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The Task processes (TSP) application

Tasks may be grouped together in the Task processes (TSP) application. The application is found via the RamBase menu: Click Collaboration, Task and finally Task process to access it. Alternatively, it is accessible via the Program field: type TSP and press the ENTER key.

The application may be used for the following:

  • Create a process

  • View process details

  • Start a process

  • Create and add new tasks to a process

  • Add an existing task to a process

Task processes area

The Task processes area to the left in the application is is a list of task processes in a grid view. It gives an overview of existing task processes, in contrast to the Task process details area, which specifies details for a specific task process.

Sorting and filtering

It is possible to use columns to sort task processes. Click once on the title of a column to sort in ascending order, click once more to sort in descending order, and click one final time to remove the sorting. It is possible to use several columns to sort at the same time.

There are also filtering options in the Task processes area, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters). Read more about filtering in RamBase here, for detailed instructions.

Create a task process

  1. To create a new task process, click the Create process button in the lower left corner.

  2. Type a descriptive name for the process in the Process name field (mandatory).

  3. If the process has a deadline, this can be set in the Deadline field. Type manually, or click the Calendar icon to select a date, and the Clock icon to select a time. Deadlines of tasks added to the task process will override the deadline of the task process.

  4. If relevant, check the Private checkbox to limit access to only the creator of the process and RamBase superusers. Privacy may also be set at a later time, if needed.

    Note

    Only private tasks may be added to private task processes and only non-private tasks may be added to non-private task processes.

  5. Click the Create button to create the process.

  6. The process will now be listed in the Task processes area and is ready for further information and tasks to be added in the Task process details area.

Start a process

  1. To start a task process, click the Start process button at the bottom of the Task processes area.

  2. Find the relevant template in the Process template lookup field (mandatory).

  3. Type a descriptive name for the process in the Process name field (mandatory).

  4. If the task has a deadline, this can be set in the Deadline field. Type manually, or click the Calendar icon to select a date, and the Clock icon to select a time.

  5. If relevant, tie the task process to a specific role (for example a department or people with a specific area of responsibility) via the Responsible area lookup field. Type the name of the role, locate and select the relevant role in the pop-up.

  6. If relevant, check the Private checkbox to limit access to only the creator of the process and RamBase superusers. Privacy may also be set at a later time, if needed.

  7. Assign the process to someone using the Assigned to field. Type part of the name to use the auto-complete function, or use the View icon to open the Personnel archive (PER). The assignee will be notified with an Internal Message (IMS). The assignee of the task process does not have to match the assignee of the tasks tied to the process.

  8. Click the Create button to start the process.

Task process details area

The Task process details area is used to give/see further details of a specific task process. It is also used to manage and add tasks to a specific task process, as well as change and track the status (progress) of the task ties to a process.

Tip

Use mouse-over and click to see a description of each field in the Task process details area.

Tabs

The Task processes (TSP) application has tabs for added functionality:

  • Tasks list:

    In this tab, new and existing tasks are added to the task process. It is also possible to manage the tasks, in other words track an change the status (progress) of each task tied to the process.

    Click on the Status icon in the St column of a task item and select the relevant status of the task.

    Note

    When all tasks in a task process are marked as Done, the status of the task process will be automatically updated to Done.

    Double-click on the task item, or click on the radio button to the right on the task item to access the task in the Task (TASK) application.

    It is possible to use columns to sort tasks in this tab. (See Sorting and filtering further up on this page for more information.)

    There are filtering options in the Tasks list tab. (See Sorting and filtering further up on this page for more information.)

    Add a new task

    1. Click the Create task button in the lower left corner of the Tasks list tab.

    2. Type a descriptive name for the task in the Title field (mandatory).

    3. Assign the task to someone using the Assigned to field. Type part of the name to use the auto-complete function, or use the View icon to open the Personnel archive (PER). The assignee will be notified with an Internal Message (IMS). The assignee of the task does not have to match the assignee of the task process a task is tied to.

    4. If the task has a deadline, this can be set in the Deadline field. Type manually,or click the Calendar icon to select a date, and the Clock icon to select a time.

    5. If relevant, check the Private checkbox to limit access to only the creator of the task and RamBase superusers. Privacy may also be set at a later time, if needed.

    6. If relevant, check the Create another checkbox. This will empty the pop up and keep it open, ready for the creation of a new task after the current task has been created.

    7. Click the OK button to create the task.

    Add an existing task

    1. Click the Add existing task button at the bottom of the Tasks list tab.

    2. Start typing the name of the task in the Task lookup field to open the pop-up and locate the relevant task.

      Note

      The My tasks filter is set by default, but may be deactivated by clicking on it. Other filtering options are available via the Filter builder and Column settings. Sorting is possible by clicking on the relevant column(s). (See Sorting and filtering further up on this page for more information.)

      Note

      The pop-up may be Enlarged, Reduced or transformed to Fullscreen via options in Column settings.

    3. Select the relevant task and click the Create button to add the existing task to the task process.

  • Permissions:

    Note

    The permissions functionality is only available when the System setting values (SSV) option Use extended permission system on tasks and task processes is turned ON.

    The Permissions tab is where permissions are added and managed. Permissions may be given to a specific user (employee) or a role. A permission set comprises the following permissions with corresponding checkboxes:

    • View

    • Edit

    • Delete

    • Assign

    When a non-private task process is created, a full permission set will by default be given to:

    • the creator of the task process

    • the Superuser role

    • the RamBase Core User role

    If the task process is marked Private, the full permission set will by default only be given to the creator of the process and the Superuser role. If a permission set is added to other persons or roles, the Private checkbox will be unchecked automatically.

    The default permission set for the creator of the task process and the Superuser role cannot be edited or deleted. All other permission sets may be edited and deleted according to preference. (For example, only give a person access to view and edit the task process by unchecking the checkboxes for Delete, and Assign.)

    Permissions set on the task process will override the permissions on any tasks tied to the process, if the two are different. This means that permissions need to be changed on the task process, not the task. Mouse-over explains where the permissions must be changed.

    Create a permission set

    1. Click the Create permission set button in the lower left corner of the tab.

    2. Check either the Employee or Role radio button, depending on who is to be given the permission set.

    3. To assign the permission set to an employee, enter the name/pid of the relevant employee in the Employee lookup field and select the correct employee. To assign the permission set to a role, enter the name of the relevant role in the Role lookup field and select the preferred role.

    4. Click the Create button.

  • Notes:

    In this tab, notes may be added, edited and filtered according to preference.

    Added notes will get the creation date listed to the left of the title. The notes are sorted according to the timeline they are added, with the most recent at the top.

    Click on the note to edit or delete it.

    There is filtering functionality in the Notes tab, via the Search field, and Filter builder (both Standard filters and the opportunity to Create custom filters).

    Add a note

    1. Click the Add new radio button.

    2. Type a descriptive name for the note (mandatory).

    3. Type the information and format the text according to preference.

    4. Click Save to add the note.

Tip

The order of the tabs can be customized: Use drag-and-drop to organize the tabs in the preferred order.

Task process status (progress)

The status of a task process is determined by the status of the tasks tied to the process and not set on the task process itself:

  • The task process has Status = To do

    when

    all connected tasks have Status = To do.

  • The task process has Status = In progress

    when

    at least one of the connected tasks has Status = In progress.

  • The task process has Status = Done

    when

    all connected tasks have Status = Done.

The status of the task process is shown in the St column in the Task process area.

The status of connected tasks is managed in the St column in the Task list tab.

Private task processes

Task processes can be marked as private by checking the Private checkbox in the Task process details area, as long as there are no tasks tied to it yet. This means that the task is accessible by the creator (owner) of the task process and users with the superuser role, and no one else. The task process is therefore not completely private to the creator, but it has the advantage of being more robust: superusers can access and change/delete task processes if the creator for some reason is not able to. If a user who does not have access tries to open a task process marked as private, the process will not open and the there will be an error message in the lower right corner.

Note

Private tasks may only be added to a private process and non-private tasks may only be added to a non-private task process.

Tip

If there is a need to change the privacy status of a task process after one or more tasks have been added, the task(s) have to be removed before changing the process to private or non-private. The privacy of the task(s) also have to be changed accordingly before the task(s) are added to the task process again.

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