Use the Task List to identify and manage your task assignments, including:
View a list of task assignments for a requirement task
View a filtered list of your task assignments including tracked versus untracked tasks
Click a column heading to sort the list
Print a Detailed Task List Report
Select a task assignment that you want more information about
Select a single instance of a recurring task and view all instances of that task in a separate Task List
Update task details and enter completion progress information
Send an email notification about a task assignment
For instruction on how to work with the Task List, click the following links or use the scroll bar to scan the page.
The Task List is a versatile form that can display lists of task assignments in various contexts. Click the Task List link in the Navigation Tree to view your Home Task List. It displays tasks with an Open state where the task status is not Completed and the logged-in user is the Owner, or the logged-in user is a member of the Team associated with a task assignment. Initially, the tasks are grouped by Owner. The display order can be changed so tasks are grouped by Team, Supervisor, or Supervisor Team. An Unassigned label is used for task assignments without grouping data. For example, when tasks are grouped by Team and a Team has not been specified for a task assignment, the task is grouped with the Unassigned label. For the Ascending sort order option, multiple groups are organized alphabetically and follow the Unassigned group when one exists. For the Descending sort order, the sequence is reversed.
The number of tasks in a grouping is displayed in parentheses and follows the task group label. Adjacent to the task group label is a standard Windows view/hide control that determines whether (-) or not (+) the tasks for the group are displayed. Options to view the tasks for all groups (Expand All) or to hide the tasks for all groups (Collapse All) are available.
Within each grouping of tasks, header information (column headings) is provided. Click a column heading to reorder the tasks according to the values in that column. For example, click the Due Date heading to reorder the tasks by due date or click the Priority heading to sort by priority. Just the column headings that are underlined are available to reorder task assignments. The heading that appears in a different color than all the other column headings indicates the tasks are currently sorted by that heading.
Several methods for filtering a Task List are provided. Refer to Filtering the Task List for details. The Power User Task Search is available to view tasks that have been completed and/or closed.
Your Home Task List displays each task assignment:
with an Open state, and
where the task status is not Completed, and
you are the Owner, or
you are a member of a Team associated with the task assignment.
If you select a requirement task on another form and click Show Task Assignments, the Task List will display task assignments associated with the requirement task.
The Filter To field works with the Group By field and contains a list of all the Owner/Team/Supervisor/Supervisor Team names that are part of the Task List. For example, if the Group By field value is "Team", the Filter To field list contains the name of each Team. To view the tasks for just one Owner/Team/Supervisor/Supervisor Team, select the name from the Filter To field list.
Select the Tracked option to view only task assignments designated as tracked or select the Untracked option to view only task assignments designated as untracked.
Find a specific task assignment using the Task ID. Enter the Task ID in the Search by ID field and click Go.
Select a single instance of a recurring task and view
all instances of that task in a separate Task
List. If a recurrence
schedule has been defined for a task assignment, the Recurrence
Schedule icon 
appears to the right of the
Task Statement. Click the icon to display a Recurring Task List.
Temporary
task assignments are identified in the Task
List with the Temporary Task Assignment
icon 
. It appears to the right
of the Task Statement. Move your mouse over the icon to view details about
the temporary assignment such as original and temporary task owner/supervisor/team
information, as well as the assignment start and return dates. Click the
Task Statement to view task details on the Task
Setup and Results form.
Soft-deleted
tasks are task assignments that remain in your database for reference
purposes. If a task assignment has been soft-deleted, the Soft
Delete icon 
appears just
to the right of the Task Statement. Click the Task Statement to view task
details on the Task Setup and Results
form.
Corrective action task assignments are identified in
the Task List with a Corrective
Action Task Assignment icon 
.
It appears to the right of the Task Statement. Click the Task Statement
to view task details on the Task Setup
and Results form.
Task assignments linked to work orders via the Work
Order Manager are identified with the Work
Order Link icon 
. It appears to the right of
the Task Statement. Click the Task Statement to view task details on the
Task Setup and Results form. A
hyperlink for viewing the task-to-WO link is provided next to the Task ID field.
Task assignments created as a result of an event are
identified in the Task List with
an Event Tasking Workflow icon
. It appears to the right of the Task Statement.
Click the icon to view the event
activation record or click the Task Statement to view task details
on the Task Setup and Results
form. A link to the event activation record is also available beneath
the Task Description field on
the Task Setup and Results form.
Use the Query Builder and Power Search links at the top of the Task List form to help locate a specific task assignment or a particular group of task assignments.
Access the Task List Query Builder form to create a query, which is a logical expression that describes a set of task assignments. The system filters through all the task assignments that exist and finds just the ones that match the query. For example, you might want to locate all the task assignments that require follow up activity. Your query would describe task assignments for which follow up is true. The results from the Task List Query Builder are displayed in the Task List.
Note: The Task
List displays all the tasks that meet the selected criteria, rather
than just the latest task in a series of recurring tasks. For example,
if you are the owner of a task that recurs twice a week and you choose
to display all the tasks that were created for a two week period, the
list will include four instances of the same task.
Access the Power User Task Search feature to retrieve a group of specific tasks. It is tailored to present a list of available task filters for selection. The results from the Power User Task Search are displayed in the Task List.
Use the Essential print utility to print a detailed list of the tasks on the Task List. Click the View Report button at the top of the form. A printer-friendly version (.pdf) of the report is displayed in a separate Adobe Acrobat Reader window with printing, saving, and emailing capabilities. Just the tasks currently being viewed are included. For different report views, filter the Task List according to your preferred criteria.
Tip: The Detailed Task List
report can also be printed on the Task
Setup and Results form for a single task assignment. Refer to Task Assignment
for additional information.
Task lists can be exported to an MS Excel spreadsheet. Just the columns displayed in the Task List are part of the XLS format. The Task List header information (column headings) appear as the column headings in the spreadsheet. Each column in the Task List corresponds to a unique column in the spreadsheet and each row in the Task List corresponds to a unique row in the spreadsheet output. Click the Export List button at the top of the Task List, specify a file location when prompted, and open the spreadsheet in MS Excel. Print the spreadsheet using the MS Excel print capabilities.
Click the Task Statement link for a task in the current list to display the Task Setup and Results form in a separate window. Update the completion progress or view details about the task assignment, such as the recurrence schedule or a list of requirement tasks associated with the task assignment.
A task that was flagged as Enable Quick Complete during its setup can be updated directly on the Task List. A list of values is displayed in the Status field for Quick Complete-enabled tasks. Select a status and click Save Changes. When the Completed status is selected, a completion date and time can be entered in the Completion Date fields. If no entries are made in the Completion Date fields, the current date and 11:59:59 PM are automatically recorded as the task completion date and time. Zeros are used for an invalid hour, minute, or second entry. The Task State is automatically changed to Closed for Quick Close-enabled tasks.
When applicable, add comments (Quick Comment) after changing the Task Status on the Task List. The Quick Comment feature updates the existing Comments and Findings field in the Completion Progress section on the Task Setup and Results form.
Note:
The Enable Quick Complete
option is not available for conditional tasks created as a result of an
event activation since a response to the conditional question is required
on the Task Setup and Results
form in order to complete the task assignment. Refer to Event
Tasking Templates for additional information.
Tip: The Bulk Update
feature is also used to perform temporary task assignments. Refer to Temporary Task Assignments
for additional information.
You can bulk update most task assignment data fields, including but not limited to the following:
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To bulk update
tasks
Open the Task
List, click the check box adjacent to each task to be updated,
and click Bulk Update.
The Task Bulk Update form is
displayed.
Specify the new value that you want updated for all tasks by selecting it from the corresponding list or typing a new value where applicable.
Click Update Tasks to complete the global update.
A progress bar is displayed showing the status of the update. When complete, a message is displayed offering the option to reload the Task List in accordance with the updates.
Click Yes to reload or Cancel to retain the list displayed.
Note:
Only users with full security privileges to the Task
List can work with the Bulk Update
feature; many of the fields available for updating are controlled by element
security. See General
and Entity-Dependent Security Profiles for information about security.
Use the Task Bulk Copy feature to copy one or more task assignments displayed in the Task List. The values that are available to be copied to the new task assignment include but not limited to the following:
Due Date
Task Type
Track Deviation
Enable Quick Complete/Quick
Close
Tip: If the Enable Quick Complete and/or Enable Quick
Close options are disabled at the target entity, any copied tasks
will not be established with these settings even if they were enabled
on the source task.
Operational Controls Document Links
Status
Process Unit Scenario/Facility Type Scenario/Rule Requirement Tasks
Requirements
Advance/Due Date/Over Due/Fixed Date Notification
Custom Fields
Verification Method
Task Recurrence
Compliance Method and Compliance Method Description
Controls
Entity Information (Owner, Supervisor, Team, Supervisor Team)
A new due date and/or status can be specified instead of copying the existing one. Use the Entity Information section to specify task owner and supervisor/team information, and associate operating units and areas, such as emission units and work areas, with the new task assignment.
Note:
Many of the fields available for copying are controlled by element
security and may or may not be displayed depending in assigned privileges.
Refer to General
and Entity-Dependent Security Profiles for information about element
security.
To copy task
assignments
Open the Task
List, click the check box adjacent to each task to be copied,
and click Bulk Copy.
The Task Bulk Copy form is
displayed.
Select the appropriate option for each value. By default, all existing values for the options listed will be copied.
Specify a different Due Date by clicking the Set to option and entering the appropriate due date. The Calendar button is available to select the date.
Specify a different Status by clicking the Set to option and selecting the appropriate status from the list.
Expand the Entity Information section, when necessary, and click Entity.
Select an Entity and/or a Task Owner, Task Team, Task Supervisor, Supervisor Team from the list for each field.
Select the appropriate unit/area
in the Available field and
click Add to move it to the
Assigned field.
Unassign a unit/area by selecting it in the Assigned
field and clicking Remove.
Click OK.
The information entered is displayed as a line item in the Entity
Information section. Use the buttons adjacent to the line item
to edit existing information.
Click Copy
Tasks.
A message is displayed with the total number of tasks successfully
copied. Click OK. The Task List is automatically updated,
when applicable.
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