When a task is created it must have a title and Due Date and will normally have additional text and sometimes attached files with more detail.
Each task can be assigned to an individual or a series of individuals.
Note: You cannot allocate a task to a 'group' - this is a design decision to avoid allocating tasks to large groups of people where everybody thinks somebody else is completing the task. If the task is linked to more than one person then each name must be selected individually.
In each case person who is creating the task and also the assigned users have edit rights to the task so that they can add additional information as required. They can also mark the task as complete when the action has been carried out - any user allocated to the task can mark the task as complete and it will appear complete for everybody - it is one task and NOT one task/person.
WHO CAN SEE THE TASK
It is important to link the task to a folder in the GVO - this will automatically give the Task the same access Restrictions as the folder which is very important in MATs. Specific Access Restrictions can be given to the task (eg to restrict access to a small group of individuals). If both of these two options are not used then the task will be visible to all users of the GVO.
CREATING THE TASK
To create a new Task use the Task function followed by Actions/New Task. This will only be possible if your user profile allows it. The task will have a title, a start date, an end date, a description and can have multiple files or links added.
Tasks can be shown on the GVO Calendar as they approach their due date using the Checkbox on the Create/Edit page.
Below is an example of a task being created and assigned to a series of users...and located in a 'Task Folder' associated with the Full Governing Board (and will inherit any access restrictions on that folder).
This task will appear on the appropriate task list and also in the weekly newsletter. At some point this task will be 'complete' and any assigned user can mark it as Complete.
This is done by navigating to the task and pressing Actions/Mark as completed as shown and highlighted below. This can be done by the Task owner, a GVO Editor or by anybody who is an 'Assignee' on the task
Detail...
Anybody with edit rights to the task can mark it as completed - it will then be completed for everybody. If you want to monitor tasks at an individual level then one task per person must be created or use the commenting function on a 'shared task'.
Once the task is completed it will not longer appear in the newsletter.
If you want any additional help with the Task feature of GVO please call the Support Desk on 01273 921066