Task fields
The task form fields are listed below and recommendations for using each of them are provided.
ID
The ID field contains a unique task ID. It is created automatically when the task is saved for the first time.
Theme (Subject)
A brief description of the purpose of the task is entered in the Subject field.
Workflow
The Workflow field specifies the ID and topic of the workflow to which the task belongs.
Phase
In the Phase field, one of the phases of the workflow to which the task belongs is selected. After selecting a phase, the task is moved to this phase.
The supplier is not responsible
The Supplier is not responsible checkbox is set if the SLA clock needs to be stopped for requests related to the workflow of this task, while the space is not responsible for the period of activity of this task.
Requests
The Requests field lists requests related to the workflow to which the task belongs.
Problems
In the field Problems lists problems related to the workflow to which the task belongs.
Manager
The Manager field displays the person selected in the Manager field of the workflow to which the task belongs.
Category
The task category is selected in the Category field. Risk and Impact - Tasks in this category are used for workflow planning. Approval - Tasks in this category are used to collect approvals for the execution of workflows. They can be used at different stages of the workflow lifecycle. Implementation - Such tasks are added to the workflows for administrative work and work necessary for the implementation of the workflow (development, installation, configuration, testing and transfer). Automation - Such tasks added to workflows are fully automated, do not require notification or assignment, and are not displayed in the Inbox view.
Influence
In the Influence field, select the level of influence of the task on the associated service instances. Important: an instance of a service degrades (its condition worsens) if some of its non-essential functions do not work, its reaction time is slowed down, and its backups are unavailable (for example, when one of the servers fails), even if this does not affect its use. An instance of the service is unavailable if any part of its main functionality is not working.
Purpose
Team
In the field The team is selected by the team to which the task is assigned.
Participant
In the field The participant is selected by person to whom the task is assigned.
Skill Pool
In the Skill Pool field, select skill pool, from the participants of which you must request approval when changing the status of the task from "Registered" to "Assigned".
Matching
In the Matching field, select the persons from whom you want to request approval. This field is only available for tasks of the "Approval" category.
Required approvals
The Required Approvals field indicates the number of approving persons who must give approval to change the status of the task to "Agreed". This field is only available for tasks of the "Approval" category.
Remaining approvals
In the field Remaining approvals indicates the number of remaining approving persons who must give approval to change the status of the task to "Agreed". This field is only available for tasks of the "Approval" category.
Workflow content
The Workflow Content field contains a link to the last PDF file with the workflow content created for the approving person. This field is available to the approving parties after the assignment of the task.
Supplier
In the Supplier field, select the organization of the supplier who provides assistance in completing the task.
Supplier's request ID
In the Supplier request ID field, enter the ID under which the request for assistance in completing the task was registered with the supplier's organization. If the supplier has provided a link to the request, enter its URL in this field.
Intended purpose
In the field Intended assignment indicates the date and time of the intended assignment of the task. The value of this field is automatically set to the last completion date of the previous tasks. If there are no previous tasks, the value of this field is set to the date and time specified in the Start field in the workflow that the task is associated with. This field is hidden after the assignment of the task.
Assigned
The Assigned field automatically sets the date and time when the task is assigned to be completed.
Planned duration
In the Planned duration field, enter the estimated time it will take to complete the task after its assignment or after the fixed start date and time (if the "Start no earlier than" field is filled in).
Round-the-clock work
The Round-the-clock operation checkbox is set if a 24x7 (round-the-clock) calendar is used to calculate the task completion date.
Start no earlier than
The value in the Start no earlier than field is indicated if the task cannot be started before a certain date and time (for example, before the start of the maintenance window).
Planned efforts
The Planned efforts field indicates the estimated time that the participant will spend on completing the task. In matching tasks, this field is available to each matching user.
Completion goal
The Completion Goal field specifies the date and time by which the task is expected to be completed. The value of this field is automatically calculated by adding the planned duration to the value specified in the Start no earlier than field. If the Start no earlier than field is not filled in, the completion goal is automatically calculated based on the time of assignment of the task plus the planned duration, taking into account the working hours of the team to which the task is assigned. If the Start no earlier than field is not filled in and the task has not yet been assigned, the completion goal is automatically calculated based on the time of the expected assignment of the task plus the planned duration, taking into account the working hours of the team to which the task is assigned. For reconciliation tasks, the work hours of the workflow manager's team are used to calculate the completion goal, since reconciliation tasks do not have a team to assign. This field is hidden after the task is completed.
Status
The current task status is selected in the Status field. The following options are available. Registered – the task is not completed yet. Denied – the task must be assigned to another team or another team member, the reason is indicated in the Comments field. Scheduled – you can start the task, unless the work on the task should be started at the date and time indicated in the "Start no earlier than" field. Accepted – The task will be completed as soon as the team member to whom it is assigned is ready to start working on it. In progress – the task is in progress. Suspended – task completion is temporarily impossible. The reason for this is indicated in the Comments field. Request pending – the task led to the creation of the request and will be completed as soon as this request is completed. Failure – the answer for the task of the category "Risk and Impact" was not found or the goal of the task of the category "Implementation" was not achieved. Rejected – the approving person did not coordinate the approval task. Completed – an answer has been provided for the "Risk and Impact" task or the goal for the "Implementation" task has been achieved. Agreed – the required number of approvals has been received from the approving parties for the approval task. Cancelled – the task does not need to be completed (for example, because the workflow was rejected or the task was created by the workflow template, but does not relate to this workflow).
Suspended to
In the field Suspended to indicates the date and time when the task status should be updated from “Suspended” to “Assigned". This field is available if the Status field is set to “Suspended.”
Time spent
In the Time spent field, enter the time spent on completing the task since you started working on it or (if you have already entered any time for completing this task) since you last added the time spent record.
Effort class
In the field Effort class, select effort class, which best reflects the efforts for which the time spent is recorded. This field becomes available after entering a value in the Time Spent field and if the person who entered the time spent belongs to an organization using timesheet settings, in which time tracking is activated and which is associated with two or more classes of efforts.
Finished
The Finished field automatically sets the date and time when the task is saved with the status “Failed”, “Rejected”, “Completed", “Agreed“ or "Cancelled.”
Relationships
Service instance
Using the Service Instance field, you can associate service instance with the task, which will be affected by the completion of this task.
Configuration items (CI)
Using the Configuration items (CI) field you can associate configuration items (CI) with the task, which will be affected by the completion of this task. This field remains hidden if you are not registered.
Workflow
Predecessors
The Predecessors field lists other workflow tasks that must be completed or canceled before the status of the current task changes to “Assigned”.
The successors
In the field The Successors list other workflow tasks that cannot be assigned until the current task is completed or cancelled.
Request generation
Request template
In the Request Template field, select request template, which should be used to create a new request when the task status changes to “Assigned", “Accepted“ or "In progress".
Service instance
In the Service Instance field, an instance of the service is selected, which is applied to a new request created when the task status changes to “Assigned”, “Accepted" or “In Progress".
Comment on the request
The Request Comment field contains information for the person or team to whom the task is assigned. It is possible to use basic text formatting in this field.
Request
The Request field becomes available after creating a request based on the task, which is displayed in this field. When this request is completed with the completion reason “Solved”, the task status will be set to “Completed”.
Instructions
Instructions
The Instructions field provides instructions for the person or persons to whom the task is assigned. It is possible to use basic text formatting in this field.
Comments
Comments
The Comments field lists all the comments added to the task. For each comment, the name of the person who created it and the time of its creation are indicated.
Comment
The Comment field contains information for the person to whom the task is assigned. It also provides a summary of the actions that have already been taken and the outcome of those actions. It is possible to use basic text formatting in this field.
Copy comment to workflow
When you select the Copy comment to Workflow checkbox, the comment (including attachments, if any) will be added not only to the task, but also to the workflow of which the task is a part.
Attachments
Link Attachments (Add Attachment) is used to add an attachment to a comment. You can add multiple attachments.
Time keeping records
Accounting of working hours
In the field Time Accounting lists all time accounting records in your organization's space that were created for the task after it was saved with a value in the Time Spent field. The time records are grouped by person.