You can add and use tasks to plan out and track individual actions that need to be taken on a request. Like with requests, users will be notified if a task they are assigned to is due soon or overdue. Tasks are very flexible and can accommodate a variety of workflows depending on an organization's internal processes and the complexity of the particular request. Some possibilities include:
Each individual user adds a task to track the work they need to do
The Point of Contact creates all of the tasks for a request at the beginning of the process
The Point of Contact monitors a request and creates new tasks as earlier ones are completed
Add a Task to a Request
Any staff user can add a task to any request that they have access to. Tasks can only be assigned to staff who are already on the request, either as the Point of Contact or Support Staff. Only one person can be assigned to a task at a time.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Add task icon (list) in the toolbar
Select a User to assign the task to in the drop-down menu
Note:
Only users who are on the request as either the Point of Contact or Support Staff will appear in the list.
Type a Due date in the field (using the mm/dd/yyyy format) or select a date from the Calendar
Enter a description of the task in the Message contents text field
Click the Create Task button
Mark a Task as Complete
Any user who has access to a request can mark one of its tasks as complete. When a task was completed, and who completed it, will be recorded in the request timeline.
Note:
Tasks will remain open even if a request is closed and you will continue to receive email notifications regarding these open tasks. You will want to ensure all tasks are marked as complete when a request is closed.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Select the Tasks tab
Locate the task and click the Mark Task Complete icon (checkmark in a circle) on the task card
Note:
The Mark Task Complete icon will update to a claxon icon and a green message status will appear next to the icon that says "Complete: [Date of Completion]".
Change the Due Date of a Task
The due date of a task can be changed at any time after the task is created. When the due date is changed, the original and new dates will be recorded in the timeline.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Tasks tab
Click the Edit Task icon (pencil) next to the task you want to update the due date for
Type a Due date in the field (using the mm/dd/yyyy format) or select a date from the Calendar
Click the Update Task button in the lower right-hand corner of the pop-up window
Change Who a Task is Assigned To
A task can be assigned to a new user at any time after it is created. Only one user can be assigned to a task at a time.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Tasks tab
Click the Edit Task icon (pencil) next to the task you want to update the due date for.
Select a new user from the User drop-down menu
Note:
Only users who are on the request as either the Point of Contact or Support Staff will appear in the list.
Click the Update Task button in the lower right-hand corner of the pop-up window
Update a Task's Description
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Tasks tab
Click the Edit Task icon (pencil) next to the task you want to update the due date for.
Update the description of the task in the Message contents text field
Click the Update Task button in the lower right-hand corner of the pop-up window
Delete a Task
If a task is no longer relevant, you can delete it from the Request.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Tasks tab
Click the Delete Task icon (trashcan) next to the task
Click the Delete button in the lower right-hand corner of the pop-up window
Note:
If you delete a task it is permanent and cannot be undone.
Mark a Completed Task as Not Complete
If you accidentally mark a task as complete or realize that a completed task requires more work, you can mark that task as not complete.
Sign in to your account
Click the All Requests tab in the upper-left-hand corner of the Portal dashboard
Select the request number for the request you want to add a task to in the Request column
Click the Tasks tab
Click the Mark Task Incomplete icon (slashed circle) next to the task's completion date
View All Tasks Assigned to You
In addition to viewing tasks on a particular request, you can also view all tasks that are assigned to you across all requests. For users responsible for coordinating tasks assigned to other people, there is also the option of viewing all tasks on all assigned requests.
Sign in to your account
Click the All Tasks tab in the upper left-hand corner of the Portal Dashboard next to the portal name
Use search filters to narrow your tasks
Search Request ID or Task: Enter the request number or task details.
My Tasks
Tasks assigned to me: Any tasks that have been assigned to you.
Tasks from all my requests: Any tasks for requests you submitted.
Status
Complete: Requests that have been completed.
Incomplete: Requests that are in process.
Due Soon: Requests that have an impending due date.
Overdue: Requests whose due date has passed.
Due Date: Use the mm/dd/yyyy format or the calendar button, and select the start and end dates.
Start: The date the request was received.
End: When the request should be completed.
Search by Assignee: Search for the name of the user who has been assigned to the task.
View the list of tasks in a table format
Request: The request number the task is assigned to.
Status: The current status of the task.
Due Date: The date that the task is due.
Assignee: The person assigned to the task.
Task: The description of the task.