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: click Add Users.
You can then choose between two options:
Users: assign the task to one or more specific users.
User Groups: assign the task to one or more previously created groups.
Forms: the form that the assigned user must complete (you may select one or more forms).
Location (optional): the location where the task must be completed.
Asset (optional): allows you to link one of your account assets to the task. When accessing the form from the task (on either the mobile app or web platform), questions that use the asset list will be automatically populated with the assigned asset.
Task Description (optional): use this field to add specific information about the task to be performed. This information will be displayed to the user before they begin completing the form.
Add Tasks (optional): a checklist where you can add additional activities not directly related to the form (e.g., "Collect samples from the client's facilities").
Date: the day on which the task should be completed. For recurring tasks, multiple days can be selected.
Time: the task start time.
Hours to Complete the Task: the number of hours granted to the user to complete the task.
Schedule Task Delivery: allows you to define in advance when the user will receive the task. Learn more here.
When creating a task, you can specify whether users are allowed to submit responses after the configured date and duration.
💡 Pro Tip
To select a time in the calendar widget, there is no need to repeatedly click the arrows. Simply click the numbers at the bottom and type the desired time directly.
➡️ Participation:
Mandatory (all users or groups must respond): these tasks must be completed by all assigned users within the established deadline. There is no option to reject the task.
Optional (all users or groups may accept or reject): users can decide whether to accept or reject the task. If accepted, they must complete it within the specified timeframe.
One Response per Group (available only for tasks assigned to groups): the first member of the group who accepts the task will complete it on behalf of the entire group. Once the response is submitted, the task will be marked as completed for all group members.
➡️ Reminders:
You can automatically generate reminders based on the date and time when tasks should begin. These alerts can be sent via email or mobile notifications to remind users of upcoming activities, including the date, time, and location where the task must be completed.
📅 Calendar Invitation in the Assignment Email
When a task is assigned, the notification email automatically includes a calendar invitation (.ics) so the recipient can add it to their calendar.
What does the user see depending on their email client?
Gmail: displays an event card directly within the email, with options to accept or decline. The event is automatically added to Google Calendar.
Outlook: displays an attached file that can be opened to add the event to the calendar.
What information does the event contain?
Form name as the event title
Task start date and time
Estimated duration based on the configured time window
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.
➡️ Search Filters
The Tasks view includes a search bar and individual filters to quickly locate tasks:
Search Bar: filters tasks by associated form name using partial matching.
Date: filters by the task execution period (start date to end date).
Location, Form, Status, Users, and Assets: allow filtering by each individual criterion.
Origin: Individual, Planning, Group.
Task ID: filters by partial ID matching.
➡️ 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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