Tasks in PICS are used to manage jobs for yourself and other PICS Users.
From any page in PICS, selecting the checklist icon in the top bar will open a list of all tasks assigned to you that are either due today or overdue.
You can use the tickboxes to mark tasks as Done. Any completed tasks will remain visible in the list for the rest of the day.
The due date will be shown for each task, with an orange flag identifying any that are Overdue. Any relevant records will also be shown in the list. Selecting the record name will take you to the corresponding summary page.
To hide the list, select the X icon in the top-right corner. You can also select All Tasks to view your full task list.
The Tasks page in PICS is used to manage tasks linked to your officer account and assigned to others. Here you can schedule new tasks, manage existing ones and tick off completed ones. Selecting Tasks from the side menu will open the Tasks page.
The task list displays any tasks that match the filters set above the list. For each task, the following details are shown:
Done? – The tickbox indicates whether the task has been completed or not. You can use the tickboxes to mark tasks as Done. Completed tasks will be marked with a strikethrough across the task details and remain visible for the rest of the day that they were completed.
Due Date – The date will be flagged if the task is Overdue.
Regarding – Select the record title to go to the corresponding record summary page.
Filtering the List
The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.
Assigned to Me – Here you can choose to show only tasks Assigned to you, tasks Created by you, or both sets of tasks.
Number of records – Here you can use the drop-down menu to choose how many results are displayed per page.
Along with these, additional fields can be added by selecting More. Choosing a field will add it to the top bar, where it works like the filters explained above. The following fields are available:
Date Range – Here various preset ranges relative to the current date will be available. You can also set your own custom date range.
Include Done – Here you can use the tickbox to specify whether or not to include tasks that have been marked as completed.
Exporting the List
Selecting More also shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.
Adding a New Task
To add a new task, select Create from the top-right corner of the page. This will open the Create Task window, where you can enter the following details for the task:
Regarding – Selecting Select will open a window where you can search for Learners, Applicants, Organisations, Officers, Vacancies, Vacancy Applications or Opportunities and select the icon to add them. Once you have finished in the list, select Done to add the records to the field. Each record will have a icon, which you can select to remove them.
Assigned To – Here you can use the drop-down menu to search for an Officer to assign the task to. This task will then appear in their task list when they log in.
Once you have entered the necessary details, select Save to continue.
Adding a Task from a Record Summary
It is also possible to add a task assigned to a specific record by selecting the task icon underneath their display picture in the record summary.
If you have any Task Templates set up, you will be prompted to choose one to base the task on if necessary. Once you have chosen a template, select Next to continue to the new task window explained above.
The following actions are available from the task list:
Edit – Selecting ... > Edit by a task in the list will open the Edit Task window, where you can edit the Description, Due Date, and Regarding fields.
Duplicate – Selecting ... > Duplicate by a task in the list will open a new Create Task window with the details from the current task copied over.
Log Email – Selecting ...> Log Email by a task in the list will open a New Email window where you can log a new email.
Log Call – Selecting ...> Log Call by a task in the list will open a New Call window where you can log a new call.
Snooze – Selecting ...> Snooze by a task in the list will push the Due Date back by a day.
Preview – Selecting ...> Preview by a task in the list will open a window where you can view the full task details. If you have set up Task Statuses in Workflow Configuration, you will also be able to transition between different statuses here.
Delete – Selecting ... > Delete by a task in the list will remove the task. You will be prompted to confirm before the task is deleted.