Some checklist questions will generate tasks based on the outcome of the answer. You will also be able to review, update and manage existing tasks. This help page will take you through these processes in detail.
It is essential that you review and manage any existing tasks to ensure you are actioning outstanding work, and ensure that you are not duplicating work for you and your team. Tasks that are not updated to a status of ‘Complete’ or ‘Abandoned’ will be automatically linked to the new checklist.
Section 1 – Review Tasks
The Review Tasks option will display on any task generator checklist question. This will be visible regardless of a previous task being raised or not. The number of tasks raised against the question will be displayed within the circle.
If no outstanding tasks are in place for your selected question, please move on to Section 2 of this article
Step 1. Review any outstanding tasks
If any outstanding tasks have been raised against the question, these can be reviewed directly from the checklist 'Review Tasks' feature within the checklist.
- Select Review Tasks
- Select the task you wish to review/update
Step 2. Check and amend the task status
You can review and amend the status of the task. Tap on the 'Status' field within the Task Name box to show the available options and select the appropriate status. Only the 'Not Started', 'In Progress' and 'On Hold' options will be available. The other statuses of 'Complete' and 'Abandoned' require you to leave a comment so have separate controls on this page.
Step 3. View or add attachments
You can view previously added attachments or add new photos to it using the 'Attachments' button. The number of attachments will display within the circle. Selecting this function will take you to the Task Attachments page.
From this section you will have the following options:
- Add Image – This will allow you to add photos to the task. Selecting the camera icon will display the option of adding a new photo using the camera on your device OR you can upload photographs previously taken from the Photo gallery on your device. Images can be added in groups of 10, if you need to add more you can tap the camera icon and repeat this step as many times as required.
- Select previously uploaded image - This will retrieve the image of your choice and display fully on a new page.
Step 4. Review or add Comments
You can view previously added comments against the task or add new comments to it using this function. The number of added comments will display within the circle. Selecting this function will take you to the Task Comments page.
From this section you will have the following options:
- Add Comment – This will allow you to add a new comment to the task. Selecting this option will direct you to the Update Task Page where you can enter your free text.
- Review Comments – Any previously raised comments will display here. As well as the comment, the name of the user who added this and the date it was added will also display here.
Step 5. Complete or Abandon the task
If this task has been completed, or is no longer relevant, you can remove it using the 'Complete task' or 'Abandon Task' options. Both of these work in the same way, they require you to leave a comment explaining why the task is complete, or adandoned.
Please note: Attachments cannot be added to the task from here, please add these via attachments before proceeding.
- Select the 'Complete task' or 'Abandon Task' option (we are demonstrating the 'Complete Task' option)
- Leave a comment explaining the details of why this is complete
- Confirm your changes
The task will now be removed from view and you can use the back arrow in the top left of the checklist screen to return to the checklist
Section 2 - Generate a new task
The Add New Task will display depending on the outcome of the question. In the example we are showing:
- Answering ‘Yes’ will not generate a task as that is the required state
- Answering ‘N/A’ will not generate a task either as the question is not applicable to that property
- Answering ‘No’ will generate a task as there is an issue present here, which needs actioning.
Please note: If the task generating answer is selected, a task must be in place. If there are existing relevant task(s) then adding a new task is not mandatory. However, you can still raise a new task if the existing tasks do not cover everything that is required. If there are no outstanding tasks present against the question, you will be required to create a new task before the system will allow you to upload your checklist. When adding a new task is a mandatory requirement, the tab colour will display as red. The surrounding box around Add New Task will also display as red.
Step 1. Create a task
Selecting Add new Task will direct you to the task creation page. There are various options available to you here, all of which are described below. Please note, some of these fields are mandatory (marked with an asterisk) and you will not be able to upload your checklist until these have been filled in.
Step 2. Add a task description
The description is a mandatory requirement. This free text field will allow you to enter a detailed description of the required task.
Step 3. Add images
You can attach photos if required by pressing the camera+ icon. Images can be added in groups of 10, if you need to add more you can tap the camera icon and repeat this step as many times as required.
Step 4. Priority and due date
These are mandatory fields. Select a priority level, the options available may differ from the options shown as they can be tailored to your business requirement. If you are unsure which priority to use, please contact the Super Users within your organisation.
The due date may fill automatically based on the priority, if it does not, please select an appropriate date.
Step 5. Assign the tasks
This is a mandatory field. Please review the available assignment options and select the appropriate option:
- Entity - this will be assigned to all staff with access to the property record in QUOODA®
- Myslef - this will assign the task to you
- Users - You will be shown a list of users from within the system. You can select as many as required from that list
- Groups - You will be shown a list of roles within the system. Anyone with the role/roles you select will be assigned the task, regardless of property access.
Step 6. Save the new task
Once you completed the task information, tap on 'Save' and you will be re-directed to the checklist question and two new options will display:
- Edit New Task - This will allow you to make amendments to your newly created task by directing you to the Add New Task page.
- Delete Task (Bin Icon) - This will remove the created task against the question. A pop-up message will display confirming if you wish to delete prior to removal.
The task will be automatically created when you upload the checklist.