Task Workflow and Supporting Actions

Several actions are available to support your day-to-day usage of tasks. They allow you to leverage tools to efficiently advance your task progression and complete your action items.

This article covers the following:

• Workflow options for tasks
• Exporting a task to PDF
• Entering a follow-up
• Assigning / Reassigning / Unassigning a task
• Creating a communication to link to a task
• Linking a task to a record
• Cancelling a task
• Deleting a task

Manage Workflow for a Task

After a task has been created, one of the things you can do to interact with it is use the workflow for the task. This includes starting working on a task and putting it In progress along with putting the task as Complete once it's done or even as Unfinished when encountering roadblocks. Other options such as Cancelling a task when it's no longer relevant or Deleting a task are also available.

To put a task In progress:

1. Navigate to Tasks.
2. Locate and open the task you want to put in progress. The status of the task must be Open.
3. Click the Actions menu.
4. Select Start progress.
5. Your name or the name of the person who will work the task should be in the Assigned to drop-down list.
6. Specify a comment or additional instructions related to the completion of the task.
7. Click the Start button.

To put a task as Complete:

1. Navigate to Tasks.
2. Locate and open the task you want to indicate as complete. The status of the task must be Open or In progress.
3. Click the Actions menu.
4. Select Complete.
5. Specify the relevant communication using the Communications drop-down list if applicable.
6. Specify the Completion date.
7. Specify information in Follow-up.
8. Click the Complete button.

You can also indicate a task is Unfinished:

1. Navigate to Tasks.
2. Locate and open the task you want to indicate as Unfinished. The status of the task must be Open or In progress.
3. Click the Actions menu.
4. Select Mark as unfinished.
5. Specify information in Follow-up.
6. Click the Mask as unfinished button.

Export to PDF

You can export the task as a PDF. This allows you to present the task as well as its history and evolution to non-Borealis users.

1. Navigate to Tasks.
2. Locate and open the task you want to export as a PDF.
3. Click the Actions menu.
4. Select Export as PDF.

The report will then be generated and downloadable.

Enter a Follow-Up for a Task

As you work on tasks, sometimes you will have follow-ups to add and adjust the planned date or add a communication to support your task advancement.

1. Navigate to Tasks.
2. Locate and open the task you want to enter a follow-up for.
3. Click the Actions menu.
4. Select Enter a follow-up.
5. Specify information in Follow-up.
6. Specify a new date if needed with the Planned date field.
7. Use the Link communications to link a communication with the follow-up.
8. Attach documents to your follow up either by dragging the files in the window or by selecting them with the button.
9. Click the Enter button.

Assign/Reassign/Unassign a Task

At times you may have already started working on a task and may have to move on to other projects or go on vacation. When such cases arise, you can easily reassign or assign the task to one of your colleagues.

1. Navigate to Tasks.
2. Locate and open the task you want to assign or reassign.
3. Click the Actions menu.
4. Select Assign/Reassign.
5. Select the person you want to assign the task to in the Assigned to drop-down list. Leave the Assigned to drop-down list empty to unassign a task.
6. You can then select the delivery date in the Planned date field.
7. Click the Assign button.

Create a Communication Linked to a Task

As you are working a task, you may need to interact with stakeholders. You can then create a communication for your task directly from the Actions menu.

1. Navigate to Tasks.
2. Locate and open the task you want create a communication for.
3. Click the Actions menu.
4. Select Create a communication.
5. You can then follow the standard steps to create a communication.

Link a Task to a Record

As tasks are a tool you can use to plan action items and follow up on your daily tasks, you can link them to other record in Borealis such as:

• Communication
• Engagement plan
• Parcel
• Stakeholder

1. Navigate to Tasks.
2. Locate and open the task you want to link to a record.
3. Click the Actions menu.
4. Select Link to.
5. Select the type of record you want to link your task to in the Form drop-down list.
6. Select the specific record in the secondary field.
7. Click the Link button.

Change a Task Status to Cancelled

When a task is no longer relevant you can cancel it to indicate you will not be working on it. If a situation arises where you need to work on that task, you can then reopen it. Reopening a task will reset the task status and you will need to restart it.

1. Navigate to Tasks.
2. Locate and open the task you want to cancel. The status of the task must be Open or In progress.
3. Click the Actions menu.
4. Select Cancel.
5. Specify a comment for data-keeping purposes.
6. Click the Change status button.

To reopen a cancelled task:

1. Navigate to Tasks.
2. Locate and open the task you want to reopen.
3. Click the Actions menu.
4. Click Reopen.
5. Specify a comment for data-keeping purposes.
6. Click the Reopen button.

Note that a Completed or Unfinished task can also be reopened.

Delete a Task

To clear out tasks you may have created accidentally, often as duplicates, you can simply delete them.

For data-keeping purposes, you may want to avoid deleting records that are relevant and not duplicates or general mis-creations.

1. Navigate to Tasks.
2. Locate and open the task you want to delete.
3. Click the Actions menu.
4. Click Delete.
5. Click the Delete button.