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Task definitions contain various task characteristics, such as who can work on tasks, what form should be filled out as part of a task, what statuses and properties a task may have. Task definitions also specify next activities to be triggered automatically upon task-related events, e.g. when status changes or when the task becomes past due. 

Clicking the Task Definitions tab will allow you to create task definitions and view existing ones.

The Existing task definitions section lists all task definitions created, i.e. their names, parties responsible for task execution, and forms associated with a task. You can also edit or delete your task definitions from this page.

To create a Task Definition, you should click on the Create Task Definition button:


You will see a popup asking for a name of your "Task definition". Enter the name and click "Create".

You will be redirected to the Edit task definition page, where you can set a parameters for a future task by navigating to the following tabs:

  • Basics - indicate the basic task definition settings such as responsible parties and form associated with the task.

     This page offers options of editing the name of the Task Definition, assigning people responsible for carrying out the task, and making the selected form a mandatory part of the Task Definition.

    The Basic tab is divided into 3 parts: 1.Task definition name; 2. Responsible parties; 3. Form. This article will describe the features of each part.

    Task definition name

    • Click on the Pencil button to edit the Task Definition name.
    • Check Hide task definition from the portal if you want to hide particular task definition for its' Responsible parties (assignees) and Task managers (group of the users that has a right to manage the task definition). This means that hidden task definition will no longer be displayed on the "Tasks" tab once users login to a mobile application.

    Responsible parties 

    • Click on the Select button in the Responsible parties section to select the assignees which will see tasks from their User Portal. 

    • The system displays the Select Contact Group dialog of your Contact Managers and contact groups. You can choose a Contact Manager or a group within it and press the Save button

    • You can modify your previous selection by pressing the Change button or by clicking Customize to reduce the number of contacts selected and customizing the Group with the filter creation.




    1.To customize your contact selection, provide a unique group name in the Group Name field under the Filters tab;

    2. To create a customized filter for your group, click on the Set up button.

    Under the Preview tab, a list of contacts selected by the filter together with their Portal profile data is displayed. Contacts can also be searched by different indicators that can be selected from the dropdown next to Search Contacts text box. The Show response statistics for contacts link provides information on survey completion process by users selected.


    How to Set Up Filters 

    If you want to indicate a certain people of all contact managers, use the Filter feature. When you click on the Set up button, you will be able to choose portal users by contact manager values, e.g. their names, emails, IDs etc.

    • Use the Profile filter to specify the filter criteria from the dropdown menu. 

    • Once you select the criteria, the Select tab displays it. 
    • Choose one or several values and press the '→' button to them to the left side. Only those contact managers who are on the left side of the table will be responsible for the Task.

    • Use the Condition tab to manually input values that will fully match those of contact manager or be contained in them. 

    • Press the Add filter button. Several filters can be added. All the applied filters can be viewed in the Review filter logic section. You may combine the filters using the AND, OR or custom logic conditions.

    Form

    • To add a form to a Task Definition, click on Select button in the Form section.

     

    • In the dialog box that will pop up, select a form from a tree and hit Save. If you wish to filter forms by text they contain, type the text into the Search box.

    After you have saved a form, the Form section of the Basics tab will contain the form name, as well as preview, Change, Delete icons and the Default task summary and description tabs.

    To make the submission of an attached form mandatory, you must activate the Form submission is required to close task feature.

    Default task summary and description

    The task summary and task description fields are available once an Admin attaches a form. An Admin can edit the summary and description. 

    When a task admin or a portal user creates a task, the system will use these data. 

    1. The Default task summary is obligatory for you to fill out. You can edit the task summary input:

    - Leave it as it is by default ('New task created on' + the date format is YYYY-MM-DD.)

    - Type your text. You can use the Piping feature. 

    - Click the Reset to default if you changed your mind;

    2. Default task description input is optional for you to fill out.

    • Once Tasks are created under a Task Definition, it is not possible to change the Contact manager in the Responsible party section. However, you may customize the Responsible party contact group by changing the filter which defines it. If the contact, to whom the tasks were assigned, no longer fits the criteria of the responsible party filter, his tasks will be removed from his Portal.
    • It is not possible to change or delete the associated Form if the Task Definition contains tasks.
    • It is not possible to change or delete a Form if the Task Definition contains statuses based on form/custom task properties/workflow actions that include data from the form.

  • Statuses - view default and create custom statuses for your tasks.

    On the Statuses tab you may view existing statuses and add new ones to your tasks.


    • By default, for any new Task Definition the Open and Closed statuses are available. The Open status is selected as default, and these status will be assigned to a task once it is created, regardless of method of creation. Closed status is marked as such that closes the task. You may edit and delete statuses labels by clicking on the pencil icons.
    • Statuses may be custom or imported from a question in the form. You can have any number of custom statuses associated with a Task Definition. A combination of question-based and custom statuses is also possible. To add a new custom status, enter the unique status name into the text field provided. To save, press Enter or the Add New Statuses button. Any characters can be used in the status name.
    • If there is a form selected for this Task Definition, an Assign status based on the form checkbox is displayed. If you activate the checkbox, a dropdown box with a list of form questions will be displayed. Choose the question which contains answer options related to the statuses. Then select which statuses open and close a task.


    • Only Pick One or 'Other' and Dropdown question types are eligible for status assignment.
    • Only one status can be chosen as Open, but several statuses can be marked as such that close the task.
    • There must be at least one status within a Task Definition, so the system will not allow you to remove the last status.

  • Due Date - configure due dates for your tasks.

    With the help of this functionality, you can configure the due date for a task, set default due dates, and change the status of a task relative to the due date.

     The Due Date Settings section of the page contains a Require due date checkbox. If you select the checkbox, it will be possible to input any number of days after the task was created as default due date. The text box only accepts positive integer numbers.

     To select the status which will be applied to the overdue task, tick the Change status of overdue tasks checkbox. Here, you can input the number of days after the due date when the status change will occur.


    Example:

    If you have an Overdue status created and enable the option to close tasks that have "Overdue" status, a task will be closed as Overdue automatically if it has not been closed by a person it was assigned to.

    • The system will not allow status change after the due date if the task has already been closed.
    • Use the Statuses tab to modify statuses which can be applied to the overdue task.
    • A status of overdue task will be changed automatically after specified number of days only, meaning if by some reason the status was not changed on the indicated day, it will never be changed at a later date.
    • If the status of overdue task was changed by the system according to the settings, and after that you or your respondent changed it manually, it will not be changed automatically again:
    • If you changed a due date of a task to be in the past and according to the rules the status of the task should be changed automatically today, please be sure to wait up to 2 hours for the settings to update and the task status to change.



  • Actions - create workflow actions by creating follow up tasks.

    The Actiontab becomes active when responsible parties have been selected in the Basics tab.

    The Actions tab offers a simple interface for creating a workflow associated with the task. This functionality allows you to specify the action to be carried out after the current task is created or completed, or after its status has changed. This action can be sending an email or creating and assigning a new task.

    The page only contains the Add Workflow Action button under the Edit Actions heading when no workflow has been added. If there are existing actions, they are displayed in the list indicating the trigger for the action, the logical condition and the type of action to be taken.

    Actions can be added, edited, copied, or deleted from this page. To add/edit an action, press the Add Workflow Action/Edit button. The Edit Action pop-up box will appear.

     

    1. Select a trigger for the workflow action. The Execute on dropdown box allows to choose from such triggers as: 
      • Task created
      • Task closed
      • Task reassigned
      • Status change
      • Relative to due date (days before/after due date).
    1. If there is a form linked to the current task definition, the Based on: Logical condition on form data checkbox will be visible. Check it if you want the following action to be triggered by certain form answers.
    2. Select the Status trigger associated with the task (for Task closed and Status change  triggers). If Task closed was selected in the Execute on dropdown box, the statuses that you have marked as such that close the task (in the Statuses tab) are displayed. If Status change was selected, all statuses are displayed. 
    3. Depending on the trigger, the action to follow may consist in sending an email, creating another task or re-assign task automatically. Choose one from the Action dropdown box.
    4. If you checked the Based on: Logical condition on form data box, the dialog box will switch to the logic editing mode (simple or advanced), where you will be able to select or write a condition based on form answers, and trigger an action to follow this task. 



    To apply logic rules, you can use not only Simple mode, but also Advanced Logic rules. Please note, that only following data formats may be used in the right part of logical expressions:

    • other question references: Qx.Ay<[Qx1.Ay1]

    • constants: Qx.Ay<5.2

    • date: Qx.Ay<{2013-12-31}
    • references on the date fields: Qx.Ay<[Qx1.Ay1]

    If you use simple mode to implement logic rules be careful when using checkboxes to select needed questions:

    • if you tick checkbox near the question reference, the system will implement selected logical operation(equal to, contains, etc) with the value of the referenced Answer option.The checked "Qx.Ay" checkbox can take the following types of reference:
      • Question Reference Qx (for a dropdown question)
      • Answer option reference Qx.Ay
      • Question identifier Text string specified on the Edit question page
      • Answer identifier Text string specified in the Answer option settings screen. Click on the Wrench next to the answer option and specify Answer identifier in the appropriate field.

    Be aware that if the "Qx.Ay" checkbox is ticked and you enter a text string that is not an identifier listed above, the system will not allow to save the logic.

    • in case if checkbox is not checked, the system will implement logical operation with a string text value inserted in the text box. For instance, if "Qx.Ay" checkbox is unchecked and you typed Qx.Ay in the text field next to the checkbox, system will implement logical rule with Qx.Ay as a text string.
      Please note, that checkbox must be unchecked if you would like to compare value to a text string.


    Several logical conditions may be used here by clicking on Add Group. Remove group is used for deleting logical conditions. Hit Next when done.

    If the logical condition was not carried out or if you are done setting it up, the Edit Action dialog box will either switch to the email edit mode (Send email action) or will allow you to configure the next task (Create another task action), depending on what you chose to be the following actions:

    • The email interface will appear:

      You may use the HTML tags when composing an email. Piping references might be inserted to the email text to use the data from the form attached to appropriate task.

    • If you have selected the next action as creation of another task, a Next Action screen will be displayed:


      The following task properties can be set:

      • The Task Definition dropdown box allows to choose a task definition of the following task.
      • The Summary text box allows to input a summary for the new task.
      • The Description area allows to write the detailed description. If the current task definition has a form linked to it, it is allowed to use piping tags in both text boxes.
      • The Assign to dropdown box allows to choose assignees for the task to follow, and allows to choose from Unassigned, Current user, and values from the single line and lookup question types of the form.
      • The Status dropdown box contains all the statuses from the destination task definition that do not close the task.
      • The Due Date dropdown box serves for indicating the due date.

      If the destination task definition has a form linked to it, click on the Next button to take you to the mapping interface. If no form is available, hit Done. The mapping interface allows you to pre-fill data from the current task form into the new task form by mapping the questions and answer options. Values should be specified in formats Q1, Q1.A1, Q1.A1.C1. Question identifiers and answer option identifiers may also be used.

  • Permissions - define what responsible parties and task managers can do with a task.

    The Permission tab provides control over the the operations which responsible parties and task managers are capable of. Permissions may be established for 2 types of end-users - Responsible parties (Assignee) and Task managers (users that have a right to manage the tasks). 

    The Permissions tab becomes active when responsible parties have been selected on the Basics tab.

    The article covers all permission features for Responsible parties and Task managers. 

    Permissions for Responsible Parties

    These permissions define what responsible parties can do with the tasks assigned to them.

    1.  allows Responsible parties to create tasks by themselves on the portal. If a contact is not a part of the Responsible parties, they will not be able to create tasks on the portal.

    , if checked, allows the assignee to change the status of the closed task assigned to them, edit the attached form record of a closed task and perform actions granted in the permissions list below.

     3. Edit due date checkbox is only visible if the task has Require due date toggle turned on. If checked, this option will allow the assignee to change the due date of the task.

     4. Unassign option allows responsible parties to make tasks that are assigned to them unassigned.

     Assign to other Responsible parties option, the Customize (6) button will appear. If you click on that button, the dialog box will pop up allowing to configure settings for a contact group

                       





    The dialog allows you to customize your contact selection, provide a unique group name in the Group Name field and create a customized filter. Please read the  Basics tab articles for more details.

    If you do not want Portal users to create a task by themselves, do not check the box on the Permission tab.

    The dialog box functions similarly to the one that appears after pressing the Customize button in the Responsible parties section of the Basics tab. It allows the assignee to reassign the task to another party from the customized group of contacts.

    Permissions for Task Managers

    The functionality controls which portal users should have access to tasks through the Task Management functionality. It also determines if they can view and re-assign such tasks using complex filters that would allow to define user groups to apply the permissions for, define permissions and in case of re-assigning, define for which groups of users the reassignment is possible.

    To add permissions for Task managers:

    • Click on the Add permissions button.

    • In the pop-up Select contact group window, choose a group of contacts for whom you would like to set up permissions, and click the Save button. Press the Customize button to apply filters to the selected group.

    • Select the permissions.


    1.You can allow your Task Managers group to create a task by themselves on the portal.  Check the box to enable the function;

    2. Edit due date enables task managers to modify the due date of a task.

    3. Assign to me allows task managers to assign the task to themselves.

    4. Unassign allows task managers make tasks unassigned.

    5. If you select the Assign to other Responsible parties option, the Customize button will appear. If you click on that button, the dialog box will pop up allowing to configure settings for a contact group.





    The dialog allows you to customize your contact selection, provide a unique group name in the Group Name field and create a customized filter.

    Please read the  Basics tab articles for more details.


    Filter for tasks

    You can set up the filter for tasks for which the permissions are being set up. By default, all tasks are selected for the permission setting. However, you can customize the tasks that should be included into the permission rule.

    • Click on the Add filter button.

    • The system displays the Edit task list dialog. Now you can set up a group of logical expressions and use logical conditions between the groups. This functionality is identical to the same functionality of the Advanced Logic editor

    You can filter the tasks by creators, assignees, date created/changed/closed, statuses and due dates. 

    Here is the list of all available filters:

    • Status

      • Equals/Does not equal - applicable to the status selected in the third dropdown.

        The Select value field is based on the Status' which have been previously created.
    • Assign to

      • Unassigned/Contact - applicable to the selection in the third dropdown.

        The selected contact can only be selected from the Contact Manager assigned.
    • Created by (user)

      • contact selection dropdown - applicable to a contact selected in the second dropdown.

        The selected contact can only be selected from the Contact Manager assigned.
    • Due date

      • equals
      • does not equal
      • is earlier than  
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date created

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date closed

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Date changed

      • equals
      • does not equal
      • is earlier than
      • is earlier than or equal to
      • is greater than
      • is greater than or equal to

        All options are applicable to the Date selected from the Calendar in the the third field.
    • Created by (admin)

      • select the contact which is the Account admin

    • After you are done setting up logical rules or groups of rules, press the Save button.

    The scope of permissions that the selected task managers can be established from the Configure permissions section.

  • Properties & Data Flow - create task properties and set up data flow between users, form fields and properties.

    On this page, the flow of data from the contact manager, the form, and the properties of the task can be configured. Task properties can be created or edited here as well.

    Properties are data points that characterize tasks. Their values are taken from an attached form. End users may use custom properties to search and filter tasks by them. For instance, a store inspection form is attached to the task, and one of the form questions asks for the store's location. In this case, we can set up a Location property, the value of which will correspond to the answer to the form question about the store location.

    Upon clicking on the tab, the Data Flow Editor appears. The editor consists of 3 columns with values for selection. You can use this editor to connect fields from the contact manager to the corresponding questions in the form and the task properties created by you.

    In order to setup the Data Flow functionality for selected Data Definition you will need to:

    1. Select a field from the Contact Manager column.
    2. Indicate the data flow direction between columns. It can be chosen by means of the arrows located between the columns.

      • After the form is completed, data from the form overwrites contact manager data.
      • Form will be pre-populated with data from the contact manager.
      • Data can flow in both directions.
    3. Select a question and/or answer (depending on the question type) from the form attached to the task definition in the Form column. Note that data flow direction between the second and the third column is already set. That is because properties are taken from a form.


    4. The Task Definition column shows the list of custom properties that have been created for the current task definition and that are not currently used in mappings. To add a new property, input its name in the text box and click on Add. To add several properties at once, click Add -> Add multiple

                    

              To edit or delete a property, click on a bin icon next to the property label.

              You can also search the contact manager columns and the form items for values that contain certain text by typing this text into Search box located above the columns.

              If you delete a property used in filters for permissions, the permissions where the property was used will become invalid. If the deleted property is used in saved task filter in Admin Task Management, the filter becomes invalid.

       5. The Overwrite with empty values checkbox is used if respondents leave a question unanswered and you prefer deleting data from the appropriate field in the contact manager so that it is left blank\

       6. After you have selected values and chosen data flow direction, click the Apply Mapping button.

          

    The Properties & Data Flow tab becomes active when a form is attached to the task definition, and responsible parties have been selected.

    Mapping between the form questions and the task custom properties can only be applied to the following question/answer types: Single Line(answer options), Pick One or 'Other'(entire question), Dropdown(entire question), Numeric Allocation(answer options), Object Lookup, File Upload.

  • Task Filters & Columns - allow users to filter tasks by properties, and decide which properties will be visible to them.

    With the help of this functionality, you may allow users to filter tasks by custom properties. You can also decide which properties will be visible to users in task views on Task Management, My Tasks and Task Details screens (such properties are called task columns). You can also define display order of filters and property columns.

      • To allow filtering tasks by a certain property, tick the corresponding check box in the Display Filter column
      • To display a certain property as a column on the Task Manager/My Tasks/Task Details screens of the mobile application, mark the corresponding check boxes.
      • To define display order of filters and property columns, use the arrows in the Display Order column.

    The Task Filters & Columns tab becomes active when a form is attached to the task definition, and custom properties have been created.

  • Contact Filters - select contact manager fields to be used as filters by users

    With the help of this functionality, it is possible to select which contact manager fields may be used to filter the list of potential responsible parties(assignees) when the task is re-assigned in the Task Management functionality.

    • Select which contact manager fields you will use as filters by checking the desired checkboxes in the Display Filter column.
    • You may change the order in which the fields are displayed when filtering by clicking on the order buttons in the Display Order column.


  • The Actions and Permissions tabs will be enabled once the Responsible Party has been selected from the Basics tab.
  • The Properties, Data Flow and Contact Filters tabs will be enabled once a Form is attached from the Basics tab.
  • The Task Filters tab will be enabled once a Map Property has been added from the Properties & Data Flow tab.
  • It is only possible to delete Task Definitions which do not contain any tasks.