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All about Tasks

Other references
Training Manual ​for All Users

​​​​​​​​​​​​In this page... 

The workflow processes in RGS are based on the allocation and actioning of tasks by an individual or group of people.

Task sub-menu categories 

Your 'Tasks' are accessed by clicking on link on the left hand menu of the screen. There are three sub-menus: Current, Overdue and Archived.

Task 1.jpg 

Current

This section displays active tasks that are not overdue. When you have completed a task, click 'Finish Task' to indicate that you have performed the required action.  This will exit the task and move it to the Archived view. For Group Tasks, once you 'take' the task, the Finish Task button will be displayed.

Task 2.jpg 

Overdue

This section displays tasks that are past their due date i.e. they are tasks highlighted in 'red'. When you have completed a task, click 'Finish Task' to indicate that you have performed the required action.  This will exit the task and move it to the Archived view.

Task 3.jpg 

Archived

This section displays tasks that you have completed. Click 'View' if you wish to return to the page where the task action was performed. The 'Back to Tasks' button will exit the task and return you to the Current Tasks screen.

Task 4.jpg 

Task Categories

You can see all tasks assigned to you or your group, and tasks you have opened as lists in the Tasks page. The Tasks list is broken down into the following categories: 

New Group Tasks

These are tasks for the group(s) that you belong to that have not yet been assigned or taken by anyone from that group.

Taken Group Tasks

These are tasks that have been taken by others within your group.

Declined Group Tasks

These are tasks that someone in your group has declined on behalf of the group.

My Tasks

This is a list of tasks assigned only to you or that you have taken from the group tasks.​

Tasks Assigned to Others

This is a list of tasks you have assigned to others.

Create a new task

​1.  Click on 'Tasks' on the menu situated on the left-hand side of the screen. The 'Current Tasks' page will launch. Click 'Create Task' to create a new task.

 Task 5.jpg        

         

2.  Complete the Task Form.  All mandatory fields have a red asterisk (*) next to them.

Task 6.jpg  

  • Select the task type.  Project tasks are those to be assigned only to members of the project. General tasks may be assigned to any individual user within RGS.  This is mandatory, and a value must be selected in order to save the task.
  • Start and due dates are useful if starting the task may be delayed, or if you would like to specific a deadline for that task.
  • Assignee is the individual RGS user who needs to take action.  This is mandatory, and a value must be selected in order to save the task.
  • Task description provides an explanation of the task required.  This is mandatory, and must not be empty to save the task.​

3.  Click 'Save' to create the task and assign it to the assignee.  Click 'Cancel' to discard any changes made, and you will be directed back to the Tasks page.

4. The assignee will receive a task and an email notification with a link to the Task.

Task General Request received.jpg 

5. The assignee can send a response back to the Initiator through the Task Form and then click 'Finish Task', or alternatively decline the task by clicking 'Decline Task'.

Task General Request response.jpg 

6. The initiator will receive the response to the task in an email. They can also view the response within their 'Task's in the section 'Tasks Assigned to Others'.

Task General Request response email.jpg 

Task General Request assigned to others.jpg 

Update an existing task

​1.  To update an existing task, click on the task's name.

Task 7.jpg 

2.  Specific fields for the task depending on the task type will be shown in the Task Form.  All mandatory fields have a red asterisk (*) next to them.

3.  You may update these fields, and click 'Save' to save the changes.  Click 'Cancel' to discard any changes made, and you will be directed back to the Tasks page.

Take a task

​1.  To start working on a task currently assigned to a group you belong to, click 'Take Task' on the Task Form view.  The task will now be assigned to you, with your name in the 'Task taken by' field.

Tasks Edit Task take.PNG  

 

2.  If you leave the Task Form view and have been directed back to the Tasks page, the task will appear under 'My Tasks' section.

Reassign a task back to the group 

1.  You may be unable to action a task and therefore wish to reassign a task back to its previously assigned group. To do this, click 'Re-assign to Group' on the Task Form view.

Tasks Edit Task reassign.PNG  

 

2.  If you leave the Task Form view and have been directed back to the Tasks page, the task will appear under 'New Group Tasks' section.

Finish a task 

To finish a task, click 'Finish Task' on the Task Form view.  Make sure you have actioned the task (e.g. signed the SSA Form) before clicking finish. If you click 'Finish Task' before actioning the task (by mistake), you can still access the task (and therefore the project) in Archived Tasks.

Tasks Finish button.PNG
 

Some tasks generated within RGS 'finish' automatically after the assignee has taken appropriate action.  An example of this type of task is the New User Access Request.


 

Other references
Training Manual  for All Users


 

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