Tasks have been updated with Release 85. The new Task feature is called the Task Queue. The latest changes include an entire new task management experience integrated with the original functionality of the old Tasks. Although we are shipping the new Task Queue feature to production, we are allowing users to access the old Task feature as we transition. This is because we would like users to have the option to use old Tasks while we make this transition.
You can use tasks to track issues in entity data and assign tasks to users to fix the issues. All users can create tasks and assign them to any other user (including themselves), or to a role.
When you assign a task to a single user or yourself, you can specify the entity that the task applies to. You can specify multiple entities, or a single entity either with or without specifying one or more entity fields. When you assign a task to a role, all of the users who have the role are assigned to the task.
You can create tasks manually from the Task view, and the views of entities that have field values that are not compliant with rules. You can automatically generate tasks from a rule view for all of the entities that are not compliant with the rule.
Creating a task from the tasks view
- In the menu bar, click Tasks. The tasks view appears.
- Click Add Task.
- In the What needs to be done? field, describe what you want the user to do.
- To assign the task to a user, in the Assigned to field, start typing the name of the user and then select the user from the list that appears.
- To assign the task to yourself, click Assign to me.
- To assign the task to a role, click Assign to Role and then select the role.
You cannot add entities or entity fields to tasks that are assigned to roles.
- To add an entity:
- Click Add relevant entity.
- Start typing the entity name, and then select the entity from the list that appears.
You can add entity fields only if a single entity has been added to the task.
- To add an entity field:
- Click Specify relevant fields. The Choose Fields dialog appears.
- In the Field type list, select either Basic Fields or Custom Fields.
- In the Field list, select the field.
- Click Add Fields.
- Click Add Task.
Generating tasks automatically from a rule
You can set up tasks to be generated automatically based on the entities that have properties that are not compliant with a rule. For example, for a rule called "Active systems have connections", you could generate tasks to be sent automatically to the contacts of the systems that are do not have connections. A task that includes a list of systems that do not have contacts of the specified contact type is also sent to you. You can include instructions in the tasks for making the systems compliant, which in this example would be to add a connection to the system.
- Access the rule.
- In the Overview section, click Edit.
- In the Compliance Plan field, enter the instructions for making the entity compliant with the rule. These instructions become the description for the generated tasks.
- In the People section, specify the contact type of the contacts who will be assigned to the generated tasks.
- Click Generate Tasks. The following occurs:
- Tasks are sent to the contacts of each entity that is out of compliance with the rule.
- A task is sent to you that lists all entities that are out of compliance but do not have contacts. You can create tasks manually for these entities.