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Editing tasks

Table of Contents

In most views, you can edit a task by:

  1. Click on the name in a list
  2. Click on the card on a board
  3. Click on an item in the planning view.
  4. Click on a task in a widget on your dashboard.
  5. Double click on the timeline.

 

There are a few types of tasks but a typical task looks like this. It has the following main parts:

  1. Type of task with owner and functions to copy the Id and deeplink.
  2. Top task bar with various quick actions, depending on the context.
  3. Button to hide and show the details.
  4. Button to schedule or remove this task from your Outlook calendar.

 

In the middle, it has 2 sections:

  1. On the left it shows the details of the task like tags, status, start date and deadline.
  2. On the right it show related information in various tabs.

 

When you click the button to hide the details it looks like this. This setting is saved for each user.

For some users, this view is more clean to work on. The details are now available in a tab Details. When opening the task in this view, the context of the checklist or custom form is shown (if any).

 

Creating new tasks #

A new task has the following properties by default.

  1. Owner by you
  2. Start date set to today 9:00am to 10:00am
  3. Deadline set to 2 weeks after the start date
  4. Shared with Everyone (Business / Premium)
  5. Context: depending on where you create the task. E.g. when you create the task on tab Tasks & Events from within a Process, that process is automatically related to the new task.

 

To quickly create a task from a pre-defined template, click the Template button in the top task bar and choose it.

To create a list of tasks quickly, you only need to give the task a name and click Save. You can also import tasks through Excel.

 

Creating follow-up tasks #

You can easily create follow-up tasks by clicking the Follow-up button in the top bar and selecting a template. The follow-up task is automatically related to the previous task and can be seen in tab Context where you can remove it or switch direction. Follow-up tasks are most used for:

  • Creating a non-conformity from a monitoring or audit task.
  • Creating a separate task for when a checklist item cannot be resolved immediately.

 

 

Task details #

 

Copy Id icon #

For an existing task, you can copy the Id. This Id is unique and will never be re-used. Some auditors want to record evidence with a unique Id.

Copy link icon #

For an existing task, you can copy the deeplink. This link is unique and will never be re-used. You can use it in references, for example in SharePoint pages or external systems.

Owner #

The owner of the task is a user and can be changed if you have permissions by clicking on the name. The owner always has Read permissions and can therefore track tasks.

Name #

This is the only mandatory field. Choose a short but descriptive name for your task.

 

Tags #

Assign one or more tags to the task. Tags are very handy in filtering your tasks. Check out more about tags here.

 

Description #

Optionally, add a description to your task.

 

Assignment #

For Business and Premium subscriptions, you can choose a group of people to share this task with from a list of pre-configured Sharing permissions. All people in the group have access to the task so they can work on it as a team.

Next to Shared with, choose the the Assignment, this is the person who is currently working on the task. You can leave a task unassigned and assign it later. Users can also assign tasks to themselves (as member of a group or team) by clicking the button next to the user assignment.

To be able to assign a task to someone, they should have an ISOPlanner license assigned to them.

When a Sharing permission is chosen, the user in the Assignment must be member of the Sharing permission. In other words, you cannot select a user where the task is not shared with.

 

Status #

Choose one of the following.

      • Requested
      • Accepted
      • In progress
      • Completed
      • Declined
      • On hold
      • Archived – this status becomes available once a task is completed. It can be used as a final check, after the task is completed. Task remains visible and is not moved but this status provides a better overview of the tasks still being processed and needed as active.

 

To finish a task, click on the button Finish in top task bar or change the status to Completed. If the task is completed, the date and time of its completion are shown next to it. If you have the Administrator licensed role in ISOPlanner, just above the Completed on field there will be an icon that will allow you to change the date and time of completion. A record of this change will be added to the change log.

Start date #

The date that the task is scheduled to be done. Next to it are the begin- and end time on that day. When a task is scheduled in Outlook, ISOPlanner will create an appointment on the start date with the chosen begin- and end time.

Deadline #

The date and time that the task should be completed. Tasks over deadline may appear on dashboards and are shown in red. In Outlook, an appointment that was created from an ISOPlanner task will automatically be moved back when it is moved to a date and time later than the deadline.

Repeat #

The recurrence pattern for the task.

Starting from September 1, 2024, new customers can only set recurrence for tasks in the annual plan.

Recurring tasks that are created in the annual plan behave differently from recurring tasks created outside of the annual plan.

      • Instances of annual plan tasks are created per audit year. For non-annual plan tasks, a new instance is created when the previous one was completed – or when a future instance is opened in Outlook.
      • Annual plan tasks are scheduled in Outlook as individual appointments. Non-annual plan tasks are scheduled in Outlook as a series, where properties of the series can be modified in Outlook.
      • Instances of Annual plan tasks have more flexibility to have other properties than the template they are based on. For example, one instance of an annual plan task may be assigned to another person as an exception.

 

Checklist #

Add checklist items if you want to have specific actions for the task marked as To-do, Success or Failed. You can:

      1. Drag items up and down.
      2. Edit the item.
      3. Remove the item

 

Checklists are not re-usable for other tasks except when entered into templates. To have more options, like requiring the user to fill in a checklist or create other types of fields like choices or text, use custom forms. Custom forms are far more flexible but a bit more work to set-up. Use checklists to quickly create a few reminders. More information about forms can be found here.

 

Custom form #

The task can have a checklist or a custom form, not both. A form can be attached to a task using a template. So first create the form, attach it to a template and create a task based on that template.

The user can fill in the form here and can only finish the task when all requirements of the form have been met.

More information about forms can be found here.

 

Context #

In the context tab you can search for and select other items (e.g. Risks and Controls) to associate with the task. The task will become visible in the Tasks & Events tab of those items.

 

Library #

Link documents to the task here. With the Add button, first select a category and then an item from that category. Either choose an existing item or upload a new one.

 

Activity #

The Activity tab shows important changes made to the task, previous comments made and it provides the option to add a new message.

 

Planning #

The Planning tab shows a list of occurrences in the series of a recurring task. Click on the start date to edit that occurrence.

 

Changelog #

Here you can find a detailed log of changes made to the task.

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