Tasks with Task List of Portals

With the Portals page module Task List, tasks can be created, viewed or edited within a portal without having to switch to the Org Processor‘s Action Planner first. Task List will enable users to keep an overview of tasks for various hierarchy levels. Employing filters will help users finding those tasks most relevant to them.

Requirements for the use of Task List

The following requirements must be met in order to use Task List for Portals:

• Only ES type projects qualify for the use of Task List.
• Users creating, viewing or editing tasks in Task List must be allocated to the respective unit in the Org Processor first and must be assigned the correct role (e. g. owner).
• Users working with Task List must have a panelist account based on the same e-mail address used in Portals.
• The Action Planner must be activated first in order to use Task List in Portals.
• To use the page-module Task List, it must be added to a portal and be configured first.

Adding Task List to a portal

To add Task List to a portal, proceed as follows:

• Open the portal to which you want to add Task List.
• Select a page on which you want to add the module.
• Click on the button New row and select a layout from the default selection to define the number of columns of the new row.
• Click on the button New module.

A list with all available page modules is opened.

• Click on the page module Task List.

You have added the page module Task List to your portal.

Configuring Task List

To open the admin area of Task List, click on the arrowhead. The settings of Task List are displayed. To configure Task List, proceed as follows:

• Select a Heading for the page module.
• Select the Employee target project containing the tasks to be shown in the list display.
• By means of the checkbox “Users can create new tasks”, you can control if users are able to create new tasks or not. In order to do so, check or uncheck the box.

To create new tasks, responsible persons need to have at least the rights of the standard Owner role.

• Define the number of tasks to be displayed on one page.
• Define how many days before expiration of a task a reminder will be sent out for a warning.

The expiration warning is set to one day by default.

• Optionally, you can add additional fields to tasks. For this purpose, click on the button + Select field below Field‘s order, select additional fields from the dropdown list and confirm each selection by clicking the green check. You can adapt the order of displayed fields with the arrows on the right. With the trash icon, you can delete added fields again.
• Confirm your information by clicking on the button Publish.
• Activate the online button to publish your Task List page.

The configuration of Task List is completed. In case you want to delete the page module Task List again, click on the trash icon and in the confirmation dialog on the button Delete.

Notes:

• Fields added via the Task List configuration area will be shown in the list display of tasks.
• These selectable fields are displayed through the variables in the variable editor of the Action Planner configuration. Here, you can create and add any variables to the standard-variables.
• To hide self-created variables in the configuration and exterior view of Task List, set the setting “Show the content of this variable” to “no”.
• The adaptable order of variables in the variable editor determines the order of variables displayed in the detail view and in the editing mode of tasks in the exterior view of Portals.

Allocating rights

In the comment area in the detail view of tasks, responsible persons can leave notes, images and videos while editing tasks. To enable responsible persons to create, edit or delete comments, they need the respective rights beforehand.

• To allocate comment rights, navigate via the following path to the Rights administration of the role you want to allocate rights to:

[Selected project] → Process configuration → tab Roles → Paragraph icon of the respective role → Rights administration

• To allocate the right of creating comments to tasks and editing and deleting own comments:
  • check the box in the row “actionplanner_comment_create” of section Follow Up - Action Planner.
• To allocate the right of editing or deleting any comment to tasks:
  • check the box in the row “actionplanner_comment_moderate” of section Follow Up - Action Planner.
• Confirm with Save.

You have allocated the comment rights to responsible persons in their respective role.

Allocating access right to survey results

If a task was created by the Task Trigger, a survey link is created in the detail view of this task routing to the results of the respective survey participation. The responsible user of this task has the possibility to open the survey link by clicking on the form icon in the detail view and to access the survey results of the participants. The form icon is not displayed in the detail view by default. To activate the icon and to make it visible for responsible persons, they need the right of accessing survey results beforehand.

• To allocate the right, navigate via the following path to the Rights administration of the role you want to allocate rights to:

[Selected project] → Process configuration → tab Roles → Paragraph icon of the respective role → Rights administration

• Check the box in the row “actionplanner_view_survey_result” of section Follow Up - Action Planner.
• Confirm with Save.

You have allocated the right of accessing survey results to responsible persons in their respective role.

Activating/Deactivating Notifications

In the Panelist administration, you can set whether participants, being panelists at the same time, receive a push notification on their smartphone as well as on their installation and/or an e-mail notification informing them about new assignments of tasks. The activation of push notifications requires the installation of the Portals app on the participants‘ smartphones.

• To activate or deactivate notifications for a participant, open the Panelists administration in the People module.
• Enter the respective participant in the search field and click Search.
• Select the participant by clicking on their name.
• The tab Detail view of the participant‘s account is opened.
• In the section Notifications, you can activate or deactivate the Push notifications for tasks and / or the E-mail notifications for tasks via the respective checkboxes.
• To save your changes, click on the button Change account.

You have changed the settings of Notifications for the selected participant.

Working with Task List in the exterior view of Portals

In the exterior view of Portals, responsible persons work on their tasks in the context of the follow-up process. You have received an e-mail (or some other message) which names you as the person responsible for administrating the follow-up process of the employee survey in your organizational unit. The e-mail usually contains your access data to the exterior view of Portals:

• E-mail address
• Password
• URL for the login of the Portals exterior view

Login to Portals exterior view

Click on the link in the e-mail to open the login to the exterior view of Portals. If this link is not working, mark it, copy it and paste it into the address field of your web browser. By clicking on Enter, you will reach the login window. Please enter your e-mail address and password into the text fields and click on the Sign In button. When logging in for the first time, this will prompt a security routine in the course of which you change your password and specify a security question. Later, you will be taken directly to the Portals exterior view. The password will have to be changed once every month. The Portals exterior view is opened.

Task List in the Portals exterior view

After the login, you automatically enter the Portals exterior view.

On the main page of the Portals exterior view, you see, if applicable, a list with created tasks which are assigned to your organizational unit. From here, you can create new tasks as well as access, edit, copy and delete tasks. Also, you can filter, sort and search tasks.

Filtering area

To open the filtering area, click on the Filter button with the funnel icon. Here, you can filter created tasks by Status, Creator, Unit and Subject group. Only tasks with the status Not started and Started are listed by default. You can adjust this setting via the checkboxes in the Status section. The number next to the Filter button with the funnel icon indicates the number of filters currently being active. Via activation of the Filter buttons “Show only my own tasks” and “Show escalated tasks”, you can restrict the display of tasks in the list display to your own current tasks or to escalated tasks of your own organizational unit. Via the drop-down list, you can sort tasks by Title, Completion date, Status and Created date.

Via the search field, you can search and display tasks by entering respective characters and numbers which are included in the task variables Title, Responsible person, Creator, ID, Problem description and Task description.

Creating a new task in Task List

To create a new task in Task List, click on the button Create task. The entry mask for creating a new task is opened.

• Select Title, Status, Completion date with time, Unit, Responsible person of the task as well as the Subject group and enter a Problem description and a Task description into the text fields.

Notes:

• Select a unit first to load a list of responsible persons for that unit.
• If more than ten units or responsible persons are visible, the select box becomes a filtering list.

Saving is not available until all required fields are filled.

• Click on the button Submit.

Your newly created task has been added to the list display - from here you can access and edit tasks.

List display

The list display provides you with an overview of created tasks. Depending on your filter settings, maybe only tasks with the status Not started and Started (standard setting) or only tasks created by a certain person are displayed for example. In the list display, depending on each configuration, the following items of a task can be displayed: ID (with a preceding hash sign), title, responsible person, their organizational unit, subject group, status, the remaining time until expiration of the task, the number of existing comments on the task and tags (if created). Via the menu on the right side, you can edit, copy and delete tasks.

Status display and reminder function

Status display

The color of the status bar corresponds to the current status of a task:

• Green: Editing of the task has Not started.
• Orange: Editing of the task has Started.
• Red: Editing of the task is Completed.

When editing tasks via workflows, the status Not started is automatically set to Started.

Reminder function

The color of the time display serves as reminder function and is independent of the status display. The reminder function runs synchronously to the reminder mail, warning about an upcoming expiration of a task.

By default, the color of the time display of tasks turns from black to orange as soon as a task is one day away from expiration. In the configuration area, you can define the number of days the reminder function is executed before expiration. Here, you can adjust the default setting of one day.

There are three different colors displaying the time status of tasks:

• Black: The task is at least one day away from expiration warning. By default, the warning is executed one day before expiration of the task. In this case, the task is marked in black up to two days before expiration.
• Orange: The task is one day away from expiration with default setting or at the most as many days as is set for the expiration warning.
• Red: The task is expired and lies in the past.

Editing the properties of a task

In editing mode, you can edit the properties of a task.

• To switch to editing mode of a task, hover over the menu icon on the right side of a task in the list display.
• Click on Edit in the displayed context menu.

The edit view of the task is opened.

• In the edit view of a task, you can edit title, status, completion date with time, unit, responsible person, subject group, problem description, task description and add tags as needed.
• Confirm your changes with Save.

The changed properties of your task are shown in the list display.

Working in detail view

To open the detail view of a task, click on a random position on the respective task in the list display.