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>>Assigning and Reviewing Tasks > Creating a Task via the Task Folder

Creating a Task via the Task Folder

Accessing the Tasks Folder

To access the Tasks folder, follow these steps.

1. From the workarea, click the Reports tab.

2. Click the Tasks folder.

3. The following subfolders appear:

All Open Tasks - all tasks whose status is open

Assigned By and To Me - tasks assigned to you and those that you assigned to someone else

Assigned To Me - tasks assigned to you

Assigned By Me - tasks that you assigned to someone else

Created By Me - tasks you created

Assigned To User - search for tasks assigned to a user

Not Started - tasks whose state is set to not started

Active - tasks whose state is set to Active

Awaiting Data - tasks whose state is set to Awaiting Data

On Hold - tasks whose state is set to On Hold

Pending - tasks whose state is set to Pending

Reopened - tasks whose state is set to Reopened

Complete - tasks whose state is set to Complete

Archived - tasks whose state is set to Archived

Deleted - tasks whose state is set to Deleted

You can click any folder to view only tasks in that category.

Also, the View Tasks screen appears in the right frame, listing all tasks assigned to you, or assigned by you.

From this page, you can view, sort, update, or add tasks. To learn more about the View Tasks screen, see Viewing a Single Task.

To learn about sorting by Task Type, see Sorting Tasks By Task Type.

Creating a Task via the Task Folder

To create a task, follow these steps.

1. From the workarea, choose Reports > Tasks.

2. Choose Assigned by and to me.

3. Click Add ().

Warning! The Add button only appears if your system administrator has granted you permission to add tasks. For more information, see Task Permissions.

4. The Add Task screen appears.

Enter information for the task using the following table

Field

Description

Task Title

Enter a title for the task (for example, Update Content). The title appears in the left column of the View Tasks screen.

Assigned To

Your user name appears.

If you do not have Redirect permissions, you cannot assign tasks to other users.

If you have Redirect permissions, your user name appears followed by Select User or Group. To assign the task to yourself, proceed to the next field. To assign the task to someone else, click Select User or Group and choose a user or group. (The user to whom the task is being assigned must have permission to edit the content.)

When you complete the screen, an email is sent to the selected user or user group informing him of the assigned task.

Note: email is only sent if email notification is enabled for Ektron CMS400.NET.

Language

Select the language of the user who will perform the task.

Content

If this task involves a piece of content, select it. When you click Select, a new window appears. From this window, you can navigate through folders to find the content.

You can only select a piece of content whose language matches the user language selected above.

See Also: Selecting Content for the Task

Priority

Select the priority of the task. Your choices are High, Normal and Low.

The priority appears on the View Tasks screen. A user can sort tasks on the screen by priority.

Task Category

Select a category for the task. When a Task Category is chosen, the Task Type drop down box is auto filled with task types associated with that category.
See Also: Adding a Task Category and Task Type.

Task Type

Select the Task Type for this task. You must specify a Task Category before you assign a task type. See Also: Adding a Task Category and Task Type.

Add

By clicking the Add link, you can add Task Categories and Task Types. See Also: Adding a Task Category and Task Type

Note: If you Add a Task Category or Task Type while adding a task, the task information (Task Title, Assigned To, Language, etc.) entered will be lost when the screen refreshes.

Edit

By clicking the Edit link, you can edit the Task Type chosen in the Task Type drop down box. See Also: Editing a Task Type

Note: If you edit a Task Type while adding a task, the task information (Task Title, Assigned To, Language, etc.) entered will be lost when the screen refreshes.

State

Choose a status for the task. Your choices are:

Not Started

In Progress

Completed

Waiting on Someone else

Deferred

If the task is not linked to content, you can assign it to any state. However, if you later link the task to content (via the Content link above), the state switches to Not Started.

The state appears on the View Tasks screen. A user can sort tasks on the screen by state.

Start Date

Using the calendar button, choose a start date for the task. The start date appears on the View Tasks screen. A user can sort tasks on the screen by start date.

Note: If you see a mix-up of the month and date of your entry (for example, you select March 2 but see February 3), make sure the date format specified in the Windows Control Panel Regional Settings dialog matches your current language. Also, make sure the settings apply to the default user.

Due Date

Using the calendar button, choose the date by which the task needs to be completed.

The due date appears on the View Tasks screen. A user can sort tasks on the screen by due date.

Note: If you see a mix-up of the month and date of your entry (for example, you select March 2 but see February 3), make sure the date format specified in the Windows Control Panel Regional Settings dialog matches your current language. Also, make sure the settings apply to the default user.

Description

Add additional information to describe the task. The description appears on the View Task screen (circled below).

5. Click Save ().

If email notification is enabled, an email is sent to the user or group to which the task was assigned.

Selecting Content for the Task

When you choose Select Content from the Add Task screen, the Select Content screen appears. It shows only content in the selected language.

You should only select a content folder for which you have permissions. See Also: Folder Permissions

To select a piece of content to assign to the task, follow these steps.

1. Navigate to the content. (Click any folder to open it.)

2. Click the circle to the left of the content.

3. Click Save ().

Adding a Task Category and Task Type

Task Categories and Task Types let users and administrators sort task by user-defined categories and types.

By clicking the Add link, located next to the Task Type drop down box, you can add Task Categories and Task Types. This allows you to add categories and types without leaving the Add Task screen.

Note: Administrators can also add and edit Task Categories and Task Types from the Workarea by clicking Settings > Configurations > Task Types. See Also: Adding a Task Category and Task Type

To add a Task Category and a Task Type, follow these steps.

1. Go to the Add Task screen, as described in Creating a Task via the Task Folder.

2. Click the Add link, next to the Task Type dropdown box.

3. The Add Task Type screen appears.

From this screen you can perform the following:

Add a task type to an existing task category

Create a new task category

Add a new task type

Add a task type description

Define task type availability

Note: As a user, if you set the Task type to Not Available, you cannot edit the Task Type after that. To make the Task Type available, see your administrator. Task Type availability is explained in Task Type Availability.

4. Enter your information.

5. Click Save ().

6. Your new Task Category and Task Type appear in the drop down boxes.

Task Type Availability

Task types can be hidden from users by clicking the Not Available check box in the Add Task Type and Edit Task Type screens. By making Task Types not available, you can make the Task Type unavailable without deleting it.

Editing a Task Type

From the Add Task screen, you can edit a Task Type. This will allow you to change the Task Type name, Task Type description, and Task Type availability.

To edit a task type, follow these steps.

1. Go to the Add Task screen, as described in Creating a Task via the Task Folder.

2. Choose a Task Category and the Task Type to edit.

3. Click Edit, next to the Task Type dropdown box.

4. The Edit Task Type screen appears.

From this screen you can edit the following:

Task Type

Task Type Description

Task Type Availability. See Also: Task Type Availability

Note: As a user, if you set the Task type to Not Available, you cannot edit the Task Type after that. To make the Task Type available, see your administrator. Task Type availability is explained in Task Type Availability.

5. Edit the information.

6. Click Save ().

7. The Task Type information is changed.


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Ektron CMS400.NET Reference Version 8.02 SP1 Rev 1

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