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The main task screen has fields defining the nature of the task, such as Task Type, Task Summary, and the task Description. It also shows the task Status, the assigned team and person, Assigned Team, Assigned Person, and the Date Due.
It also The main task screen also includes an area for managing the related asset, if any.
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The Related Tasks tab shows the prerequisite tasks, if any, and allows the current task to be related to prerequisite tasks within in the same parent record. It also shows any dependent tasks, that is, those tasks for which this task is a prerequisite:
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This tab shows details about the record linked to the task, which will typically be either a projectProject, service requestService Request, or change requestChange Request. It provides hyperlinks to get to the source request to see more information.
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- When a task is created manually, if it is related to a Project whose status is Completed or Canceled, the user is prevented from saving the task.
- If the Date Due is in the past when the task is created, the user is warned but allowed to correct or save the task. These actions are performed by the a rule : called Create: All create validations.
- Next a rule called Create: All Creation Actions runs, and it performs several actions based on the record the task is related to. If the task template usage is Conditional, then the Status of the task is set to Conditional. Otherwise, the default status is Queued.
- If the task was assigned to an individual from the related record, for instance such as the Change Manager or Project Manager, then the Assigned Team is set to that person's Primary Team. If no one was assigned at all due to some a failure of the template, then the Assigned Team is set to the 1st Level Support Team.
- If the task is created in a Status of Assigned, then and if the Assigned Person is not the creator and there is an assigned personAssigned Person, that person is emailed. Otherwise, otherwise the assigned team Assigned Team is emailed.
- If the task is for a change request and was generated as a single task, its sequence value is set to 1.
- If the task source is a task template that had prerequisite templates, then the corresponding tasks are set to be prerequisites. The prerequisites are then sorted and the one with the highest sequence value is set in another linked field called Highest Sequence.
- A rule called Create/Edit: Update Sequence based on Highest Sequence than then runs to set the new task's sequence value to the highest sequence plus 1.
- Note that the Sequence field is purely informational. No automation is triggered based on the sequence, but it is there to provide a general idea of the order in which tasks will be triggered and completed.
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- When the user completes the task, they change the Status to Completed and save the record. If there is no value in the Date Done field, the system will put the current date/time into the Date Done field. Alternatively, the user may enter a time in that the Date Done field directly.
- While working on the task, the user may enter any time spent on the task in the Time Spent and Time Description fields, then click "Add click Add Time " to convert them to Time Entries.
- When working on an asset, the Start Clock and End Clock buttons can be used to set the Actual Start Time and Actual End Time as needed. The user may also manually put values in these fields.
- When a task record is saved the a rule called Edit: All Edit Actions (API enabled) is run.
- If the Status has changed to Completed, Failed, or Not Needed, the system updates the Dependent tasks by refreshing their Number of prerequisite tasks counts. If this was the last prerequisite, then that will trigger the next rule to assign the dependent tasks.
- The rule also sets the Assigned Person, if it is blank, to the person who completed the task.
- If the task is for a project, the project manager is notified of the task completion.
- If the working notes Working Notes field was updated, the text is copied into the Running Notes field and blanked out. And if the task is related to a change request, the notes are also updated into the Change Requestchange request's running working notesWorking Notes field.
- If the status has just changed to Assigned (by launching the tasks from the main record or by the prerequisite tasks having been completed), the Date Due is set based on specified criteria. If the task was an auto-completing task, then it is marked as Completed and the assignee notified. Otherwise, the assigned person or assigned team is notified that the task is now assigned.
- When a prerequisite task is completed, its dependent tasks are updated, and if all prerequisite tasks are now completed, then the rule called Edit: Assign tasks when number of completed prerequisites meets criteria (API) runs. This rule checks if the task was conditional, and if so, checks the condition to see if it is met. If the task is not conditional or its condition is met, then it sets the Status to Assigned. Otherwise, it sets the status to Not Needed.
- When all tasks for a particular record are completed or marked as failed or not needed, the person / team assigned to the main request is notified that all tasks are done.
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