Task Management FAQs

Find out how to use various type of tasks and functions to manage your works effectively.

Knowledge Base > Task Management



  • What is Task Management in AJAXWorkspace?
    Task management allows user to organize task including simple task, checked task and approval task among his/her team members by project or organization. It consists of multiple stages/status to allow user to easily monitor a task from the beginning to the end of a task cycle in a well-organized manner.
     
  • What is a Simple Task?
    Simple task involved 3 stages - Create, Work in Progress and Complete
     
    Create - Task created by someone
    Work In Progress- Pending for responsible user to accomplish the task.

    Simple task is used when the creator does not need to verify the task’s result. E.g. A task to remind someone to read a proposal.
     
  • What is a Checked Task?
    Checked task involved 4 stages - Create, Work In Progress, Pending Review and Complete
     
    Create - Task created by someone
    Work In Progress- Pending for responsible user to accomplish the task.
    Pending Review -Pending for responsible user to review and verify that all the requests in the task are done correctly.

    Checked task is used when the creator or someone else need to verify the task’s result. E.g. A task requesting someone to complete a presentation document. Once completed, the task will be flow to the next person who is in charge of reviewing the proposal for further action.

     
  • What is an Approval Task?
    Approval task involved 5 stages – Create, Pending Approval, Work In Progress, Pending Review and Complete
     
    Create – Task created by someone
    Pending Approval - Pending for responsible user to approve a task before it continue to the next stage.
    Work In Progress - Pending for responsible user to accomplish the task.
    Pending Review - Pending for responsible user to review and verify that all the requests in the task are done correctly.

    Approval task is being used when a task needs an approval before it can be started. Someone will also needs to verify the end result of the task before it can be considered as completed. E.g. A task requesting someone to update a new sales quotation after getting the approval from the sales manager.

  • What is a milestone in the task?
    A milestone is an important and significant event/stage of a project. This will help to categorize your tasks according to the project's scope.
     
  • How to create a task?
    Go to the Task module, click on any of the "Create New Task" dropdown menu and Enter the necessary information. Select type of task and its responsible person according to your needs. Once save, new task will be routed to the responsible user's task list for further action.
     
  • What are the task actions can I perform?
    They are various types of actions you can perform when working on a task.
     
    Approve - Approve task for further action. Once approved, person who responsible to accomplish will take over and proceed to complete the task.
    Reject - Reject task to stop this task. Once rejected, this task will return back to task creator.
    Accomplish - Accomplish the task when the responsible users have completed his part of the task.
    Process - Process task when users have verify all the requests are done correctly.
    Reopen - Reopen a task to the open queue and allow other users to pick up it.
    Remark - User may remark a task to a specific preson to request for further information before completing the task. Once remarked, this task will appear in the responsible user's task list.
     
  • Can I link an online document to my task?
    Yes, you can attach an online document created from the document section to a task. This is particularly useful when you need a user to complete a task by referring to some online documents.
     
  • How to use the "Remark" features?
    "Remark" features allow you to assign your task to a third party to request for further details or clarification before you actually proceed to complete a task. For an example, you receive a task to design a mock-up floor plan. This task is already in your task list. Somehow the information is not enough. So, you can put some comments and remarks about the task and send it to your marketing guy to get more details. Once remarked, this task will appear in your marketing guy's task list. Once, he had find out the details and he will need to click on "Accomplish" to complete the remarked task. This task will then flow back to you to proceed with the floor plan design.

     
  • Can I notify the task's responsible user?
    Yes, make sure you checked the "Notify responsible user" checkbox and save the task. System will send an email to notify that they have a new task in their task list.
     
  • What is the task read log?
    Read log allow you to check who had actually read the task. You can see this log by clicking on the top right corner read log icon.

     
  • How to add a task as my favorite bookmark?
    Yes, you can bookmark a task by clicking the "Add Favorite" icon. This is useful if you would like to keep and access the task directly from your bookmark.
     

  • Can others see my task?
    A project member can always see all the tasks created within the same project provided he/she has the enough security level to access. But, someone outside a project will not be able to see the task. On top of this, you are not permitted to take any action like approve, realize or process a task if you are not the responsible person.
     
  • What is task template?
    Task template is a template of a task that users will frequently create and is always related to a specific process or scenario. AJAXWorkspace comes with about 30++ task templates for your convenience. You can always add more task template by going to Project --> Setting --> Task Template.
     
  • What is task event?
    Task event is a type of automation where it helps user to either create a new task or send an email notification automatically when a task reach a certain stage. User only needs to define it once from the task template setting page and the automation will start immediately upon saving the settings.
     
  • What is IFrame control in task?
    IFrame control is a place whereby it help user to pass task related parameters to an external system via the HTTP protocol. Make sure that your external system is an web-based application to make this happen.
     
  • Can I change the responsible user to someone else after the task is created?
    Yes, you are able to change the responsible user with 2 conditions. First, you must be the creator of that task. Second, the task template used by the task that has been created must have the checkbox "Allow creator to change this user during task creation" ticked.
     
  • What is the different between Task Status and Task Stages, can I change their names?
    Task status tells you the whereabout of a particular task as of current. Is it in a queueing list, waiting to be picked up or has it been actually picked up by someone? On the other hand, task stages will actually tell you to what extend or percentage that a task is nearing it's completion. You can always change the name of the task status and task stages by going to Project --> Setting --> Task Template.