In SOLABS QM, it is possible to use the Ad Hoc Tasks function to create and assign Tasks as one-time events or as a group of Tasks. This could be useful during audits, to assign actions related to a specific validation protocol, for any project requiring employees to perform some defined Tasks, etc...
The TASK Section in SOLABS QM can be accessed by the link in the top menu. Like other sections in SOLABs QM, it includes a Views tab and a Navigation tab.
The logged-in user can use the Views tab to see any assigned Tasks that may be pending for them to act on.
The Navigation tab includes a Show All option which brings up the Task Group Treeview.
CREATING A TASK GROUP
A Task Group can be created from the Quick Access menu while in the TASK section. The Task Groups will contain related Tasks, similar to how Folders contain related Documents in the DOCUMENT Section. Subgroups can also be created if needed.
These Task Groups are simply a ‘container’ (folder) under which the Task(s) will be created and do not need to be assigned to anyone. The Assignee (Role) and Assignee (User) can be left to ‘any’.
While the Task Group Accessibility is set to Under Construction, creating Tasks within that group will not assign them to the assignee(s).
To make a Task Group Active, click on the Modify option from the right-hand menu and change the Accessibility from Under Construction to Active. You can do this as soon as the Task Group is created if Tasks will be assigned individually, or you can wait to do this after all the Tasks are created to assign them all at once - such as for a particular project.
CREATING AND ASSIGNING TASKS
Once the Task Group is created, whether Under Construction or Active, it is then possible to create Tasks within the Task Group. Use the Navigation tab to access the Task Group Treeview. Highlight the Task Group you want to create a Task under and choose Create Task from the Quick Access menu:
This will automatically set the Location of the Task to this Task Group and open the Task > Create screen.
The Task Details for the Task can then be entered. The Estimated Start Date will be pre-populated with the date the Task is created. The Estimated End Date is the Due Date that will be set for this Task. If the Estimated End Day Offset field is populated, the Estimated End Date will be automatically populated with that number of days from the Estimated Start Date. Otherwise, it can be populated manually. This field is optional but when used it will trigger a notification for Task Due one day before this date and for Task Late every Wednesday after that date.
Once Submitted and Confirmed, a Unique ID will be assigned to the Task.
As many Tasks as needed can be created under a Task Group. This allows all the Tasks related to a specific project to be grouped together and followed upon.
As mentioned above, if you want to assign all related Tasks at one time, you can wait to change the Task Group Accessibility to Active until you've created all of the Tasks. Once done, all the Tasks underneath this Task Group will be sent to the defined assignee(s) so they can act on them.
ACTING ON AN ASSIGNED TASK
Assignees can modify the Status to In Progress, add comments, Link Documents if appropriate, and finally set the Status to Completed when they are done performing the Task. When the Status is modified to In Progress, the Start Date field will be automatically populated with that date. When the Status is modified to Completed the End Date field will be automatically populated. Notifications will go to the Originator of the Task each time the Status is changed.