Broadly speaking, a task is anything that needs to be done.
Most tasks will be scheduled 'to do' tasks that come from our main three components:
Sites
Assets
Employees
You will also come across corrective actions:
And lastly some tasks will be reported events e.g. accidents and safety observations:
Open unassigned tasks will appear in the site inbox section, while tasks assigned to you or relates to our own employee records appear in 'My tasks'.
Your goal is to clear this list by completing tasks, assigning them, or getting employees to complete them. And you should do this as promptly as possible.
Tasks appear in order of importance, with the high-priority ones on top so tackle this list from the top down.
If you have lots of tasks, you can filter them by clicking 'All tasks for [site name]' on the right and then 'Filter'.
Sites only - incidents, site checklist corrective actions, checklists due, site documents due
Assets only - asset checklist corrective actions, asset checklists due, asset documents due
Employees only - training due, E-learning due, checklists (eg health surveillance) due, employee documents due
Click on a task to:
View the report
Edit the task name and change severity
View and add comments or files
Assign the task to a user
Add a sub task
Make it confidential or remove confidential flag
Subscribe to notifications for the task (see here)
Click on the Edit button on the right hand site of the page
You can now change the name of the task
And you can click on the drop down box on the left to change the severity
Tasks that are confidential are only visible to a user with manager access or a non manager if you assign it to them.
Tasks that are confidential by default include incidents, employee checklist actions (eg health surveillance) and audit actions.
You will see that a task is confidential as there will be an 'slashed eye' icon to the left of the task title and option to remove it on the right hand side:
If a task is not confidential you can turn this on - you will see an option like this on the right hand side:
Clicking this will turn it back to being confidential.
Note - if a user (non manager) is assigned a confidential task they will be able to view it.
Note - employee related tasks while not confidential are only accessible by managers by default as users do not have access to other employees within the system.
To add a comment please type in this area at the bottom of the report and click 'Add Comment'
You can access more formatting options by selecting the 'Formatting' button.
Note - you can start a new line by using Control + Enter
Note that you can add commentary files by pressing this icon.
You can add a hyperlink into text by highlighting the text and pasting a link over the top.
To complete a scheduled 'to do' task, click on the blue link to complete the checks, provide the requirement document etc.
To assign to a user please click this cog icon in the top right and select the user:
It will only show registered users with access to the site the task is at.
Or you can hit 'Assign Myself' to allocate the task to yourself without having to search the list.
Note - the system doesn't send a notification to the assigned user so if they aren't regularly logging in or have a digest email set, you will let them know.
Sub tasks are useful
A) To break down a complex task into a 'tick off list' off things to be done
B) Assign users jobs that need to be completed (especially useful if the main task is confidential)
So for an accident you might have:
Get CCTV download
Obtain statements
Follow up call with injured party
Click the link on the right side to create a sub task:
You will now be able to make a new linked task . If this is a corrective action select 'Corrective Action' or other option, as needed.
Don't delete the '/resolves...' text as this links the tasks
You will now see on this new task a link to the original one
Clicking that will take you to the original task where you will see a link back:
When you add sub tasks you will see a bell symbol to the right. Selecting that will snooze the parent task until the sub task is completed. Ideal for dealing with tasks that can't be progressed until the sub tasks are completed.
The system allows you to snooze tasks so they are temporarily hidden from My Inbox. For example where a repair is required and you are awaiting parts or some training is overdue but the course has been booked in the days but for a future date.
To snooze a task first assign it to yourself using the 'Assign' option in the top right
Scroll to the bottom of the task where you will see the snooze button
Click on the snooze for the default 4 day period or click on the down arrow to choose a different time period
You will be returned to the inbox and see a confirmation message like this:
Note - if you don't assign the snoozed task, it will still be visible in the open unassigned list but shaded out:
If you need to snooze tasks for longer such as employees tasks for where they are on maternity leave please contact Opus who can snooze tasks for 3, 6, 9 or 12 months.
To find a task that has been snoozed, from the inbox click on '-> All task for site...'
The task will be shaded out and have a snooze icon like this:
You will see labels underneath tasks - these let you know additional information about the task. Some labels are automatically added such as 'system/triggered_action' which shows that this is an automated correct action usually from someone completing a checklist. Some labels are manually added such as 'injured/public' which means that this is an accident where a member of the public has been injured.
We use labels for notifications, they can also be used as terms in search queries on the Task Reports page for advanced reporting.
If you have a multi site setup you can move tasks from one sub site to another. This might be useful if an accident has been logged at the wrong site or for confidentially reasons you want to move the accident away from a site (probably to your top client level).
If you have a multi site setup you can move tasks from one sub site to another. This might be useful if an accident has been logged at the wrong site or for confidentially reasons you want to move the accident away from a site (probably to your top client level).
If you have the ability then you will see this option on the right hand side:
After clicking this you can then select the site which you want to move it to:
Note - if this is a scheduled 'to do' task then ensure that the user you intend on completing the task has access to what the task relates to.