Task lifecycle

After task definitions are created and published, you may need to manage them over time — adding dependencies between tasks, retiring tasks that are no longer needed, exporting task lists for review, or configuring tasks to expire automatically or on demand.

This topic covers the actions you can take on task definitions and active tasks beyond the initial creation. For creating and configuring task definitions, see Manage task definitions.

Add a dependent task

• A task that depends on another task being completed before it can begin is a dependent task. When you add a dependent task, the task hierarchy changes. You must publish for changes to take effect.

Make an existing task a dependent task

1. Mouse over and click a task.
2. Drag and drop it on the parent task.
3. On the Add Dependency confirmation window, click Task.
4. Use the assignee field of the new parent task as the target drop area. The drop area (task) will change color to signify the hierarchy change.
5. A pop-up window prompts you to specify the type of dependency to create. If you drop the dragged task on a task not in a group, the options are: Group or Task.
   • Click Group to establish the dragged task as a sibling of the drop target task. The dragged task will have same parent (activation) as the drop target task.
   • Click Task to establish the dragged task as a child (dependent) task of the drop target task. A dependent task requires the parent task to be completed before the dependent task is activated.
6. (If applicable) The pop-up prompts you to specify the type of dependency to create. If you drop the dragged task on a task in a group, the options are:
   • Click Group to establish the dragged task as a sibling of the drop target task. The dragged task will have same parent (activation) as the drop target task.
   • Click Dependency Group to establish the dragged task as a child (dependent) task of the drop target task's entire group. A dependent group task requires all the parent group tasks to be completed before the dependent task is activated.
   • Click Task to establish the dragged task as a child (dependent) task of the drop target task. A dependent task requires the parent task to be completed before the dependent task is activated.

Create a new dependent task

1. Select a task and click .
2. On the pop-up, select the dependency type. The pop-up prompts you to specify the type of dependency to create. If you selected a task not in a group, the options are:
   • Click Group to create the task as a sibling of the current task. The new task will have same parent (activation) as the current task.
   • Click Task to establish the new task as a child (dependent) task of the current task. A dependent task requires the parent task to be completed before the dependent task is activated.
3. (If applicable) The pop-up prompts you to specify the type of dependency to create.If you selected task on a task in a group, the options are:
   • Click Group to create the new task as a sibling of the current task.The new task will have same parent (activation) as the drop target task.
   • Click Dependency Group to create the new task as a child (dependent) task of the current task's entire group.A dependent group task requires all the parent group tasks to be completed before the dependent task is activated.
   • Click Task to create new task as a child (dependent) task of the current task.A dependent task requires the parent task to be completed before the dependent task is activated.
4. Follow the steps in Create a task definition.
   • In the Tasks & Dates tab, the creation date is always the date the event was launched.
   • The activation criteria requires the parent task to be completed in addition to the activation date rule defined in the Activation date entry.
   • The activation rule is added to the parent activation as an "and" criteria. For example, the parent task is activated AND the days after rule must be true for the task to be activated. Example entries: "0 days after Creation date" equates to immediate activation when the parent task is completed. "7 days after Creation date" equates to immediate activation if the parent task is completed 7 or more days after the task was created. "7 days after Creation date" equates to activating the task 4 days after the parent task, if the parent is completed 3 days after the task was created.

Retire a task

1. From the navigation bar, click Administration > Manage Events.
2. From the Event List, click Edit Tasks for the corresponding event. The Manage Task Definition page opens.
3. For the task you want to retire, click .
4. At the confirmation prompt, click Retire. A retired task is removed from the task definition list and is not available for future events launched. A retired task is not available from the Add a Task button. Existing tasks from the event launched before the task is retired are not affected.

Unassociate a task

• When you unassociate a task, the dependent task is removed from its parent. The unassociated task no longer depends on another task completing before it activates.
• You must republish for your changes to take effect.

1. From the navigation bar, click Administration > Manage Events.
2. From the Event List, click Edit Tasks for an event. The Manage Task Definition page opens.
3. For the task you want to unassociate, click .
4. On the confirmation pop-up, click Unassociate. The task moves to the top of the task list and is now an unassociated task.
5. Click Publish.

Export tasks

1. From the navigation bar, click Administration > Manage Events. The Manage Event page opens.
2. In the list beside an event, click Export Tasks. Exported tasks are download as a csv file for Microsoft Excel. The exported task list contains published tasks.

   Note: The csv output is UTF-8. Excel imports expects an ANSI file. Excel import wizard allows you to manually select UTF8 as the encoding.

Note: Using an international format may require a semi-colon separated list. If a semi-colon format is required, open the event in a text editor (for example, Notepad++) and change the commas to semi-colons.

Configure a task to expire

• You can configure a task to expire manually or automatically (scheduled) based on a date.

1. From the navigation bar, click Administration > Manage Events.
2. From the Events list, click Edit Tasks for an event. The Manage Task Definition page opens.
3. For the task you want, click the name link.
4. Click the Tasks & Dates tab.
5. In the Task will expire field, do one of the following:
   • Click Only Manual Expiration to expire the task manually (on demand) via the user interface.
6. Click Save.
7. Click Publish.

Expire a task manually on an active event

• If a task is set up to allow manual expiration, you can expire a task no longer needs to be completed.
• The system treats an expired tasks as a completed task.
• All child tasks activate as long as their activation date settings are met.

1. From the navigation bar, click Dashboard Summary. The dashboard opens with the Employees tab selected.
2. Scroll the list and find the employee event you want. Click the employee name. The Employee Task List opens.
3. In the list, click the Task Title link for the task you want to expire.
4. Click Expire.
5. On the confirmation pop-up, click Yes.

Reopen an expired task

• Not all tasks can be reopened. It must be set up to allow it to be reopened.
• You must be on a team that has the privilege to reopen a task.
• A reopened expired task will not automatically expire again. It can be completed, deleted, or manually expired.

1. From the navigation bar, click Dashboard Summary.
2. Click the Employees tab.
3. (Optional) Filter to limit the list.
4. Click the name link of an employee. The Employee Task List opens.
5. Scroll to the Complete section.
6. In the list beside an expired task, click .
7. (If applicable) For tasks that allow due date recalculation, you are prompted whether to recalculate due dates. Click Yes or No. If you chose to recalculate due date, note that:
   • A note is added to the task's system notes. It includes original due date, changed due date, and who made the change.

     Tip: Some tasks are excluded from date recalculation so you do not see the date recalculation prompt.