the details of the instruction or action required,
the schedule, including the frequency, Reminder Days and Due Date,
the Actioned by(s) Position(s),
and the Escalation Position, to whom the notification goes of the task not being completed by the Due Date.
A Task is an instruction or action required to be completed by a specific date. The Task maybe required to be carried out by more than one position. The Task will either be required to be performed once (adhoc), or to be performed on a cyclic roll.
On the first reminder day, the task is generated into a Current Task. The Current Task contains the instructions and the Due Date, but is its only entity, separate from the Task it was created from. A separate Current Task is generated to each Actioned By Position. Each Actioned By Position will complete their own Current Tasks.
New Task Notifications
A new task notification will be sent on the Reminder Day date. If the task has a second reminder, a notification will be sent on this date. If the task is Critical, and the task is not completed on the Due Date by the Critical time, a notification will be sent to the Actioned By on the Due Date at this time. If the task is not completed by the Due Date, a notification will be sent everyday the task is overdue to the Actioned By, until the task is complete.
The Details tab contains the instruction or action required by this task.
The Contract Task ‘Details’ tab
The Details tab elements
1 Contract number and Title
The Contract to which the new task is being added.
2 Information icon
Click the icon to show information about the fields on this tab.
3 Save icon
After entering all required information on both tabs, click this icon to save this New Task.
4 Status selector field
Click this field and select the Status of the Task (see Record Status). An Active task will be generated into a Current Task on the 1st reminder date for each Actioned By. An Inactive task will only roll over on the Due Date and no Current Task(s) will be generated.
5 Blind Task option
Tick this checkbox to set the Task as a Blind Task. (A Blind Task can be assigned to a Position that does not have ‘View’ or ‘Edit’ Security Rights to the parent Contract, but a higher level of security is applied for these positions.)
6 Critical Task option
Tick this checkbox to set the Task as a Critical Task. If selected, an additional reminder notification will be sent to the Actioned By if the generated task to them is not completed at the configured critical time on the Scheduled Due Date.
7 Task Type selector field
Click this field to select the type of Contract Task. Select from Contract Renewal, Contract Review, Others and SLA Review.
8 An Attachment is mandatory for Task Completion option
Tick this checkbox if you require the ‘Actioned By’ Position to upload an attachment in order to complete the Task. Current tasks generated from this task, will not display an Express Complete option, on the My Summary | Current Tasks tab, with this option on.
9 Outcome selector field
The Outcome allows more information about the completion of a task. Attestation: Completion of the task is sufficient True/False: A true or false response is required (e.g. All items where correct) Yes/No: A yes or no response is required (e.g. At least 10 items were checked)
When ‘Pass / Fail’ or ‘Yes / No’ is select, an Outcome is mandatory to be selected on the generated Current Task.
Depending on configuration setting, Current Tasks with ‘Pass / Fail’ or ‘Yes / No’ Outcome will display as an Express Complete option on the My Summary | Current Tasks tab. Express completing this Current Task will default select the positive Outcome ‘Pass’ or ‘Yes’.
10 Outcome Label field
Applies where the Outcome is not Attestation. Provide your own label. Maximum of 100 characters allowed.
If the Outcome field is being used, then propose the question that the Position needs to answer in order to successfully complete the Task.
11 Task description field
Use the Text Editor to detail the steps necessary to complete the Task. These details are emailed to the ‘Actioned By’ Position, and are also displayed in the My Summary | Current Tasks tab, when a Task is generated.
The Schedule tab
The Schedule tab contains the schedule, the frequency, the Actioned By(s) and the Escalate Position.
The ‘Schedule’ tab
The Schedule tab elements
13 Date Calculation selection
Note: Date Calculation only available when Frequency Monthly is selected.
Specific Date selected. Select the exact Date for the schedule to start. Selection Last working day of the period will, if the Next Due is not this date, change to the Next Due to this date, for that month, when Save is clicked.
Day of Week selected. Select the Week and the Day for the schedule to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the selected Week and Day.
Working day selected. Select how many business working days into a month the schedule is to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the Working day.
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14 Frequency selection
Use these fields to set how often the Task should be performed (e.g. every 3 months). Your Interval options include Monthly, Weekly or Adhoc.
Adhoc: The cycle number is ignored as it is a once off Task. Leave this as zero
Weekly: Type or select a number, e.g. ‘2’ for fortnightly.
Monthly: Type or select a number, e.g. ‘3’ for quarterly, ‘12’ for annual.
Note: Selecting Adhoc or Weekly will remove the Date Calculation selections.
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15 Next Due date picker
Use the Date/Time Selector to set the date on which the Task must first be completed.
(Scheduled) date field
After saving the schedule, a (Scheduled) date is then displayed to the right of the ‘Next Due’ field. This field displays the actual date that the next Task will be due. Quite often, the ‘Next Due’ and ‘Scheduled’ dates will be the same, but when the ‘Next Due’ date falls on a non-business day (e.g. weekend or public holiday) the ‘Scheduled’ date is set to the preceding business day; making the task due slightly earlier.
Tip: If you leave the ‘Next Due’ field blank, the record will be created, but a Task will never be generated. This can be useful if your organisation is not yet ready to start the Task and wants to specify the ‘Next Due’ date at a later time.
16 Last working day of the period selector
Select this checkbox to override the Next Due date to always be the last day of that month.
17 ‘Reminder 1st’ field
Is the number of days before the Task due date that the Task will be generated and each ‘Actioned By’ Position notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is the day the task will appear in each ‘Actioned By’ Current Tasks list. This is also the day each ‘Actioned By’ position will receive a notification email containing the Task details and when the Task is Due.
(Reminder Date) field
After saving the schedule, a (Reminder Date) is then displayed to the right of the ‘Reminder 1st’ field. This field displays the actual date (business day) that the next Task will be generated.
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18 ‘Reminder 2nd’ field
For Task’s with a long lead time (i.e. 1st Reminder is set to a high number of days), set a lower number of days in the ‘2nd Reminder’ field so that an additional email notification is sent to each ‘Actioned By’ Position before the due date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.
Tip: Set this field to zero if you don’t want a 2nd Reminder sent for this Task.
19 Task Responsibility position selector
Select the Position that is ultimately responsible for the Task. This Position selected for this role can be different from the Contract Owner. This position is required to be a member of a Security Group that has at least View access to the owning Contract record.
20 Escalate To position selector
Select the Position who will receive a notification email if the Task becomes overdue.
This Position receives ONE cc email: of the overdue email sent to any of the ‘Actioned By’ Position’s the day the Task becomes overdue (plus configured Escalation days).
If the ‘Escalate To’ field is left blank then the value will automatically default to the ‘Escalate To’ Position defined in the Security Centre Position’s settings.
If this Task Responsibility position should be receiving the overdue notification, select their position for this field also.
21 Actioned By
The list of Positions and Task Teams that this task will be generated for on the 1st Reminder date.
22 Click here to select Actioned By
Select one or more Positions in the Positions List to assign as ‘Actioned By’ Positions for the Task, then click Close to add those Positions to the ‘Actioned By’ field.
Tip: Instead of selecting multiple Positions in the list, consider using Task Teams. Task Teams are indicated by the (TT) symbol.
Procedures Contract Tasks
Add a Task
Add Contract tasks to maintain Contract items. Contract Tasks can be scheduled cyclic, or on a Adhoc, one off time.
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the New Task 1 icon.
The New Task window displays. Enter the required fields on the Details tab. (See The Details tab elements for more information on each field.) Then click the Schedule tab. Enter the required fields on the Schedule tab. (See The Schedule tab elements for more information on each field.) Click the Save icon 1 to save this new Task. (Or, click the Cancel icon 2 to stop adding the new Task.)
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the Task record 1 to be edited.
The Edit Task window displays. Update the required fields on the Details and Schedule tabs (see The Details tab elements) for more information on each field). Click the Save icon 1 to save the editing. (Or, click the Cancel icon 2 to abandon the editing.)
Note: If you paste content, please review Paste From WordNote: Whenever you change the Due Date, new current tasks will be generate on the new 1st reminder date to the Actioned By list, period.
A record saved confirming message will display.
Copy (Duplicate) a Task
Use the Task Copy functionality to duplicate an existing Task
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the Create a copy of this Task1 icon of the record to be copied.
The Copy Task window displays. Select a Task Type 1. Optionally, update the fields on the Details and Schedule tabs (see The Details tab elements) for more information on each field). Click the Save icon 2 to save the copy. (Or, click the Cancel icon 3 to abandon the copy.)
A confirming message will display and the copied record 1 will display in the Task list.
Transfer (Move) a Task
You can transfer a Task (and its associated history if it exists) to another Contract to save time, or to restructure your data.
Note: Before transferring a Task, check that the ‘Actioned By’ Position(s) has at least ‘View’ Record Security Rights to the target Contract. Otherwise, you will need to assign another ‘Actioned By’ Position who has these rights.
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the Transfer this Task1 icon of the record to be moved.
The Transfer Contract Task window displays. Select the target Contract from the ‘To’ 1 drop-down list.
A preview list of the existing Tasks for that Contract is displayed. This allows you see all existing Tasks 1 to prevent creating a duplicate task. Click the Transfer 2 icon to complete the move. (Or, click the Cancel icon 3 to abandon the move.)
The transferred Task will no longer appear in this Task list. The target Contract Task List contains the task.
View Task Completion History
The ‘Show the Task Completion History’ icon only appears for those Contract Tasks that have completed task(s).
Note: Only Positions allocated to a Security Group with ‘View’ or ‘Edit’ Record Security Rights can view a Task’s, Task Completion History.
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the Show the Task Completion History1 icon of the record to be viewed.
The ‘Task Completion History’ window displays. The most recent completed task history record is displayed. If the ‘Due Date/Actioned By’ 1 field appears, it indicates that more one task completion history record exists for this Task. Click the ‘Due Date/Actioned By’ dropdown 1 to select the other Completed Task History records. Also click the Comments tab and the Attachments tab 2 to see that information for this History Record. If you have the correct security access, further comments can be added and removed, and attachments can be added or removed. Click the Close icon 3 when viewing is completed to close this window.
Update Task Completion History
Note: Only Positions that completed this task, or have been allocated to a Security Group with ‘Edit’ Record Security Rights can update a Task’s Completed Task History record.
The ‘Update Task Completion History’ window displays. Enter a Reason 1 for the update in the Reason field. Change the ‘Actioned On’ 3 date if required. If the Outcome 4 for this task can be set to ‘Yes/No’ or ‘Pass/Fail’, this will display and you will be able to change the choice. Click the Save 5 icon to Update. Click the Cancel 6 icon to cancel the Update and close this window. Saved Updates will appear on the Comments tab. (Note:Depending on your system configuration, ‘Completed’ 2 options may appear. 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’.)
If required, Click the Comments tab. Click Add Comments 1 icon to add new comments.
The Add New Comment window displays. Enter a new Comment 1. Click the Save 2 icon to save this comment. (Click the Cancel 3 to cancel the save and close this window.)
To edit a Comment, click the Edit 1 icon.
The Edit Comment window displays. Update the comment 1. Click the Click the Save 2 icon to save this comment.
To delete a Comment, Click the Delete 1 icon. Click OK to confirm the delete.
If required, click the Attachments tab. Drop the attachment file(s) into the field, or use Browse to find the file(s). Each file will display for a few seconds in the field before disappearing and reappearing in the Attachments list during the upload processing.
Click the View 1 icon to view the attachment. Click the Delete 2 to delete the attachment.
Delete a Task
If the Task to be delete has task completion history that you would like to retain for audit or reporting purposes, it is recommend to instead change its Status to Inactive. Deleting a Task, along with it’s task completion history, is instant.
Click on the Contract record to display its details. The ‘Contract’ page is displayed with that record.
Click the Tasks tab. The Tasks tab is displayed. Click the Delete1 icon of the record to be deleted.
The clearly worded last chance Confirm window is displayed. Click OK to delete, or click Cancel.
Completing a Contract Current Task
My Current Tasks
To see which tasks have been generated for you to complete, from the main menu, click the My Summary option.
Click the Current Tasks tab.
Look for, or filter by, TypeContract Task in the Current Tasks list.
Completion Options
Depend on the task configuration and requirements, and the system configuration, you may have the option to Express complete 1 the task. The pencil icon complete option 2 will always be available. Click one of these icons to complete the task. The Express complete 1 icon will not appear if the task requires a comment and/or an attachment.
Express Complete One Click a Current Task
If you system is configured for single click express completion, clicking the Express Complete 1 icon, will complete. Hovering over the Express complete icon will display the information the task will complete with. If this information requires amendments, do not click this icon; click the pencil icon instead, to complete the task.
Express Complete Two Clicks a Current Task
If you system is not configured for single click express completion, clicking the Express Complete 1 icon, will display a confirming window with the information complete the task will complete with. Hovering over the Express complete icon will displays a different message to the single click hover message. If the information in the displayed confirming window is correct, click Yes2. Otherwise click No; the confirming window will close and the Complete the task window will open.
(Non express) Completing a Current Task
Click the Complete the Task1 icon to display the Complete Contract Task window.
Changing the Actioned On date
If you wish to change the Actioned On date from today to another date, select the new Actioned On1 date.
Selecting an Outcome
If the task has been setup as an Outcome task, select Yes/No or Pass/Fail1 as required.
Adding a Comment
To add a comment, click the Add Comment 1 icon.
The Add Comment window displays. Enter in your text 1, then click the Save 2 icon; or click the Cancel icon to stop adding a comment.
Adding an Attachment
To add an attachment, click the Attachments1 tab. Drop file(s) in the Browse field, or click Browse 2 to locate and select the file(s) you wish to attach. Files can be also be attached one at a time. After a few seconds the files will re-appear into the File attachment list 3.
Completing the task
To complete the Current Task, click the Complete Task 1 icon.
If all required information is entered correctly, the task will complete and the window will close. If an error message appears, correct the error, then reattempt clicking the Complete Task 1 icon. Repeat until all errors no longer occur.
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