Since the beginning, Colibo has had a tasks button located at the top of the page. This is to allow users to create tasks and reminders for themselves. As Colibo continues to grow, we have improved on this by creating a new tasks and assignments page. Available on the 18.3 and later platforms, this page uses the same checkbox icon located on the upper right side of the screen, and allows users to create their own tasks, as well as assign projects to individuals, departments, even workgroups!
To create a task, click on the text window and name your new task. Either pressing enter or clicking the add button. The task will then be listed directly above the phonebook. Clicking view all will open a page displaying all tasks created, assigned or completed by the user.
Click send on behalf of/recipients to select who this task will be going to. If given permission, creators can send this task on behalf of another user or department. Task creators can also select individual users, workgroups and departments. Hidden workgroups cannot assign or be assigned tasks. If a department has subdivisions, creators will even be able to click a special tab to allow them to choose if they would like to send this task to all, only the primary department or just the subdivisions. When finishing, users will be given the option to decide how the task is to be completed. Creators can choose to have:
- A single person complete the task for everyone involved
- All task recipients must complete the task
- One member from each department or workgroup must complete the task
Select OK the post your task!
After posting the task, the creator can add a deadline as well as add a note explaining details, requirements, whatever the task creator wishes. The creator can see the assignment status by clicking the see status button, and can remove task takers by selecting the send on behalf of/recipients button. If an error has been made or the creator changes their mind, just click the circle next to the task name to close it, or the action dropdown to delete it.
When assigned a new task, a notification will appear in your tasks window.
Clicking this will take the user to their tasks page. Here the user can view all their tasks. This window will also allow user to filter tasks by completed assignments, and tasks sent by the user, the users department and workgroups. Tasks can also be filtered by their deadline or newest assignments. Assigned users can also comment on the task to keep a chain of communication between other task takers.
When the user has completed the task, they can click the circle icon next to the task name. The circle will be checked off and a notification will appear stating that the task was completed. You will also notice that the task is now crossed out in the task window.
The user can click this circle again at any time to restore the task.
The intranet was created for communication, and the new Colibo Tasks application is a great way to manage assignments across your organisation!