Task Features
Here at Authorium, Document Builder helps teams keep track of progress on solicitations through the use of tasks. Below you will find a new and improved Task list with added features to assist our users in a more streamlined, collaborative, and efficient workflow. Tasks can be created from multiple spaces within the solicitation, assigned to specific users, commented on, and tracked to keep your team up-to-date on pending items.
A list of tasks are automatically created when a new solicitation is created or when sections have been marked for deletion.
The new task view has a list of new features to help users navigate their projects quickly and effectively. You have the ability to add new tasks, sort/filter and export tasks via Unique Identifier number, Task Name, Due Date, and more.
Tasks can be associated with most any item in the system including:
- Projects
- Documents
- Sections and subsections within documents
- Questions
Adding Tasks
You can create a task from the task view, solicitation dashboard, document view, section view or with questions. When a new task is created, the assigned user can find it in their task box within the tool. For each task, you can fill out the appropriate details as you see fit.
When you send or assignee a new task to a team member, they will not receive an email notification. However, the system will send an email reminder once a week to any users with outstanding tasks.
Solicitation Dashboard: On the solicitation or project dashboard, you can use the left-side navigation panel to select ‘Solicitation Tasks’. The ‘New Task’ button can be found at the top of this section.
Once all of the details have been filled in, select ‘Create Task’.
Task View: From your Task View page, you can add a new task using the ‘New Task’ button. Please note that this option will not appear if you have a task(s) checked via the checkbox on the far left of the screen.
Document View: When you left-click the title of any document, it will bring you to document view. From this view, if you scroll to the bottom, you will find the 'Document Tasks' section. From here, you can create a new task associated with that specific document.
Section View: Similarly, if you select 'Edit Section' located in the three-dot drop down menu, you will find 'Section Tasks' at the bottom of this view.
Questions: When a question is selected, you can assign it to a specific team member to answer. After inputting the person’s name into the appropriate field, select ‘Save’.
You can use the style features above the Description field to bold, italicize, cross out text; create a hyperlink; make headings; add code; make bulleted or numbered lists; increase or decrease indentations; attach files; and undo or redo changes.
Filter and Search Tasks
Filtering and searching tasks is now more intuitive and streamlined. As you’ve seen above, you have the ability to filter using a number of categories like Due Date, Status, etc. When attempting to search for a specific solicitation, you can do so via project/document/section name, description, status, labels or assignees.
Solicitations with a status of ‘Complete’ and/or ‘Archived’ will not show up in your filter search.
If a task is associated with a document/section, you can select the hyperlink title located under the heading ‘Associated With’ to quickly transport you to the section in question. After selecting your desired task via the checkbox on the left, you’ll have the option to do the following using the blue boxes located at the top-right of the screen.
- Mark a task ‘Incomplete’
- Mark a task ‘complete’
- Archive a task
- Assign a task to a team member
Editing and Exporting Tasks
Tasks can have the following fields:
- Task Name
- Description
- Assigned user
- Associated solicitation/document/section
- Labels
- Due Date
To edit any of these attributes go to the Tasks page or the list for the associated solicitation / document / section. Click anywhere on the task in question and a right-hand panel will appear. Select 'Edit' and proceed with updating any of the fields you wish to change and click 'Update Task'.
To export your task list, simply select the ‘Export Data to CSV’ button. An excel version of your task list should appear in your device's downloads folder.
Adding Comments
This feature is available within some of the areas mentioned above - task view, solicitation dashboard, document view, and section view. Begin by selecting the task in question. A right-hand panel window will appear. Next select the title ‘Comment’ and from here you can add comments, tag or message a specific person. After entering in your comment, click ‘Send Comment’ to save.
You can use @Name to have the message also appear in the person’s inbox. For more information on messages, refer to this article.
Completing and Archiving
You can mark a task complete by:
- Changing the status to ‘Complete’ using the drop down menu located in the ‘Status’ column
- Checking the task and selecting the button ‘Mark as Complete’ that appears in blue
- Selecting the task and clicking ‘Mark Complete’ from the right-hand panel window
If you reverse the steps above, you can reopen a task and change the status to ‘Incomplete’. Due to a new functionality, tasks can only be archived, not deleted.
You can archive a task by:
- Changing the status to ‘Archived’ using the drop down menu located in the ‘Status’ column
- Checking the task and clicking the button ‘Mark as Archived’ that appears in blue
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