfer To’ position must have the correct security access.
When you do this, the ‘Transfer To’ Position will get an email advising them of the transfer.
View the Document icon
Click the ‘View the Document’ icon to view this document.
Completion History icon
Click the ‘Completion History’ icon to open a window showing the details of all completed Current Task history.
This icon is not displayed when there is no Completion History, i.e. no Current Tasks have ever been completed yet.
Click this option to see the Types and number of Records were you are the nominated 'Responsible Officer (‘Owner’), Actioned By (including your Task Teams) or Escalation Officer.
The Repeating Tasks displayed here are the Task Schedules, not the generated Current Tasks.
8
Current reallocations option
Click this open to see the list of Tasks that have either been temporarily assigned to you, or have assigned from you to other positions. See Future Schedule & Temporary Reallocation for more information.
9
Page Help option
Click this icon to display helpful information about this page.
For Register and Obligation tasks, use the ‘Process Control Task’ Procedure as your guide.
Express Complete a Task
Current Tasks displaying the Express completion icon can be completed in one or two mouse clicks depending on your system configuration.
For a one click completion configuration: On the My Summary | Current Tasks tab, click an Express complete icon and the task will be immediately completed. If you hover over the Express complete icon, a window will display explaining the action that will occur on clicking the Express complete icon.
For a two click completion configuration: On the My Summary | Current Tasks tab, click an Express complete icon. Note how the hint differs from the one click completion.
Read the task information displayed in the Express Complete window and, if you agree, click Yes to complete the task.
The window will close and the task will no longer appear in the Current Tasks list.
Clicking No will take you to the normal task completion window.
Click the ‘Close’ icon to a abort the task completion.
Add a comment to a Current Task
You can add comments to a Task without submitting the task as completed or not completed. For example, you might add comments to a Current Task to provide the Task Owner with a status update on Task progress.
We recommend adding these ‘interim’ or ‘progress’ comments if the Task is lengthy or is overdue.
Click the or icon next to the Task that you want to add the comment to.
In the ‘Complete (Task)’ window, click the icon 1 to Add a Comment. (Note the text in comment for useful information, for instances, if a comment is required.)
In the ‘Add Comment’ 1 field, type a comment about the progress towards completion of the Task. Then click the icon 2 to add the comment and return to the ‘Complete Task’ window.
The comment 1 is added along with your name and a date/time stamp.
On the ‘Complete (Task)’ window, click the ‘Close’1 icon to close the Complete Task window without completing the Task. Click OK 2 on the confirming window.
The Task remains in your My Tasks Current Tasks List waiting to be completed.
Changing a Task Due date
Note: Changing the Due date for a Current Task can affect Reporting. For Example, if you have a Current Task due in March and you change the due date to a date in April, a Completed Task Due Date report of first quarter will not contain this task; this may not have been your intention. Be careful to fully understand the consequences before changing any Current Task Due date. Contact TriLine Support for help on your particular circumstances.
An Administrator can change the Due Date of any Current Task, for any Actioned By. A Module Administrator can change the Due Date of Current Tasks from their module, for an Actioned By.
Reasons to change the Due Date include,
when more time is require by this Actioned By to complete this Current Task, and
when the scheduling of the underlying task schedule has changed and you want to realign this Current Task to this schedule.
Administrators: See Change a Task Due Date in the topic Basic Configuration and Maintenance Help section.
Re-activate Completed Tasks
An Administrator can ‘re-open’ or ‘re-activate’ any completed task, for any Actioned By, so that it will appear as Current Task to be completed again. A Module Administrator can ‘re-open’ or 're-activate Current Tasks from their module, for an Actioned By.
Reasons to Re-activate Completed Tasks include
when a task was accidentally completed before all the information was available, and
From the My Summary page, there is two ways to view Complete Task History. One way is via the Roles & Responsibilities Repeating Tasks option; this ways show all your tasks. The other way is via the tasks listed on the Current Tasks; this way is limited to what tasks you are currently required to do.
View Completed Task History from Repeating Tasks
From the Main Menu select My Summary. Hover over, or click the Menu Options icon, then click the Roles and Responsibilities option.
The Roles and Responsibilities window appears. Counts will appear in the Repeating Tasks section depending on which tasks you are an ‘Actioned by’ position. Click on a Repeating Task 1 count to display your task schedule list. Click the History icon of the task 2 you wish to view the history of.
Note: A History icon will not appear if a task hasn’t been completed at least once.
The Task Completion History window appears showing the most recently completed task. The Details, Comments and Attachments 1 of this task are each on separate tabs.
If the task has been completed more than once, this completed task history list appears in the dropdown when clicked. Select a record and click it to show that complete task history record.
When you have finished with this task’s history, click the 1 icon to close the Task Completion History window.
View Completed Task History from Current Tasks
To assist with the completion of a task, the Current Tasks list allows you to view the history of each of those tasks (if they have been completed before).
From the Main Menu select My Summary, then click the Current Tasks tab. Click the History 1 icon of the task you wish to view.
This facility is provided for the occasions a Completed Task needs to be updated to correct and or to update the completion information. Only the Actioned By Position (and Position’s with Edit access) of that completed task can update that Completed Task. Other Actioned By of the same task, while being able to view each others completed tasks*, they cannot update each others Completed Tasks if they do not have Edit access. All updates, and by whom, are recorded in history.
*See Own Date excluded from viewing other positions tasks.
On the Details tab, click the edit icon. The Update Task History window appears.
Enter a Reason for this update in the Reason field.
Depending on your system configuration, ‘Completed’ options may appear (not Shown). Move to step 4 if you don’t see it. Serious consideration needs to be given to ever changing this answer to ‘No’, as ‘No’ means this task will not ever be completed; it will be ‘Not Completed’.
Change the ‘Actioned On’ date if required.
If the Outcome for this task can be set to ‘Yes/No’ or ‘Pass/Fail’, this will display and you will be able to change the choice. Move to step 6.
Click the Save to Update or click the Cancel icon to cancel the Update and close this window. Saved Updates will appear on the Comments tab.
Update Completed Task Comments
Click the Comments tab. Click the edit icon to display Edit Comment window. Click the delete icon to delete the Comment. Click the add comment icon to display the Add (more) Comment window.
Additional Attachments to a Completed Task
Click the Attachments tab. Drop or Browse to add additional attachments to the Completed Task.
Transfer a Current Task to another Position
The Transfer of Current Tasks:
Is limited to Positions that belong to a Security Group with security access (View or Edit) to that record. The Dropdown list will only show these Positions.
Cannot be to a Position that already is an Actioned By of this task. The Dropdown list will not show these Positions.
Its a one off! Only this Current Task is transferred, and does not affect the next Scheduled still being generate to your Position.
Note: Blind Current Tasks can be Transferred to any other Position regardless of security access (except for a Position that already is an Actioned By of this task).
Tip:
You can temporarily transfer all of your future Tasks to another Position (for example, if you’re going on leave). See Temporarily Reallocate Tasks.
To permanently change the ‘Action By’ Position for all future iterations of the Task, edit the ‘Actioned By’ field in the relevant Task Schedule (i.e. the Process Control, Risk Treatment, Risk Review, all other module record Tasks.
In your My Tasks ‘Current Tasks’ List, click the Transfer Task icon next to the Task you want to transfer.
The Transfer Task window appears.
Select the Position 1 to transfer the Task to. This is a filtered list of positions with view or edit security access to this records. Blind tasks will list all positions. Positions that already are an Actioned By of this task, will not be displayed.
Click the icon.
The Task now appears in the transferred Position’s Current Tasks List. An email notification is sent to the transferred Position informing of the Task been transferred to them. The Task Owner will be CC’ed on this email notification if they did not perform the transfer. Additionally the system Notification email will be CC’ed on this email notification.
Mark a Current Task as ‘Not Completed’
If the ‘Show Not Completed’ is configured to display on your site, then the following icon is included in ‘Complete Tasks’ window for all Tasks:
Not Completed
If this icon is displayed, you can mark a Task as Not Completed, indicating that the task will not be performed but is still completed.
To mark a Task as ‘Not Completed’ (where available):
In the ‘Complete (Task)’ Page, click the Not Completed icon icon.
Clicking Yes submits the Task as ‘Not Completed’ and removes the Task from the Position’s Current Tasks List. “Not Complete” is automatically appended to the Task comments.
When a task is submitted as ‘Not Completed’, a notification email is triggered to the ‘Escalate To’ Position for the Task.
If no ‘Escalate To’ position is defined for the task, the default ‘Escalate To’ Position for the ‘Actioned By’ user will be selected.
If there is no default ‘Escalate To’ defined in Positions, then the email will be sent to the Task ‘Responsible Officer’ (Process Control, Risk Treatment), Event Manager, KRI Owner or Risk Owner.
Note:
Tasks should only be submitted as ‘Not Completed’ if there is a legitimate reason. Completion of Tasks is usually not optional and you should seek advice from your administrator before submitting a task as ‘Not Completed’.
icon, hover your mouse over it to displayed important information. 
icon to a abort the task completion.
or 
icon next to the Task that you want to add the comment to.
icon 
icon 
icon to delete the Comment. Click the 
icon next to the Task you want to transfer.
