Tasks

The Tasks area provides functionality to view, create, edit, and delete Tasks that have been created from both the Admin system and the Operative Portal.

This area includes a Quick Search feature that targets the Name field.

When a Task is assigned to a User, the User’s WebSocket Alert count is increased for Tasks. This count is decreased once the Task is marked as Completed.

The Tasks table contains multiple columns that display key information for each Task, as described below:

• Name – Displays the Name for each Task, which is derived from the Name field in the Task.
• Site Manager(s) – Displays the Contract Manager User Types that currently have the selected Site assigned.
• User(s) – Displays the User(s) that are currently assigned to the Task, which is derived from the User multi-select field in the Task.
• Created By – Displays the User who created the Task, which may be an Admin user, or an Operative or Contract Manager if the Task was created via the Operative Portal.
• Description – Displays the Description for each Task, which is derived from the Description field in the Task.
• Site – Displays the Site assigned to each Task, which is derived from the Site dropdown field in the Task. This field may be blank, as selecting a Site is not a mandatory requirement when creating a Task.
• Plot – Displays the Plot assigned to each Task, which is derived from the Plot dropdown field in the Task. This field may be blank, as selecting a Plot is not a mandatory requirement when creating a Task.
• Status – The Status column can display one of two values: Active or Completed. It shows Active if the Task has not been marked as Completed and it shows Completed if it has. This is derived from the state of the Completed checkbox in the Task.
• Unread – The Unread figure represents the number of messages in the Task Messenger that have not been read by that user. This figure could be different for each user, as some users may have read more than others. This figure resets to 0 when the Task is opened.

Tasks Filters

The Tasks area contains multiple filters that allow the user to narrow down specific Tasks, as described below:

• User – The User dropdown filter lists all non-deleted Users in the system. When a User is selected, the table is filtered to display only Tasks assigned to that User.
• Site – The Site dropdown filter lists all non-deleted Active Sites in the system. When a Site is selected, the table is filtered to display only Tasks assigned to that Site.
• Active – The Active dropdown filter contains two options: Active and Completed. Active is selected by default and displays all Tasks that have an Active status, meaning they have not been marked as Completed. When Completed is selected, the table is filtered to display only Tasks that have been marked as Completed, and all Active Tasks are hidden.

Creating a New Task

To create a new Task, the user can select the + New button located in the top-right corner of the page. The system then displays the New Task popup, where Task details can be entered as described below:

• Name – This is a free-text field that allows the user to enter the desired Name for the Task being created or edited.
• User – This multi-select lists all non-deleted users in the system, allowing the user to select the user(s) to whom the Task should be assigned. The Task will appear in the Operative Task List for the selected users.
• Description – This is a free-text field that allows the user to enter the desired Description for the Task being created or edited.
• Site – This dropdown lists all Sites currently assigned to the Operative, as defined in the Operative Sites multi-select within the Operative Details page. A Task may not have a Site assigned, as selecting a Site is not a mandatory requirement when creating a Task.
• Plot Number – This dropdown remains empty until a Site has been selected from the Site dropdown. Once a Site is selected, it populates with all non-deleted Plots associated with that Site, displayed by Plot Number. A Task may not have a Plot Number assigned, as selecting a Plot Number is not a mandatory requirement when creating a Task.
• Completed – The status of this checkbox determines whether the Task is marked as Completed.
• Images – The Images section includes a camera icon, when this is selected it opens the user’s File Explorer to allow image upload. Multiple images can be uploaded if required. Uploaded images are displayed within the Images section, each with a bin icon next to them. When the bin icon is selected, a confirmation popup appears asking, Are you sure you want to delete the image?. If Yes is selected, the image is removed from the Task.

Tasks can also be created by an Operative or Contract Manager via the Operative Portal.

Once a Task has been created, reopening it will display the previously entered information pre-populated, along with the Task Messenger.

Task Messenger

The Task Messenger enables message-based communication between Admin users and Operatives and Contract Managers via the Operative Portal. Only users assigned to the Task in the User multi-select field can send and receive messages within the same Task.

Initially, once a Task has been created, the Task Messenger will be empty as no messages have been sent yet.

The user can send a message by typing text into the input field located at the bottom-right of the Task popup, then either pressing Enter on the keyboard or selecting the paper aeroplane icon next to the field to send it.

When a message is hovered over, a tooltip is displayed showing the user who sent it, along with the exact date and time it was sent.

The system displays a timestamp for when each message was sent. If the same user sends multiple messages within a five-minute window, those messages are grouped under a single timestamp.

When another user sends a message, the system displays the sender’s name above the message.

Once a Task has been marked as Completed, users can no longer send messages in the Task Messenger, as the input field is hidden. However, all previous message history is retained and remains visible.

Completing a Task

To mark a task as Completed, the user can select the desired Task from the table and select the Completed checkbox within the Task, and then select Save.

Once a task is marked as Completed, it will no longer appear in the default Active Tasks list.

To view Completed tasks in the table, the user must change the Active dropdown filter to Completed.

Once a task has been marked as Completed, it no longer appears in the assigned Operative and Contract Manager Task List on the Operative Portal. However, it will still be visible in the Site Tasks list for Contract Managers on the Operative Portal.

A Task can be reverted from Completed status at any time by selecting it from the table, deselecting the Completed checkbox, and then selecting Save.

Once a Task has been marked as Completed, users can no longer send messages in the Task Messenger, as the input field is hidden. However, all previous message history is retained and remains visible.

Deleting a Task

To delete a Task, the user can select the desired Task from the table and select the Delete button located in the bottom-right corner of the popup.

The system will then display a confirmation prompt asking the user to confirm the deletion. If Yes is selected, the Task will be deleted.

Deleted Tasks are highlighted in red on the list page to indicate their status. However, only users with the Super User switch selected in their user record can view deleted Tasks in the table.

Super Users can Restore deleted Tasks by selecting the Task from the table and clicking the Restore button located in the bottom-right corner of the popup.

Contract Manager Form Tasks

When a Contract Manager submits a Form via the Operative Portal, a Task is automatically created in the Admin system. The Name of the Task is set to the name of the submitted Form, and the Site and Plot fields are pre-populated based on which ones the form was submitted against.

The User dropdown may either be left blank or pre-populated with the Operative assigned by the Contract Manager prior to submission, if applicable.

Tasks created from Contract Manager Forms include an additional option not available on standard Tasks: a Download Report icon. Selecting this icon downloads a PDF copy of the submitted Form, including all provided answers.

The PDF generated for the Form is the same as the one available in the Site Report area for the selected Site.