Uploading a Document

Complete the following fields:

• Document Name - This is a mandatory field. It is important to have file naming consistency and to always search for the document name before creating/uploading a new one to limit duplication.
• Category document belongs to - Remembering Users can be restricted from viewing the contents of certain categories.
• Sequence - This field is optional and represents the sequence in which the document will appear in the Library. If left blank the document will be placed in alphabetical order.
• Description - A brief description of what the document is including purpose and version. This text will be visible within the Library and also ensure “key words” will be searchable.
• Document File - this is the version that will be displayed in the Library
• Original Document - this is optional, this is where you would store the editable word version. This version is only available via Document Admin.
• Tick the box for 'Tick to make this document active and appear in the library'
• Click 'Submit'

Create the 'New Document' as you normally would, however click 'Submit and add a Task'.

Complete the Task Wizard Details

Task Details

What is the title of the task? This is the name of the task – it should be clear and succinct as this is also searchable

What category does it belong to? Choose the most appropriate category in which the task will sit, remembering that via Administration, Users can be restricted from viewing the contents of certain categories.

Task Schedule

How often do you want the tasks to re-occur? This field specifies how often you want the task to automatically create a Task Item in 'To Do' widget. Choose the day you want the task to re-occur and then how many months (i.e.: 1 month for it to run monthly, 12 months to run annually.

When do you want the tasks to start? Type in or use the date picker to choose the date that you want the initial email to be sent to advise users that the task is ready for completion.

Does the task require sign off? Most tasks will require confirmation or sign off to say that it has been completed.  If the task doesn't require sign off click 'Save'.

If the task does require sign off, complete the following.

How long does the user have to complete the task? Choose the duration in which the user/s have to finalise the tasks before reminder emails are sent.

Task Instructions

1. Click the arrow to display the Compliance Instructions. 
2. The email message (subject and body) will default with the system wording, however if you would like to change it, simply type of the message with the revised text.    Contact the Support Team if you would like template notifications set up for Tasks.
3. Click on Document Links and search for the document you want the person to review. 
4. Click to attach the Original Version or the Document file.

Assigning the Task

1. Who should sign off the task when it is completed?

• The User/s of tasks is the person who is required to complete the task. There can be numerous users that must complete the task and an item will be created for each user to sign off and complete.
• By ticking the user, the task will appear on their 'To Do' widget on their Dashboard when it runs.

2. Who should be notified if the task is not completed?

• The Owner of the task is normally the person who “owns” or is responsible for the task and should be notified if the item is not completed within the allocated time frame. 
• Owners may hold the title of ‘CEO’, ‘General Manager’, ‘Principal’, ‘Department Manager’ etc. and is chosen by clicking on a User from the list automatically generated – there can only be one Owner.
• The owner of the task can also search on tasks that have been signed off.

3. Click 'Save' once completed.