Tasks

Tasks - (External)


From the SRS Homepage you can view the five most recent tasks, to view all tasks simply select "View All Tasks...". Tasks are instructional.  They inform users to carry out certain task actions in their relevant area of responsibility.


 

Tasks Homepage




The top 5 are listed on the SRS homepage in date order.
To view more tasks click on the View All Tasks to open the task grid.
In addition to the task to be carried out, the system will also prompt an alert communication that a task requires action.  From within the alert, the task icon will also be available to click and enter the task.

 To open a task simply click on the folder icon against the task.   

Title: Title of the task as entered by the SRS user.
Details: This will contain the body / message .
Status: The task is Open or Closed.
Responsible: This is the person responsible for undertaking the task.  (Think of 'Responsible' as in an email communication where the person's name is listed in the 'To' field)
Assignees: These are person(s) listed as assignees on the task.  (Think of assignees as persons in an email communication in the 'cc' field)
Owners:  This is usually the SRS manager or a person who has sent a related communication query.




Depending on the task various links are available. These are as follows:



Take Responsibility: Where there is no responsible person allocated, this will become available for any of the assignees to take responsibility and make them responsible person for carrying out the task. 
Manage Responsible Assignees: The responsible person can manage an assignee to then become the Responsible Assignee and thereon the responsible person for carrying out the task.
Manage Assignees:  The person(s) that are a part of the assignee group receive the task, but can be managed by the responsible person for carrying out the task.
Manage Ownership: A task owner (i.e. the person who has sent a related communication query)  can pass on this task to another person to complete.
Mark task as complete:  The task owner will need to close the task by clicking 'Mark as complete'.
Carry out Task - reply:  The task owner is able to enter a response/ reply received, on behalf of the person they have sent the task to.

 


 


To pass on responsibility to another person

The current responsible person can pass on responsibility to another person to action a task. E.g. if they are going away for an extended period, they may wish to assign the task to another person, who can then complete the task.  (Security roles apply).

To pass on responsibility:
Click 'manage assignees'.

 

 

To assign the task:
Select the person from the task drop down
Click the add (plus) icon .  This adds the person below
Enter a comment
Click 'Submit'.



To manage the assignee previously added above:
Click the 'Manage Responsible Assignee'.  This opens the dialog box.
The added assignee will be available in the dropdown.
Enter a comment.
Click 'Submit'.  The added assignee is now the new 'Responsible Person'

 

See also Alerts

 


 

FAQs  

 


Are all tasks closed automatically?

All tasks that have been actioned by the responsible person will close off automatically. 
Related Communications query  tasks will need to be marked complete by the owner.

 

What is an example of a 'Carry out Task - Reply'?

This action is available for related communications.  E.g. Circumstances may arise when the sender of a query has received a response/ reply by phone or post.  In this case, the person can log the reply / response on their behalf by clicking 'Carry out task - reply'.

 

Who should 'Mark as Complete'?

The task owner as the creator of the task (I.e. sender of a related communication 'query') will need to close the task, once a reply is received.  They do this by clicking 'Mark as Complete'.


How do I close out a related communication task ?

Click 'Mark as Complete'.  This opens the dialog box.
Click Close (or Withdraw).
Enter Details.
Click 'Submit'.

 

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Page Last Modified: 20-Apr-2015