The Users Tasks area provides a powerful tool to search and filter tasks assigned to users in iPassport. It’s a perfect place to monitor and evaluate how users are managing their work in all areas of the system. The search results can be exported to produce reports in PDF or CSV format.
There are 6 permissions that govern access to other users’ tasks:
They are all exclusively added to the Administration Editor system role.
There are 14 available filters to help locate and sort any tasks generated within the system:
These principles apply to all the multiple selection filters below:
The search filters are organised into three sections - who the tasks are for, where they come from, and task details.
Task Type - Select the type(s) of task(s) to focus the search on; the types are described below
General Tasks - a generic type to capture any type not listed below; tasks created under the Tasks tab of any record are labelled as ‘General’
Change Control Implementation - implement an approved Change Control
Change Control Review - review a completed Change Control
Change Control Triage - triage a newly created Change Control
Change Control Verification - verify a completed Change Control
Change Request Review - tasks issued to the owners and reviewers of a document when a change request is made
Company Review - when company reviews are enabled in an account, these are tasks that relate to approving companies (e.g.,evaluating suppliers)
Competency Assessment - these tasks get assigned to the assessors, who then have to agree when to perform the assessment with the candidate
Competency Test - these tasks get issued to the candidates to ask them to take a given test
Document Expiry - task issued to document owner to alert of and allow changing the expiration date of a document
Effectiveness Review - task issued on date set for a noncompliance’s effectiveness review
Equipment Maintenance - this type of task relates to scheduled maintenance events
Manufacturing - these tasks only apply to the manufacturing module, for those accounts that have it enabled
Mark Test - these tasks are issued to the examiners, when someone is required to mark text based answers in a test
Non Compliance - this type covers tasks that are generated when a non-compliance Action is assigned to a user
Qualification Confirmation - task issued for users to confirm and submit evidence of a given qualification
Qualification Verification - task issued to users appointed to verify a qualification confirmations
Review Approval - this type of task is generated when a document review workflow reaches the Review Approval step
Review Feedback - this type of task is generated when the Request Review Feedback function is used
Skill Confirmation - these are tasks issued for a user to acknowledge having read and understood a document
Training - these tasks ask for confirmation of attendance to a training event
Verify NC Now Compliant - this type of task is generated when a user is requested to verify that a non-compliance has been corrected
Task Status - Filter tasks by their status; the choices are, Completed, Due, Overdue, No Due Date, Invalid and Pending (‘Pending’ refers to tasks that have been created but not issued to the user yet)
Tasks Escalated to User(s) - if any names are selected from the dropdown menu, only overdue tasks will be displayed; only users who have been added in Task Escalation Settings will be available
Task Visibility - Select one of three choices from the dropdown menu: Any, Private or Public
Select a Due On Start Date and a Due On End Date from the pop-up calendars to search for tasks with a due date within that range
Select a Completed On Start Date and a Completed On End Date from the pop-up calendars to search for tasks completed within that range
Order: - Select a sorting order from the dropdown menu
Once the search criteria has been established using the filters above, click the Search button. The search criteria area collapses to make space for the results which are listed also in a collapsed state, with basic information in one line. To view the details of a task, click the down arrow on the right, which will expand the area to reveal all relevant information.
The expanded task provides a link to the related record and most fields can be edited (by clicking the pencil icon) while the task hasn’t been completed. With appropriate permissions, as described above, a user can delete other users’ tasks by clicking the Delete task button at the bottom left. It is not possible to reissue a task from the Users’ Tasks area.
The search can be refined at any time by clicking “Show search criteria” to expand the search filter area again. New criteria can be entered and re-submitted without leaving the page and once it meets requirements it can be exported. The options appear at the bottom left of the search results - Print List for a PDF copy and Export List for a CSV (compatible with Excel, Numbers, etc).