Request Tasks

Overview

Request Tasks are used to record actionable items that can be added within a request for additional tracking of resources and costs. For example, a Request for a cleanup might call for a chainsaw, cutting down of trees, and volunteers. These would be individual request tasks and this register keeps track of their status, assignment and deployment of each of these.

Request Tasks are added within the Tasks, Resources & Costs section of a Request. Refer to Requests for more information on managing them.

The Request Tasks sub-register allows direct management of these.

Access

To access Request Tasks:

• Requests (and Request Tasks) must be enabled within the current event

• Go on duty with an Operations position

Locate the Request Tasks register under Operations > Request Tasks in the menu.

Finding Request Tasks

The register includes a number of features to assist in finding Request Tasks:

• Datagrid view

• Map view

• Filters including workflow and active tags

• Combination filters and search by most fields

Filters

Filters help make management of Request Tasks easier by focusing on specific groups of items on the datagrid.

Viewing Request Tasks

When viewing Request Tasks, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Request Tasks Settings

Request Tasks are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

General

The General section outlines the details of the task, including its status, assignment and any resources allocated to it.

Provisioning Status

Users set the status of the task by editing via the Provisioning Status field.

Newly created Requests will have a Provisioning status of Requested and may be progressed by changing this setting it to In Progress or Referred. When the Request Task has been completed, the Provision status should be updated to indicate the job is complete.

Setting the status to Provided or one of the grey options above such as Not Required, Referred and Resolved or No Action Required will resolve it and remove it from the Active view.

Statuses are indicated visually and colour coded on the datagrid which allows them to be filtered.

Request Tasks have the following Statuses, in order of which they can be set:

Reference

Use this field to record invoice number or any other reference numbers.

Task Assigned To

When assigning, it is recommended to set the Provisioning status to Referred.

To assign a Request Tasks select the person who will handle the assignment. Type into the field to filter the list below.

Resource

The Resource field is used, optionally, link a single Resource to the task if required for resource allocation or cost tracking.

Search for a resource by beginning to type the name of the resource and it will filter the database of global resources. Use * to find words that contain your search. For example sand* (which can find sandbags and sandpit)

Details

Details records any description of the task required.

Associated task documents and images

This field lets you upload a file (such as a document or image) to help further specify the task to the person it is assigned to

Tags

Refer to Tagging Items

Location

Use the location selection tools to embed a Precise Geographical Location for the task deployment.

Workflow

Request workflow consists of:

• Priority

• Due Date

Each of these workflows can trigger notifications to ensure that coordinators and users can keep on top of tasks.

Related

This section contains a list of links to related Requests.

Refer to: Linked items

Classification

Refer to: Editing Items: Classification

Activity

Refer to: Viewing and Opening Register Items: Activity

Updating Request Tasks

When updating Request Tasks:

• Add notes on your edits in the Record Notes field

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

• Update the Provisioning Status to reflect the current stage

• Maintain the Priority and Due Date

• Ensure that the Details reflects the task

• Coordinators should update the Task assigned to

Adding Request Tasks

As Request Tasks is a sub-item of the Request register you can only add them from the Tasks, Resources & Costs section of the Request register.

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Reports

The main report for Request Needs & Tasks is the Request Needs & Tasks Report.