Tasks Overview

Site Inbox

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.

• • 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

Task Overview

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)

Editing the Task Name or Severity

Click on the Edit button on the right hand site of the page

You can now change the name of the task

Confidential flag

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.

Commenting

To add a comment please type in this area at the bottom of the report and click 'Add Comment'

Completing a Task Requirement

Adding a Sub Task

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 

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:

Snoozing Tasks

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

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:

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.

Task Labels

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).

Moving Tasks

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).

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.