Knowledge Base > Task Management
- What is Task Management in AJAXWorkspace?
- What is a Simple Task?
- What is a Checked Task?
- What is an Approval Task?
- What is a milestone in the task?
- How to create a task?
- What are the task actions can I perform?
- Can I link an online document to my task?
- How to use the "Timestamp" button?
- How to use the "Remark" features?
- Can I notify the task's responsible user?
- What is the task read log?
- How to add a task as my favorite bookmark?
- Can others see my task?
- What is Task Management in AJAXWorkspace?
Task management allows user organize task including simple task, checked task and approval task among your team members by project or organization. It consists of multiple stages/status to allow you fully manage a task in a well-organized way.
- What is a Simple Task?
Simple task involved 3 statuses - Create, Work in Progress and Complete
Create - Task create by someone
Work In Progress- Pending for responsible user to accomplish the task.
Simple task is being used when 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 statuses - Create, Work In Progress, Pending Review and Complete
Create - Task create by someone
Work In Progress- Pending for responsible user to accomplish the task.
Pending Review -Pending for responsible user to review and verify all the requests in this task are done correctly.
Checked task is being used when 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 routed to the person in charge in reviewing it for further action.
- What is an Approval Task?
Approval task involved 4 processes – Create, Pending Approval, Work In Progress, Pending Review and Complete
Create – Task create by someone
Pending Approval - Pending for responsible user to approve a task before it continue to next process.
Work In Progress- Pending for responsible user to accomplish the task.
Pending Review -Pending for responsible user to review and verify all the requests in this task are done correctly.
Approval task is being used when the 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 event of a project. This will help to categorize your task according to the project's scope.
- How to create a task?
Go to Task module, click on "New Task" and Enter the necessary information. Select type of task and its responsible person according to your needs. Once save, new task will route to 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 realize 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.
Realize - Realize this task when users have finish all the requests in this task.
Process - Process task when users have verify all the requests are done correctly.
Re-Submit - Re-submit a task where it rejected from approval process.
Remark - User may remark a task to other to request further information before complete this task. Once remarked, this task will appear in responsible user's task list.
- Can I link an online document to my task?
Yes, you can attach an online document create in document section to a task. This is useful when you need user to complete the task base on some reference document.
- How to use the "Timestamp" button?
This button can be use every time you put a comment/remark into the task. This is very useful to keep track the progress and the status of the task.
- How to use the "Remark" features?
"Remark" features allow you to assign your task to other people for further info or clarification before you 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 detailed information. Then, this task will appear in your marketing guy's task list. He will find out the info and click "Done" to complete the task. Once you get the info then you can proceed to complete the design.
- Can I notify the task's responsible user?
Yes, make sure you checked the "notify next responsible user" checkbox and save the task. System will send an email to notify that they got new task in their task list.
- What is the task read log?
Read log allow you to check who had read the task. You can see this log by clicking on the top right corner's 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 for you 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 of access. But, someone outside a project will not be able to see the task. However, you are not able to take any action like approve, realize or process a task if you are not the responsible person.