Creating Tasks

You can create tasks from the following locations:

Ektron provides multiple access points into the task creation process. Which method of task creation you use depends on your current work context. For example:

Creating a task via the Tasks folder

Creating a Task via the Tasks Folder

Creating a task via the Tasks folder lets you create a task which may or may not be associated with content.

Accessing the Task folder

Accessing the Tasks Folder

  1. From the Workarea, click the Reports tab and go to Reports > Tasks.
  2. Links to screens displaying tasks by status appear.
    —Show the tasks by status—
    • All open Tasks—all tasks whose status is open
    • Assigned by and to me—tasks assigned to you and those that you assigned to someone else
    • Assigned to me—tasks assigned to you
    • Assigned by me—tasks that you assigned to someone else
    • Created by me—tasks you created
    • Assigned to User—search for tasks assigned to a user
    • Not started—tasks whose state is set to not started
    • Active—tasks whose state is set to Active
    • Awaiting Data—tasks whose state is set to Awaiting Data
    • On Hold—tasks whose state is set to On Hold
    • Pending—tasks whose state is set to Pending
    • Reopened—tasks whose state is set to Reopened
    • Complete—tasks whose state is set to Complete
    • Archived—tasks whose state is set to Archived
    • Deleted—tasks whose state is set to Deleted
  3. Click a link to view only tasks in that category. For example, if you click Assigned by and to me, the View Tasks screen appears in the right frame, listing all tasks assigned to you or assigned by you.

From the View Tasks page, you can view, sort, update, or add tasks. To learn more about the View Tasks screen, see Viewing a Single Task. To learn about sorting by Task Type, see Sorting Tasks By Task Type.

Adding a task via the Task folder

Adding a Task via the Task Folder

  1. From the Workarea, go to Reports > Tasks > Assigned by and to me.
  2. Click Add. The Add Task screen appears. (The Add button only appears if your system administrator has granted you permission to add tasks. For more information, see Task Permissions.)
  3. Enter information for the task using the following fields
    • Title—Enter a title for the task (for example, Update Content).
    • AssignedTo—Select a user or group responsible for performing the task.

      If you do not have Redirect permissions, you cannot assign tasks to other users.

      If you have Redirect permissions, the Select User or Group button appears. To assign the task to yourself, proceed to the next field. To assign the task to someone else, click Select User or Group and choose a user or group. (The user to whom the task is being assigned must have permission to edit the content.

      When you complete the screen, an email is sent to the selected user or user group informing him of the assigned task. email is only sent if email notification is enabled for Ektron.

    • Language—Select the language of the user who will perform the task.
    • Content—If this task involves a piece of content, select it. When you click Select, a new window appears. From this window, you can navigate through folders to find the content.

      You can only select a piece of content whose language matches the user language selected above. See Also: Selecting Content for the Task

    • Priority—Select the priority of the task. Your choices are High, Normal and Low. The priority appears on the View Tasks screen. A user can sort tasks on the screen by priority.
    • Category—Select a category for the task. When a Task Category is chosen, the Task Type drop-down box is auto filled with task types associated with that category. See Also: Adding a Task Category and Task Type.
    • Type—Select the Task Type for this task. You must specify a Task Category before you assign a task type. See Also: Adding a Task Category and Task Type.
    • Add—By clicking the Add link, you can add Task Categories and Task Types. See Also: Adding a Task Category and Task Type

      WARNING! If you Add a Task Category or Task Type while adding a task, the task information (Task Title, Assigned To, Language, and so on) entered will be lost when the screen refreshes.

    • Edit—By clicking the Edit link, you can edit the Task Type chosen in the Task Type drop-down box. See Also: Editing a Task Type

      WARNING! If you edit a Task Type while adding a task, the task information (Task Title, Assigned To, Language, and so on) entered will be lost when the screen refreshes.

    • State—Choose a status for the task. Your choices are: Not Started, In Progress, Completed, Waiting on Someone else, or Deferred.

      If the task is not linked to content, you can assign it to any state. However, if you later link the task to content (via the Content link above), the state switches to Not Started. The state appears on the View Tasks screen. A user can sort tasks on the screen by state.

    • Start Date—Using the calendar button, choose a start date for the task. The start date appears on the View Tasks screen. A user can sort tasks on the screen by start date.
    • Due Date—Using the calendar button, choose the date by which the task needs to be completed. The due date appears on the View Tasks screen. A user can sort tasks on the screen by due date.

      If you see a mix-up of the month and date of your entry (for example, you select March 2 but see February 3), make sure the date format specified in the Windows Control Panel Regional Settings dialog matches your current language. Also, make sure the settings apply to the default user.

    • Description—Add additional information to describe the task. The description appears on the View Task screen.
  4. Click Save. If email notification is enabled, an email is sent to the user or group to which the task was assigned.
Selecting content for the task

Selecting Content for the Task

When you choose Select Content from the Add Task screen, the Select Content screen appears. It shows only content in the selected language.

You should only select a content folder for which you have permissions. See Also: Managing Folder Permissions

To select a piece of content to assign to the task:

  1. Navigate to the content. (Click any folder to open it.)
  2. Enable the radio button associated with the content.
  3. Click Save.
Adding a task category and task type

Adding a Task Category and Task Type

Task Categories and Task Types let users and administrators sort task by user-defined categories and types.

By clicking the Add link, located next to the Task Type drop-down box, you can add Task Categories and Task Types. This lets you add categories and types without leaving the Add Task screen.

NOTE: Administrators can also add and edit Task Categories and Task Types from the Workarea by clicking Settings > Configurations > Task Types. See Also: Adding a Task Category and Task Type

To add a Task Category and a Task Type:

  1. Go to the Add Task screen, as described in Adding a Task via the Task Folder.
  2. Click Add, next to the Task Type drop-down box.

    The Add Task Type screen appears.

    NOTE: As a user, if you set the Task type to Not Available, you cannot edit the Task Type after that. To make the Task Type available, see your administrator. See Also: Task Type Availability

  3. Enter your information.
  4. Click Save. Your new Task Category and Task Type appear in the drop-down boxes.
Task type availability

Task Type Availability

Task types can be hidden from users by clicking the Not Available check box in the Add Task Type and Edit Task Type screens. By making Task Types not available, you can suppress the display of the Task Type without deleting it.

Editing a task type

Editing a Task Type

From the Add Task screen, you can edit a Task Type. This will let you change the Task Type name, Task Type description, and Task Type availability.

  1. Go to the Add Task screen, as described in Adding a Task via the Task Folder.
  2. Choose a Task Category and the Task Type to edit.
  3. Click Edit, next to the Task Type drop-down box.

    The Edit Task Type screen appears.

    NOTE: As a user, if you set the Task type to Not Available, you cannot edit the Task Type after that. To make the Task Type available, see your administrator. See Also: Task Type Availability

  4. Edit the task name, task description, or availability setting as required.
  5. Click SaveTask Type. The Task Type information is changed.
Creating a task from the Web site

Creating a Task from the Web Site

  1. Browse to the content for which you want to assign a task.
  2. Right click the mouse to display a menu.
  3. Click Add Task. The Add Task screen appears. The content you were viewing is associated with the task.
  4. The Add Task button only appears if your system administrator has granted you permission to add tasks. For more information, see Task Permissions.
  5. Follow the directions in Creating a Task via the Task Folder. The only differences are:
    • the content’s ID number and title appear on the screen
    • the language of the content is the default language
Creating a task via the View Content screen

Creating a Task via the View Content Screen

You can assign task via the View Content screen.

  1. Access the View Content screen for the content to which you want to “attach” in a task, as described in Viewing Content from the Workarea.
  2. Click Add Task (). The Add Task button only appears if your system administrator has granted you permission to add tasks. For more information, see Task Permissions.
  3. Follow the directions in Creating a Task via the Tasks Folder. The only differences are
    • the content’s ID number and title appear on the screen
    • the language of the content is the default language