With our Task Assignments tool, you can assign forms to your users (your work team) so they can complete them at the desired place and time. This allows them to always know which activities they need to carry out during the day.
📌 How to assign a new task?
At DataScope you can assign a task manually (one by one) or massively.
1. Assign a task manually
To assign a task, go to the Task Assignments > New Task tab and complete the following fields:
➡️ New Task:
Users: The DataScope account user who will receive the task (you can select one or more users).
Forms: The form that the assigned user must complete as part of the task (you can select one or more forms).
Date: The day on which the task should be completed. If the task is recurring, you can select all required days.
Time: The task start time.
Hours to complete the task: The deadline (in hours) given to the user to complete the task.
Location (optional): The location where the task must be completed.
Asset (optional): Allows you to link an asset from your account to the task. When opening the form from the task (both in the app and on the web), questions using the asset list will automatically be completed with the assigned asset.
Task description (optional): In this field, you can add specific information about the task to be completed. This information will be displayed to the user before they begin filling out the form.
Add Tasks (optional): A checklist where you can add additional tasks not directly related to the form (e.g., “Bring samples from the client’s facilities”).
When creating a task, it is possible to specify whether or not the user is allowed to respond after the indicated date and duration.
➡️ Configuration:
Make this task mandatory (All users must answer the task): These tasks must be completed by all users within the specified time frame. The option to reject the task is not offered, so each user is required to meet the requirements before the deadline.
Make this task voluntary (All users can accept/reject the task): These tasks allow users to choose whether they want to accept or reject them. Upon receiving a voluntary task, users can decide if they want to commit to completing it. If they accept the task, they must complete it within the indicated time frame. If they reject the task, they have no obligation to complete it.
➡️ Notification:
It is possible to automatically generate reminders with the data on when tasks need to be opened. These alerts or notifications can be sent by email or to the mobile device of your team member or user, indicating that they have an upcoming activity to complete, specifying the date, time, and place where the task needs to be completed.
2. Import tasks massively
➡️ Import history:
Every time you import tasks in bulk, DataScope generates a detailed log showing the result of each row in the file. From there, you can identify which tasks were created successfully, which ones were updated, and which ones failed, including the reason for each error.
For rows with errors, the history includes the option Fix and retry, allowing you to edit the row data and resend it without repeating the entire import process.
Examples of common errors:
ID already in use (task in progress or completed): the task ID already belongs to an active or completed task and cannot be reused.
Changes detected: the row updated an existing task. The log indicates how many fields were modified.
📌 How to complete a task?
The tasks are completed using the DataScope app. Click on the button below to know more about how to do it:
📌 How can I know if a task was completed?
To monitor the completion of assigned tasks, follow these steps:
➡️ Accessing the Web Portal:
Go to the "Task Assignments" tab on the DataScope web portal.
Here you will be able to view all assigned tasks according to the parameters of the applied filters.
Important: By default, when you enter "Task Assignments," tasks assigned from 30 days before to 30 days after the current date will be displayed.
➡️ Task Statuses:
Tasks can have different statuses:
Scheduled: The task was created and scheduled for a future date.
Assigned: The task has already been sent to the responsible user.
Accepted: Exclusive to optional tasks. Occurs when the operator accepts the task from the mobile app.
Completed: The task is marked as completed when the operator submits the assigned form.
Rejected: Exclusive to optional tasks. Occurs when the operator rejects the task from the mobile app.
Incomplete: The task exceeded its allowed completion time and can no longer be submitted.
This status system provides a clear view of the progress and status of each task, thus facilitating the management and tracking of work.
On the other hand, in this same section you have available the option, Timeline, a calendar in which you can graphically monitor the tasks assigned by user.
To manipulate the table you must take into account the following actions:
Double click on the task: it will allow you to open the details, showing a box like the image below:
→ Clicking on the preview icon will take you to the details of the form that the user has answered.
→ In the History option, you can see the date and time the task was assigned.
By pressing the Shift key + mouse wheel, you can scroll the timeline from left to right or vice versa.
If you press the alt key + mouse wheel, you can zoom or zoom out.
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