The Zegeba Tasks module released in Zegeba 3.7 is a module giving workgroup functionality to your Zegeba forms.
With Tasks you can schedule and perform work tasks involving forms, their completion status and assigned personell. It consists of a new app, Zegeba Tasks, and a Tasks option on the Dashboard.
Please contact Zegeba AS if you are interested in adding this to your Zegeba platform so we can analyze your company’s workflow and set it up for you.
So what is a task?
A task is our term to describe a “work package” that consists of different elements to include all a worker would need to perform a job using the Tasks app as his/her work tool. The task can represent a task, a project, an order or any other entity. The task may include:
- Task details (input fields for the user to fill in when creating a new task or to be prefilled by integration with the customers application)
- One or several forms to display in the task
- Resource files (procedures, drawings, guidelines, instruction videos)
- State of the task
- Workflow to automate changes to the state of the task (from new to ongoing when the worker has started filling a form) or email notification when a form has been saved and completed
The Task Template is the definition for how a given task should appear in the Tasks app. That includes Task details that should be displayed for the Task Assignee (for instance Order, Customer, Project, Vessel) and all the detail fields are configurable. The Task Template should also include information about what forms should be shown and listed for the assignee for this specific Task Template. This might vary from one Task Template to another, based on the purpose of the task and what work process it applies to. The Task Template would of course also include information about the Task States and define if there is going to be sent email notification to a person for any of the states or if data and PDF reports should be sent for approval either by email or via Sync service integration to a third-party application. This could also include data about spent hours for invoicing or quality assurance another third-party application.
What does a task look like to the user?
The start page for the Task app will list the tasks that has been assigned to the logged in user, here only one: “Inspection”:
This screenshot shows one task with the app settings to the left, Task state, Task details and listing of the 3 forms in the task with information about the status for the different forms:
The Admin user can create a new task manually from the Dashboard and add the Task details for that specific task and assign the task to a given user.
The forms in the task are opened and completed in the same way as in Zegeba Forms, and the data entered will be found in the folders in the Forms section of the Dashboard – just as before.
Read more about using the Zegeba Tasks app in the next chapters of this manual.