5.2 Creating And Copying Tasks
Creating a task (from Zegeba v 4.6 and later)
- Go to Tasks and select the template for the task you wish to create.
- Press [Create New Task]. You will now find the various sections needed in 5 tabs:
- In the Info tab, fill in the task details, also called “task meta data”, for that particular task.
When the task user opens the task forms, this information may be automatically filled out in the form fields. The various fields are specified in the task template. - If the template has specified form filtering, you can then go to the tab Forms to select which of the task template’s forms should be included in this particular task:
Note! The task forms that are not included in a specific task through form filtering will still be downloaded to the app even though they will not be shown in the task.
However: if your company has chosen to show “Forms” in the app menu, all forms in the task will still show under Forms in the app. You can avoid this by selecting “Hide in Forms in App” for each form, or by unpublishing them. This will hide the forms in Forms for all users – also Admins – but they will still be included in the tasks they are relevant for.
- In the tab Attachments, you can add attachment files that will be available to all task users. See Managing: 5.6 Adding attachments to a task.
- In Assignees, you add users for this task by clicking on the names below.
The added user will be shown with a light green color (as shown above) until the task is saved. All saved users have a dark green color. You can select or deselect the option to notify new assignees of this task via mail. The default setting for this option (on or off) is set in the Task Template Editor, see Managing: 6.6 Defining Settings for a task template. The task template can also have task state settings where users are automatically added or unassigned as various task states are reached. The users you specify here will be the ones to be included in the first state of the task. If the user you wish to assign is not already registered in Zegeba, press Add by email, enter the email address and press [Add]. You will then be notified that a Task User with this address will be created and will get a signup email. Press [Send Signup Email] to accept, then [Save Changes] to save the new user.
The new Summary tab gives an overview of the entries and selections you have made in the first four tabs:You can press any of the pencil icons to change your selections.
- The new Summary tab gives an overview of the entries and selections you have made in the first four tabs:
You can press any of the pencil icons to change your selections.
Press [Save changes] when you’re done.
Creating a task from scratch (in Zegeba v 4.4 or earlier)
When a template has been implemented, a Task Manager or Admin can issue a task based on that template. This is done as follows:
Go to Tasks and select the template for the task you wish to create.
- Go to Tasks and select the template for the task you wish to create.
- Press [Create New Task]. the task details for that particular task, usually including names of projects and customer, as well as dates.
- In the INFO tab, fill in the task details for that particular task, usually including names of projects and customer, as well as dates.
When the task user opens the task forms this information will be filled out in the form fields.
The task details fields are specified in the template.can then go to the tab FORMS to select which of the template forms should be included in this particular task: - If the template has specified “selectable” forms, you can then go to the tab FORMS to select which of the template forms should be included in this particular task:
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In the tab ATTACHMENTS you can add attachment files that will be available to all task users. See Managing: 5.6 Adding attachments to a task.
ADDING USERS -
Select users for this task by clicking on the names below.users are automatically added or unassigned as various task states are reached. The users you specify here will be the ones to be included in the first state of the task.
The task template can also have task state settings where users are automatically added or unassigned as various task states are reached. The users you specify here will be the ones to be included in the first state of the task.
Note: you can select or deselect the option to notify new assignees of this task via mail. The default setting for this option is set in the Task Template Editor, see Managing: 6.6 Defining Settings for a task template.
- If the user you wish to assign is not already registered in Zegeba,
press Add by email, enter the email address and press [Add]. will be created and will get a signup email. - You will then be notified that a Task User with this address will be created and will get a signup email.
Press [Send Signup Email] to accept, then [Save Changes] to save the new user.
The next time the users sync their apps, the new task will show up there. You can at any time go to the Tasks screen and assign more users to a task, or remove them.
Note: You can create a task with no users, either when you first set it up, or for instance when the task is done and you wish to remove all users from the task so it doesn’t show up in their app.
Creating a new task by copying an existing one
- In the Tasks screen, press the Copy task icon of the task you wish to copy.
- A Copy Task window will open, with the same information as in the Edit Task Details (pictured further up), but with two changes:
– The task state is now the first default state, often called NEW
– There are no users assigned to the taskincluding assigning new users, and press [Save changes].The task will now be listed on top of the task list.
Edit all the details you wish to change, including assigning new users, and press [Save changes].The task will now be listed on top of the task list.
Creating a new task from a context
If you can create a new task from the Context Builder. See Managing: 7.2 Creating and copying contexts for more information on this.
