This feature is specific to Clearvale Enterprise.

To create and manage tasks, click the Tasks link in the Profile Directory widget on your personal page. The Tasks page appears where you can create new tasks and manage existing tasks.  Additionally, you can place the Tasks widget on your personal page and click Add Task to create a new task or click More to display the Tasks page.

Creating Tasks

Create a task by clicking Add Task on the Tasks widget or the Tasks page.

• Enter a task name.
• Optionally, specify a due date and description for the task. If you specify a due date, you can also set up a reminder for the task.
• Optionally, select a task type:
  • Approval
  • Consultation
  • Directive
  • Invitation
  • Review
  • None (default)

Selecting a task type does not change how the task behaves, it simply helps the assignee have an idea of what is expected of them for the task. The exception is the Approval task type. If you select Approval, the states for the task are slightly different. And instead of the assignee completing a task, they approve it.

Creating Multi-Step Tasks

If you define a task with multiple steps, Clearvale keeps track of who needs to do the current step, and notifies the next person when it is their turn to complete a step within the task. If someone declines a step of the task (and the step is defined as requiring that person to complete it), the entire task is considered declined until the task owner reassigns that step.

To add steps to a task, use click +Step in the left-hand column of the Tasks page when creating or editing a task. When you click +Step, a new step is added to the task. Define the step similarly to how you define a task. For example:

• Specify a name for the step.
• Optionally, set the due date for the step. If you specify a due date, you can also set up a reminder for the task.
• Optionally, add a description for the step.
• Assign people to complete the step. If you already assigned someone to complete the task, that person is listed as needing to complete the first step that you define for the task. You can remove that person and add someone else if needed.
• Specify if everyone to whom you assigned the step needs to complete the step (default) or if just one assignee needs to complete the step.
• Continue clicking +Step as needed to add additional steps to your task.
• When done defining the steps, click Save.

To change the order of the steps, use the Up and Down arrows when editing the task. To remove a step, select the step and then click the Delete icon above the due date.

Adding Attachments to Tasks

To add an attachment to a task, click + Add Attachment on the left side of the Tasks page. You can attach a file that is already uploaded to your network or upload a new file. To use an existing file, click either My Content or Recent Content. Then find the file by entering part of the name in text field and clicking the Search icon. When you find the file, click the + Add button to upload the file. Alternatively, you can upload a new file. To do so, click the Upload link. Then click Select Files and navigate to and select the file to upload. Click Done when you are done adding attachments for the task.

Using Task Reminders

When defining a task, you can set up an automatic reminder to be sent to any assignee who has not completed the task. You can set reminders for the task as a whole or for individual steps within a task. To set a reminder, the task or task step must have a due date set. Once you choose a due date, you will see the Set up Reminder link where you can set the reminder. Reminders are only sent to task assignees who have not completed the task when the reminder is sent. Also, if someone declined the task, they do not receive a reminder.

In addition to setting reminder preferences when defining a task, you can manually send a reminder for any task you have assigned to network members. To manually send a task reminder, go to your Tasks page and click Created By Me to see the tasks you have created and assigned to others.  Click on the task to display its detail page. Click Send Reminder. Fine-tune who should receive the reminder and then click  Send. The reminder is sent immediately.

Managing Your Tasks

• To see tasks that you created and assigned to others, click Tasks>Created by Me. Click the task name to edit that task, change the assignees, and so on.
  • To sort the tasks, use the Filter drop-down. Filtering options are:
    • All Tasks—show all tasks that you created, regardless of their state. This is the default filter.
    • Assigned—tasks that are currently assigned to others.
    • Completed—tasks that have been completed or approved.
    • Declined—tasks that were declined by the people you assigned them to.
  • To edit the task, click the task name. The task details page appears.
• To see tasks assigned to you, click Tasks>Assigned to Me.
  • If you have tasks flagged as important (orange Flag icon), you can sort these first by clicking the Flag label. To mark one the tasks assigned to you as important, click the gray Flag to make it turn orange and then sort with the important tasks.
  • To sort the tasks, use the Filter drop-down. Filtering options are:
    • All Tasks—Lists all tasks assigned to you, regardless of their state.
    • Approved—Lists all tasks that you have approved.
    • Completed—Lists all tasks that you have completed.
    • Declined—Lists any tasks that you have declined to complete.
    • Open—Lists all tasks that you have not complete. Default. You can further filter this and choose to list tasks that you have accepted and those that are assigned to you but that you haven’t accepted yet.
  • Click the task name to accept, decline, or complete a task.
    • When assigned a task, you can accept or decline the task.
    • If you accept the task, you need to complete the task and then click the Complete button (or the Approve button for Approval tasks).
    • If you are assigned multiple steps within a task, you need to accept and complete each step within the task that is assigned to you. With multi-step tasks, you cannot complete your step until the previous steps are completed.
    • If you decline a task or a step within a task, the creator of the task is notified in the Action Items list of their Activity stream.
• Alternatively, you can see tasks assigned to you by using the Action Items tab in your Activity stream.  You receive action item messages when you are assigned a task or when someone completes your task.

Associating Tasks with a File

You can also create a task when you upload a file. For example, if you upload a report, instead of clicking Save to simply save the uploaded file, click Save & Add Task and then create a task for person to review the report.

Configuring Task Notifications

You can configure notifications for tasks by clicking the Settings button in your Activity stream.  In the Email Notifications section, check the Assigns a task to me or completes/declines a task that I assigned option to receive email notifications related to tasks that are assigned to you or that you assign to others.