Task List by Employee

Task lists are set up in the Workflow|Maintenance|Definition. Refer to Job Definition. This option allows you to maintain a task list for a specific employee by keying completion dates beside each task as it is completed. This process initiates automatic e-mail which sends a message to the employee(s) assigned to the next available task. Task Lists may be also completed by job. Refer to Task List by Job.

The Task List contains the Job Component and Job Component description for all tasks that have been set up at a job/job component level. The report breaks by each job/job component and the job component description displays instead of the job description that is set up when the job was opened.

  1. Select Workflow|Maintenance|Task List by Employee.

  2. If a user attempts to access a task list that is already open by another user, a message displays informating him/her that the job is in use and locked by the other user. The user's ID is displayed as part of the message. You may view the task list, but you may not make changes. Once the user leaves the task list, it is unlocked and ready for use by another user. You may access any of the other jobs on the window that are not in use by another user. You may click the Save icon without leaving the window so that when the job is unlocked, it is made immediately available to you to mark your tasks as complete.

  1. Key the Employee code then click the Next icon next.gif.

Task List by Employee Window

  1. Key a Completion Date and click <Copy?> if you want this date to appear in the Completion Date field for all tasks associated with the employee. You may use the Calendar icon calen2.gif to select a date. A job is not completed until a completion date has been entered for all tasks associated with the job.

Note: The Completion Date field and <Copy?> button display only when there are more than one task assigned to the employee for a job.

  1. Click in the Reject Previous box to reopen a previously closed task. You may only reopen the task right above a task that is still open. Example: A task was closed on May 1st. The next task started on May 2nd. To reopen the task that was closed on May 1st, click in the Reject Previous box next to the task that started on May 2nd then click the Save icon. The task that was closed on May 1st is reopened and an email is sent to resources informing them that the task has been set back to an open state.

  2. Key any Comments you want printed on job forms and status reports.

  3. If you did not use <Copy?>, key a Completion Date as applicable for each task or click the box located beside the Completion Date field to use today's date.

  4. If you want to enter any notes pertaining to the task, click the Notes icon note.gif. Key a note, then close the window. Job notes print on job forms and status reports only when requested.

  5. To view an existing memo or to attach a new memo pertaining to the task, use option Workflow|Maintenance|Job Memos. Refer to Job Memos for additional information.

  6. Click the Save icon save.gif.