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Tasks - Adding & Updating Tasks Video Guide

 

Tip: You can navigate to specific sections in the video by selecting the Chapters icon.

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Learning Objectives:

1. Describe how to add a new task.

2. Summarize how to update an existing task.

3. Explain how to vote on a task.

4. Recall how to follow and unfollow a task.

 

 

Video Script

Welcome to the Tasks: Adding and Updating Tasks overview. In this video we will demonstrate how to add a new task and update existing tasks. 

To get started, select Tasks from the main menu. This will open the tasks page where you can create, view, and update tasks for your building. 

By default, the tasks page lists all the In Progress tasks with the newest task at the top.  You can conduct an all-text keyword search of the tasks list, using the search bar at the top of the page. You can also change the tasks status from In Progress to, Not Started, Cancelled, Completed, On Hold, or All Tasks. Pick the appropriate options and click Search. To return to the default settings, select Clear Search.

You also have the option to Follow All Tasks, meaning you will receive email notifications when tasks are added or updated. 

To create a new task, select Add New Task. Your user group permissions will dictate if you have the option to add a new task. On the new task form begin by entering a title for the task. This title will appear in the subject line of the task email notification. Next, enter a detailed description of the task. 

After entering a title and description, select the status for the task from the drop-down menu. Next, assign the task to a specific user or specific user group. Then, determine if you need to collect votes on the task, and if applicable, select the users or user groups that need to vote. 

Then, if applicable, set a due date for the task and determine if the task requires a decision. Next, upload any relevant files to the task. Once completed, click Save. 

You will now see the new task on the tasks list. If your task has a different status, change the status to the appropriate option to see the new task. The assigned user or user group will then receive an email notification about the task. The email will include the title, description, and due date for the task. If your vote is required, the email notification will have a different subject line and include a list of the users that need to vote.

To view or update a task, select click here for full details from the email notification or click the edit icon from the tasks list. With either option, you will then see the task details followed by the task updates. Tasks that require voting will have an additional voting tab and a summary of the collected votes.

If you were assigned the task, you will automatically be following the task, meaning you will receive notifications about task updates. To stop receiving notifications, select Stop Following. If you were not assigned the task but want to receive updates on it, select Follow. And to see a list of the users and user groups following the task, select View Followers. 

The first field you can update on the task form is the task title. Select the Edit icon beside the title, enter the new title, and click Save. Respond to the task by adding an update in the Update and Comments section. Then, adjust the task status as needed. If applicable, update the user or user group the task is assigned to. You can also change the task due date, voting options, and decision required status.

Then, determine if you want to set a reminder for the task and if applicable, select the appropriate date. Next, upload any files you want included with the task update. Once completed, click Save. You will now see the update in the task updates section. To view task attachments, select Preview. To remove an attachment from the system, select Delete. 

If you need to vote on a task, select the voting tab at the top of the page. Then, pick the appropriate option, and if applicable, add a comment. Once completed, click Save. Your vote has now been submitted. Return to the Task tab to see your collected vote and comments.

If you want to print a copy of the task, click Print Task. A PDF document of the task, as well as all the task updates will then download to your machine. 

This concludes the Tasks: Adding and Updating Tasks overview. For more information on the tasks feature, please refer to our user guide.

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