Assign and monitor the uploading and reviewing of documentation in the data room with our feature Tasks.
Task management set up
Task is default enabled in all new data rooms, and in Advanced settings it is possible for the administrator to make changes to the task module
In task management settings – the administrator can enable and disable the feature and give users access to assign tasks.
To be able to assign and monitor upload task, you need to be an administrator of the data room. And to be able to assign and monitor reading task, the administrator can give user within the different teams (user roles) access as a “Task manager”. Administrators have the task manager role by default.
The first time you navigate to the task module, you will be encouraged to subscribe to task notifications, to be updated whenever there is a new task, or there is a status change of ta task you have assigned to others.
As an administrator or task manager you can assign a new task to a user within your own team (user role).
Choose task type, either upload document or read documents, then assignee. To give the task a description is optional, and then you select which folder the task should be connected to.
Upload tasks are connected to a specific folder, and the intention is that the person assigned to the upload task, will make sure that all documentation is uploaded to the specific folder.
If the person you are assigning an upload task will be responsible for uploading documentation in multiple folders, the administrator can assign upload task to multiple folders in one go. Select all folders you would like to assign upload task to the specific user, and then assign task. One task per folder will be created. The user will get one notification (if the user has turned on notifications) with information about all tasks connected to the different folders.
Reading tasks are also connected to folders, but in addition you can choose to assign all the files in the specific folder or just a selection of the files within the folder. If you choose all the files within the folder to be part of the reading task, you can also choose to automatically add any future uploads to that specific folder to be part of the same task. The intention of reading task is that the person assigned, will review/read all documents connected to the specific folder.
If the person you are assigning a reading task will be responsible for reading documentation in multiple folders, select multiple folders and files, and assign all tasks in one go. One task per folder will be created. The user will (if the user has turned on notificatiosn) receive one notification with information about all the reading task connected to the different folders.
Please note that it is possible to assign tasks to multiple users connected to the same folders .
Manage tasks assigned to others
On the dashboard the administrator will have an easy access in to the task list to get a status of all open tasks that are not completed yet.
As an administrator or task manager you can choose to see the task list for your own tasks, or all the tasks assigned to others in the data room.
All tasks you or another administrator/ task manager have assigned to another user within your team, are visible in the “assigned to other" list.
In the task list, the administrator/task manger can edit, cancel, complete, and reopen tasks.
If you click on a task/row, the detailed view will open. If there is only one task in the current folder you are in, the task will be opened in detailed view.
If you change status on a task that is assigned to a user, the user will be notified, if the user has subscribed to the task notifications.
It is possible to change status on multiple tasks at the same time, by using the More actions menu.
The possible statuses of a task are:
- Icon: Open
- Icon: complete
- Icon: Cancelled
In edit mode, the administrator can change assignee and task description on an upload task. For reading task the administrator/task manager change assignee, task description, and change which files should be part of a reading task.
Overview of all tasks
To get an overview of all tasks, click on View all and then sort on “location” and you will see all task in a folder structure order. To use the filters, open, completed and all statues, you will get the results in the overview you prefer.
Upload task management and Reading task is available in the report section and is also included in the export of the data room for documentation.