How to Create and Manage Ad Hoc Tasks in SOLABS QM10

Environment

• Product: SOLABS QM10
• Section: Task Management
• User Role: Any user with access to the Task section

Issue / Symptoms

Users need to create and assign one-time or grouped Tasks outside of a standard workflow — for example, during audits, validation protocols, or project-based assignments — and are unsure how to use the Ad Hoc Tasks function to do so.

Cause

Ad Hoc Tasks are not tied to a specific document or standard process. They must be manually created and organized within Task Groups before being assigned to users.

Resolution

Step 1 — Access the Task Section

1. Log in to SOLABS QM10.
2. Click on Tasks in the top navigation menu.
3. Use the Navigation tab and select Show All to open the Task Group Treeview.

💡 The Views tab displays any Tasks currently assigned and pending action for the logged-in user.

Step 2 — Create a Task Group

Task Groups act as containers (folders) that organize related Tasks. Subgroups can be created if needed.

1. From the Quick Access menu within the Task section, select Create Task Group.
2. Enter the required details. The Assignee (Role) and Assignee (User) fields may be left as Any if the group is used as a container only.
3. Leave Accessibility set to Under Construction if you intend to create all Tasks before assigning them, or set it to Active immediately if Tasks will be assigned individually as they are created.

⚠️ While a Task Group's Accessibility is set to Under Construction, Tasks created within it will not be delivered to assignees.

 

Step 3 — Create Tasks within the Task Group

1. In the Navigation tab, highlight (single-click) the target Task Group in the Treeview.
2. From the Quick Access menu, select Create Task. The Task Location will be pre-populated with the selected Task Group.
3. Enter the Task details:
   • Estimated Start Date — Pre-populated with today's date.
   • Estimated End Date — The due date for the Task. Can be entered manually or derived automatically using the Estimated End Day Offset field.
   • Estimated End Day Offset (optional) — Enter a number of days from the Start Date to auto-populate the End Date. When populated, this field triggers:
     • A Task Due notification one day before the End Date.
     • A Task Late notification every Wednesday after the End Date if the Task remains incomplete.
4. Click Submit, then Confirm. A unique Task ID will be assigned automatically.
5. Repeat as needed to create all related Tasks under the same Task Group.
   
   

Step 4 — Activate the Task Group (when ready to assign)

1. From the Navigation tab, locate the Task Group in the Treeview.
2. Click the Modify option from the right-hand menu.
3. Change the Accessibility from Under Construction to Active.

All Tasks within the Task Group will be delivered to the defined assignee(s) once the group is set to Active.
 

Step 5 — Act on an Assigned Task

Assignees can manage their Tasks as follows:

1. Navigate to the Views tab in the Task section to see pending Tasks.
2. Open the assigned Task and update the Status to In Progress. The Start Date field will be automatically populated.
3. Add comments and link relevant Documents as needed.
4. Once the work is complete, update the Status to Completed. The End Date field will be automatically populated.

The Task Originator receives a notification each time the Task Status is updated.

Additional Information

• Multiple Tasks can be created under a single Task Group, allowing all Tasks related to a project to be tracked together.
• To assign all Tasks simultaneously, keep the Task Group in Under Construction status while creating Tasks, then switch to Active when all Tasks are ready.
• Related Articles:
  • Automatically Created Task Groups in SOLABS QM
  • QMI Podcast — Episode 5: Leveraging the Power of the Task Section Within SOLABS QM10