The Tasks List & Features
HOW TO REVIEW THE LIST OF SCHEDULED TASKS
The Tasks List page displays all scheduled tasks and their corresponding information.
The arrows button 
at the top right enables a full-screen view of this page.
CONFIGURE YOUR PREFERRED TASKS LIST VIEWS
From the Action Menu, a wide range of actions allows the user to generate interactive reports or specific views of tasks-related data.
Columns: change order of the column, choose to display or not a specific column
Filter: per columns / row
Data: Sort, Compute, Aggregate
Format: Rows per page allows you to shorten or increase the number of rows per page
Report: Save your personal preferred views
Download: in CSV, HTML, Excel, PDF formats
Help: use the help to find more information
INFORMATION DISPLAYED for each TASK
The data displayed in each column provides information for every scheduled task.
- Data such as Request ID and Task ID, are generated during the scheduling process.
- The Request ID is unique to each request processed from the request form.
- The Task ID is unique to each task or step configured in your tests.
- A Request ID has as many Task IDs as there are steps scheduled.
- Data such as the Duration of the task come directly from your test configuration.
- Data such as Instrument and Employee show those scheduled by the engine from the corresponding instrument or competency groups defined in each step.
- There is a search icon
in instruments and employees fields. It is used to see whether an additional instrument or person has been booked for this task too. Just click on the icon to display the list
- Data related to the Timing of the scheduled task are:
Task Start Scheduled | Facilitated by the engine once scheduling is performed. This cannot be edited |
Task End Scheduled | Facilitated by the engine once scheduling is performed. This cannot be edited |
Start Date | Date and time when the Task Status is updated from Open to In progress |
End Date | Date and time when the Task Status is updated to Completed |
Expected Completion | It is initially the date and time as Task End Scheduled. This date is updated with the start date update + duration of the task |
Initially, when using Optima, comparing the Expected Completion and End Date can help to better estimate the actual duration of the tasks and readjusted if necessary.
CONFIGURE THE TASKS STATUS & COLOURS
The status of the tasks is highlighted with different colours. This allows the user to immediately recognise the situation of every single task.
The list of Task and their corresponding colours are defined during the initial implementation time.
However this can be edited by your system administrator through Settings/Task Parameters/ Task status. See more information at Setting the Tasks Parameters
BULK EDIT FEATURE in TASKS LIST
Select multiple TASKS and click on the BULK EDIT Button.
The fields available for editing a selection of tasks are STATUS, TYPE, START DATE and END DATE.
In the table below, see the actions associated with each individual change.
FIELD | CHANGE | ACTION |
STATUS | From any status to OPEN | The Start Date and Expected Completion are reset with the Task Start Scheduled and Task End Scheduled respectively. Status and colour are changed to OPEN one. |
STATUS | From OPEN to IN PROGRESS | The Start Date is updated and the Expected Completion is adjusted according to the duration of the task. Status and colour are changed to IN PROGRESS one. |
STATUS | From any status to COMPLETED | The End Date is updated to the local time. The Start Date and Expected Completion remain unchanged. Status and colour are changed to COMPLETED one. |
STATUS | From any status to CANCELLED | The Dates remains unchanged. Status and colour are changed to CANCELLED one. Tasks are still visible in Task Lists and Calendar views |
TYPE | From any type to another one | Type is edited. No further changes |
START DATE | Only for status OPEN | The Start Date is updated and the Expected Completion is adjusted according to the duration of the task. Status and colour remain to OPEN one. |
END DATE | Only for status OPEN and IN PROGRESS | The End Date is updated to the local time. The Start Date and Expected Completion remain unchanged. Status and colour are changed to COMPLETED one. |
How to edit a Date & Time
When using the editing feature for updating or changing Date & Time
Make sure to click on DONE after entering the Date and the Time in order to save the selection.
Then APPLY CHANGE
HOW TO MANUALLY CREATE NEW TASKS : ANALYTICAL & NON ANALYTICAL
Click on the EDIT icon of a single task and all related information are available for editing.
From CREATE button, two tasks options are made available: Analytical and Non analytical
An analytical task is linked to a specific step of a test, and only the employees and instruments associated with the corresponding competency group or instrument group can be selected for this task.
A non-analytical task is not linked to any specific step of a test. These are mostly administrative, meeting, or similar tasks that can, however, be associated with a specific project.
HOW TO CLONE AN ANALYTICAL TASK
When you need to reuse a specific task that is already scheduled, you can clone it from the edit form.
Click the Edit icon in the Task List to open the edit form, then click the Clone button.
A new Task ID will be created and displayed in a green message.
You can then edit this new task as necessary.
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