What is it?
To ensure standardized quality to complete tasks along a workflow (e.g., to manage project, technology, product development), you can pre-define certain tasks required (or optional) along the different steps of the workflow. The respective tasks will be auto-created once a project/product/technology (or whatever asset you want to progress) reaches the respective stage.
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Please note: This feature needs to be activated by ITONICS. Please contact your Customer Success Manager for further assistance.
How does it work?
Activating the task configuration
If activated by your Customer Success Manager, you will be able to activate the 'Task Configuration' tile on the entity configuration page of a specific entity. You can find this page via the Settings Wheel > Entity Configuration > Entity Configuration. Click on the pen icon of the respective entity in the list.
On the following page, you can activate the task configuration.
After the activation of the module, a new tab will appear in the entity configuration menu, called task configuration. Under the task configuration page, you will find the following sub-tabs:
- Field configuration (to add or edit any attribute)
- View configuration (to place attributes at the right positions in the task view form)
- Form configuration (to place attributes at the right positions in the task create/edit form)
- General configuration
Every task object comes with pre-configured basic attributes, i.e., title, description, status, priority, due date, assignee, and workflow field. The 'title, status, and project phase' cannot be disabled or deleted.
Similar to the view configuration of entity types, you can adjust the position and order of the configured fields. The task objects do not have a dedicated profile page - the way elements do - but are displayed in the task preview to the right of the screen.
Similar to the create/edit form configuration of entity types, you can adjust the position and order of the configured fields on the create and edit form of your tasks. You can use drag and drop to place the attributes at the right position in the task form configuration.
Within the general configuration, you can define the default columns of the task board as well as rename the word task. Note that it is a feature that all list fields of all entities can be selected within the “default column” and “priority column”. This means that there is no need to set up e.g. a status field multiple times for different entities as it can be re-used for all entity-specific task configurations.
Using the task backlog
The task backlog allows you to standardize the tasks each idea or project has to deliver for different workflow steps. You can manage your task backlog via the Settings Wheel > Task backlog > select respective entity type. You can define different task templates for each entity type that you have enabled the task management for. Each task template consists of the following attributes, but it can be extended via the field configuration for the task object for every entity type:
- Title
- Description
- Status
- Priority
- Due date
- Assignee
- Workflow step
Whenever an idea or project (or anything else) enters a given workflow step, the system checks for existing task templates that are relevant to the entered step. If there are relevant task templates found, the tasks will be created automatically for this idea or project. Those created tasks can then also serve to control the workflow by defining certain workflow dependencies.
Please note that this also means that if an element is already in a particular phase and a task template is assigned as the element is in this phase, the auto-create will not work.
You can also enter a standalone task per project via the Tasks tab (1) on the detail page. You will find the task template that you have created and which you need to fill out.