Once you have modified your compliance areas and checklists to meet your company needs, you will begin ongoing activities to manage the items. For each item you can:
- View task lists
- Change the risk level
- Assign task to user
- Set review schedule
- Update item status
- Enter Tags, Notes and Files
Task management vs. assignment
When you configure users for checklist items, remember that Compliance Users cannot be assigned Tasks. Compliance Users will manage overall sections and checklists. If they also need to be assigned tasks to complete and have the option to see their own Task listings, create a Power User and assign both areas of functionality. Review the User Guide section on Users and Configuration for more details on User Types.
Task Managers (Compliance Users) can follow progress on individual items by configuring email notifications for status changes. This is found in the User dropdown > Notifications > Preferences.
View tasks by user
An administrator may view tasks per user. From the sidebar, choose Dashboard > Tasks > By Task Owner > Click on their task bar
Checklist listing and background information
All checklists will be listed on the Checklist tab, defaulting to a compact view
The Background tab provides information about that Area for the default and template Compliance Areas.
Expanded checklist view
Notes and Files for each checklist item can be hidden or displayed. You can expand or hide the view of Notes and Files for the entire checklist or for each item.
Entire checklist
Click the “Expand All” toggle at the top of the checklist to show or hide all Notes and Files
Each item
Click the “Notes and Files” toggle > to the right of each item to show or hide for that item only
Expanded view example
Risk level
Each item has a Medium risk level by default. Different risk levels may be uploaded with the CSV upload. You can change the risk level on any item from within the Checklist to Low, Risk (which is Medium) or High.
Assign single task
From the collapsed or expanded view, you will assign the task to someone on your team.
- Use the dropdown to assign the task to an existing user
- Use the plus sign to create a new Task User and assign the task to them
Set review schedule
It is important to set a review cycle which triggers notifications to the task owners. Complete these three items to schedule review notifications at a recurring frequency:
Assign configurations to all tasks in checklist
Once a single task in a checklist is assigned to a user and has recurrence (if desired), you may assign all tasks in the checklist to have that same assignment and recurrence by using the “Set for all” action.
Tip: When long checklists need almost all of the same action, it may be easier to “Set for all” and then “Remove” individual items which do not need that assignment and recurrence.
Remove configurations on single task
You may remove user assignment and recurrence on individual tasks using the “Remove” action.
Update status
For each individual item, status is indicated by a check in the appropriate colored circle on the right of the item. Hovering over each option shows the description. Normally the status will be changed by the Task User to whom the task is assigned. Click on the new color to change the status:
- Red: Not started
- Yellow: In Progress
- Gray: N/A
- Green: Complete
The homepage summaries for each compliance area are automatically updated when you change the status for an individual item.
Tags
A tag can be added to each checklist item in order to create a sub-grouping of similar items. This allows you to group items across Compliance areas. Tags are managed with free text entry, they do not appear in a dropdown. For accurate grouping and reporting, be consistent with tag names.
Manage tags
You can add a tag after the checklist item. The “Add tag” link will appear either to the right of the checklist item, or just below it.
When a tag exists, the tag name replaces the “Add tag” text. You can modify or delete a tag by clicking on the tag name.
Modify or delete:
Reporting by Tags
Dashboard > Tasks > By Tag
In Dashboard, choose “Tasks” then select “By Tag”. The graph shows checklist item completion status per Tag Name across all Compliance Area checklists:
Compliance Audit > Compliance Area tab
In a single Compliance Area, choose the “Tags” tab. For that compliance area the graphs show:
- Checklist item completion status per Tag Name
- Percent and number of total checklist items with tags
Notes
Notes are added by the system to record changes in task assignment and status. Users can also add custom notes to document progress, decisions, and resolution details. Notes cannot be changed or deleted.
View notes and add your own custom notes by expanding the view of a checklist item:
Notes section of expanded view:
Files
Manage files by expanding the view of a checklist item:
Files section of expanded view:
Supporting files and documentation may be uploaded to the task. A file named “equipment-tracking-process.jpg” appears like this:
After a file is uploaded, a description may be added or the file may be deleted
