Tasks overview

1. The tasks

Tasks are activities to be performed. They allow you to track and assign these activities to yourself or other users. Tasks are also used to manage requests in Constellio.

Tasks are accessible via the navigation menu on the left of the screen.

2. Add a task

There are three ways to add a task.

1. The drop-down menu of the collection
   1. In the upper right corner of the screen, open the menu, then click on "Add a task";
   2. In the creation form, fill in the mandatory metadata fields;
   3. Click on "Save".
2. Add a task in the tasks page
   1. Press the "Tasks" button in the left-hand navigation menu;
   2. Click on the "Add a task" button;
   3. In the creation form, fill in the mandatory metadata fields;
   4. Click on " Save ".
3. Add via a record
   1. Go to a folder, document or container;
   2. In the actions on the record, click on "Add a task";
   3. In the creation form, fill in the mandatory metadata fields;
   4. Click on " Save ".

Metadata of the task definition
Field Name		Description	Image
Title	Obligatory	The title is the element that identifies the task.
Type	Optional	The type corresponds to a type of task that must be previously created in the value area named "Task type".
Assigned by	Obligatory	"Assigned by" determines which user the task comes from. The field is automatically filled with your name.
Progression (%)	Optional	The progress (%) corresponds to the progress of the task in percentage.
Status	Obligatory	The status identifies the state of the task. The field is automatically filled with the value "Pending".
Expiry date	Optional	The due date indicates a fixed deadline for completing the task.
Description	Optional	Allows you to add a description to the task.
Due date for the assignment	Optional	Allows you to add a time limit in days to complete the task.

3.2 The reminders tab

This tab allows you to set up reminders that will be sent , by email to users or groups of users assigned to the task. Reminders are not mandatory. However, it is possible to add multiple reminders, either with fixed dates or with gaps. It is also possible to create reminder frequencies and reminder limits.

Metadata in the reminders tab
Field Name		Description	Image
Fixed date	Optional	Allows you to add a reminder with a specific date.
Gap	Optional	Allows you to add a reminder with a difference of days, to do this, several choices are offered (add a number, before, after, start date, due date).
Recall frequency	Optional	Allows the addition of reminder frequency to the minute(s) / hour(s) / day(s).
Recall limit	Optional	Allows you to limit the number of reminders (number of times / deadline).
Person assigned to the escalation	Optional	Allows you to assign a person for the escalation of the problem following the limit of the recall.

3.3 The assignment tab

This tab allows you to determine to whom the task will be assigned. It is also possible to assign the task to several users or user groups. Assignments are not mandatory. However, by default, a task is automatically assigned to the task creator. 

Metadata in the assignment tab
Field Name		Description	Image
Assigned to	Optional	Allows you to assign the task to a specific user.
Groups to which the task can be assigned	Optional	Allows you to assign the task to one or more user groups.
Users to whom the task can be assigned	Optional	Allows you to assign the task to several users.
Collaborators of the task	Optional	Allows you to share the task in read or write mode with one or more collaborators.
Collaborating groups of the task	Optional	Allows the task to be shared in read or write mode with one or more groups of collaborators.

3.4 The files tab

This tab allows you to link files, documents, folders or containers to the task. It is not mandatory to link files or records. 

Metadata of the files tab
Field Name		Description	Image
Files	Optional	Allows to link to one or more files that are not classified in Constellio.
Linked documents	Optional	Allows you to link one or more documents filed in Constellio.
Linked files	Optional	Allows you to link to one or more files in Constellio.
Linked containers	Optional	Allows to link to one or more containers classified in Constellio.

3.5 The follow tab

This tab allows you to add one or more users who will follow the status of the task. 

You have to choose a user and the steps of the task evolution that he has to follow, then click on "Add". It is possible to add several users with different follow-up steps.

4. Display the tasks

The tasks are visible in the sections of the task navigation menu.

5. Actions on tasks

5.1 Sort by

This option allows you to sort the tasks in the table according to a specific metadata. 

It is possible to move a task up by clicking on the star to the left of the task.

5.2 Action menu

The action menu available via the three dots offers several possible options on the task.

5.2.1 Display

This option allows you to view the task. When a task is consulted, a consultation page opens. This page has three tabs that allow you to find out about the content of the task. 

5.2.2 Edit

This option allows you to modify the metadata of a task and a subtask.

5.2.3 Mark as read

This option allows you to mark the task as read or unread.

5.2.4 Complete

This option allows you to complete (finish) a task. Completed tasks are found in the "Recently Completed Tasks" tab.

5.2.5 Share

This option allows you to share the task with collaborators and/or a group of collaborators.

A collaborator is a user who can view or modify a shared task according to the accesses that have been assigned to him. However, the user will not be able to change their status or complete them

5.2.6 Delete

This option allows you to delete a task.

Deleted tasks are sent to the recycle garbage can. It is possible to restore them according to the number of retention cheeks provided in the recycle garbage can configuration. This configuration is found in: Control -> Configuration -> Others -> "Number of days before deleting items from the recycle garbage can".

5.2.7 Generate a report

This option allows you to download or print a metadata report for the task. When doing this, it is necessary to choose a report template, which must be previously created in the Control -> Printables management, see the article on metadata reports for more information.

5.2.8 Add comment

This option allows you to add a comment to the task record. The button is available at the bottom of the "Metadata" tab.

5.3 Display task

This option allows you to view the metadata, subtasks and audits of a task.

5.4 Action menu

6. Specific tasks

Specific tasks are tasks that are related to various requests made by the user in Constellio: file and container borrowing request, loan renewal request and reactivation request.

The specific tasks are sent to the roles responsible for managing these requests. You can manage the roles and their actions via : Control -> Manage Roles.

6.1 Borrowing request

The specific task of borrowing requests is related to container and folder borrowing requests, especially useful for their physical borrowing. This option allows for better control over the borrowing and return of files and containers.

When a user makes a borrowing request (file or container), a task is automatically sent to the manager(s) of the administrative unit that owns the record.

Steps to borrow a file or container : 

1. Consult the record metadata tab;
2. In the registration action menu, press "Borrowing Request";
3. Fill in the field "Loan duration in days". By default, the loan duration is 7 days. It is possible to modify this value via : Control -> Configuration -> Other -> Borrowing time (in days);
4. Click on "Borrow".

Steps to view the details of the file or container loan request :

1. View the "Borrowing Request" task in the task table;
2. In the action menu of the task, press "Complete";
3. In the window that appears, confirm whether you wish to accept or refuse the loan;
4. Click on "Complete".

6.2 Loan renewal request

This task is created following a request to renew a file or a container.

Steps to renew the loan of a file or container : 

1. Consult the record metadata tab;
2. In the registration action menu, press "Loan Renewal";
3. Select the date the loan will be extended;
4. Click on "Save".

Steps to view the details of the file or container loan renewal request : 

1. View the "Request for Loan Renewal" task in the task board;
2. In the action menu of the task, press "Complete";
3. In the window that appears, confirm whether you wish to accept or decline the loan renewal;
4. Click on "Complete".

6.3 Request to return a loan

This task is created following a request to return a file or container. 

Steps to renew the loan of a file or container : 

1. Consult the record metadata tab;
2. In the action menu of the recording, press "Return request".

Steps to view the details of the file or container loan renewal request : 

1. View the "Request for Loan Renewal" task in the task board;
2. In the action menu of the task, press "Complete";
3. In the window that appears, confirm whether you wish to accept or decline the loan renewal;
4. Click on "Complete".

6.4 Reactivation request

This task is created following a request to reactivate a semi-active or paid paper file or a container. In the case of a request on a container, the reactivation is aimed at its contents, i.e. several semi-active or poured files.

Steps to renew the loan of a file or container : 

1. Consult the record metadata tab;
2. In the registration action menu, press "Request reactivation";
3. Select the reactivation date;
4. Click on "Save".

Steps to view the details of the file or container loan renewal request : 

1. View the "Request for Return" task in the task board;
2. In the action menu of the task, press "Complete";
3. In the window that appears, confirm whether you want to accept or decline the return request;
4. Click on "Complete".

6.5 Delegation of tasks

When the setting in the user profile "User to whom to delegate my assigned tasks" is active, all assigned tasks are delegated to the entered user. 

A warning to delegate tasks is then visible at the top of the task management page with the message, "The tasks assigned to you are delegated to the user <User entered>".

1.8.1 Delegate tasks to a user

Steps to delegate a task to another user :

1. Activate the delegation configuration "User to delegate the tasks assigned to me" in the user profile by selecting a user;
2. Tasks assigned to you directly or in "Users to whom the task can be assigned" will be automatically delegated to this user.

1.8.2 Comments

When a task is delegated to a user, a comment is added to this effect in the task.

2. Configurations

In this section you will find all the system configurations that affect the folders. To learn more about the configurations, see the article "System configurations".

For more information on personal settings, see the "User Profile Management" page.