Tasks
      Back to home
      1. Help Center
      2. User Guide
      3. Tasks

      Manage Tasks

      Contents

      • Overview
      • Pre-conditions
      • Steps
      • Supplementary Information
      • Notes

      Overview

      Inside of any document you have access to, you can create, edit, and delete a task, as well as complete or uncomplete a task.

      Those same actions, additionally with being able to duplicate a task, are also available on the Tasks dashboard, which can be accessed through the Policy Management home page.

      For any task, you configure the fields below:

      • Title: A brief summary of the task
      • Type: Task category – Task, Incident, Exception, Evidence
      • Status: Task progress – To Do, In Progress, Done
      • Due date: The deadline for completing the task
      • Assignee: The person responsible for completing the task
      • Reporter: The person who created the task
      • Document: A linked Clausematch document
      • Description: A detailed explanation of the task

      Create task

      Pre-conditions

      • Document Level Permission: 'Owner', 'Editor', 'Reviewer'
      • Platform Configuration: The Tasks feature has to enabled

      Steps

      Create a New Task (Within Document):

      1. Click the Tasks icon in the right sidebar within a document.
      2. Click the Create button.
      3. Fill in the task creation modal fields:
        • Title: Add a brief description of the task.
        • Type: Choose from 4 options.
          • Task (default option): These tasks are used for general actions, such as adding or updating a section in a document.
          • Incident: this type is for actions addressing incidents of non-compliance, such as updating a procedure after an incident.
          • Exception – this type helps request & report on policy exceptions, such as an extension for submitting a report.
          • Evidence – this type is for gathering audit evidence to demonstrate compliance, such as providing proof of required training.
        • State: Choose from 3 options.
          • To do
          • In progress
          • Done
        • Date: Select a due date.
        • Reporter: The reporter field will be automatically populated with the creator's name. This cannot be changed.
        • Assignee: Choose the assignee by searching and selecting their name.
        • Description: Add a description of the task.
          • You can add a link to the description field. To do it quickly, copy the URL, select the relevant text in your comment, and press CMD + V.
      4. Click Create.*

      Create a New Task (From Dashboard):

      1. Click on the Tasks tab.
      2. Click +New task
      3. Fill in the task creation modal fields:
        • Title: Add a brief description of the task.
        • Type: Choose from 4 options.
          • Task (default option): These tasks are used for general actions, such as adding or updating a section in a document.
          • Incident: this type is for actions addressing incidents of non-compliance, such as updating a procedure after an incident.
          • Exception – this type helps request & report on policy exceptions, such as an extension for submitting a report.
          • Evidence – this type is for gathering audit evidence to demonstrate compliance, such as providing proof of required training.
        • State: Choose from 3 options.
          • To do
          • In progress
          • Done
        • Date: Select a due date.
        • Reporter: The reporter field will be automatically populated with the creator's name. This cannot be changed.
        • Assignee: Choose the assignee by searching and selecting their name.
        • Description: Add a description of the task.
          • You can add a link to the description field. To do it quickly, copy the URL, select the relevant text in your comment, and press CMD + V.
      4. Click Create.*

      Edit a Task:

      1. Access the task through the dashboard or corresponding document.
      2. Perform any of the following edits:
        • Reconfigure any of the fields (except for Assignee).
        • Add a file to attach*.
        • Add/edit/delete a comment.
      3. Click Save.

      Delete a Task:

      1. Access the task through the dashboard or corresponding document.
      2. Click Delete at the bottom of the task.

      Duplicate a Task*:

      1. Click on the Tasks tab.
      2. Click on the Screenshot 2024-01-29 at 23-58-06-png icon next to the task to duplicate.
      3. Click Duplicate.

      Complete a Task:

      1. Click on the Document tasks icon on the sidebar*.
      2. Click on the task.
      3. Tick the checkbox next to the task(s)*.

      Complete

      Uncomplete a Task:

      1. Click on the Document tasks icon on the sidebar*.
      2.  Use toggle to switch on the Show completed tasks located at the bottom of the right hand side.
      3. Uncheck the completed task.

      Uncomplete

      Supplementary Information

      • As an assignee or reporter, you'll receive instant email notifications for:
        • new tasks
        • status updates
        • comments
      • Any user can view and update any task on the tasks dashboard, regardless of:
        • who reported it
        • who's assigned to it
        • the user’s access to any documents linked to the task.

      Notes

      • When created within a document, the task will be automatically linked to that document.
      • Once created, a task cannot be deleted.
      • File limitations/browser requirement:
        • Maximum file size: 50 MB
        • Supported file types: MS Office docs, PDF, CSV, PNG, JPEG, GIF, Videos (MP4, AVI, or MOV)
        • Unsupported file types: MP3, MP3, TXT, ZIP
        • Your browser is up to date.

      Duplicate a Task

      • Only tasks on the dashboard can be duplicated.
      • If you try to duplicate a task linked to a document you do not have access to, an error will be returned.