Tasks

The content of this article

• Create tasks

• Respond to a task / Send a task to another group

• Add a comment to a task

• Close a task

• Transfer files from an RIB Project

• Tag/CC groups on a task

Create tasks

Purpose

Create a task in a Connex Project.

Background

Tasks can be sent back and forth between groups in a communication channel in a project.

Things you should be attentive to

• You must be a member of a group to be able to create and answer tasks. If you are missing rights, contact a project administrator.

How to

1. Open a Connex Project
2. Click on "Tasks" in the menu on the left
3. Click on "Create task"
4. Select your group
5. Select task type/workflow
6. Fill in the fields to describe the task
7. Click "Next" to fill out more information about the task
8. Click "Send" to send the assignment to the selected recipient

Respond to a task / Send a task to another group

Purpose

Respond to a task assigned to your group.

Background

When a task is created and sent to a group, it can either be responded to or forwarded to other groups, depending on the workflow with which the task was created. The workflow defines the task's path.

Things you should be attentive to

• You must be a member of a group in a communication channel to create and respond to tasks. If you are not a group member, contact a project administrator.
• Only users from the group to which the task has been assigned can respond to it. You can see who the task has been assigned to under "Responsible group" in the task's details on the right side of the task content.
• Please note! Adding a comment does not forward the task. Comments are added to the task without changing the status of the task.

How to

1. Open a Connex Project.
2. Click on "Tasks" in the menu on the left.
3. Open a task that is assigned to you (you may use the "Assigned to Me" filter).
4. Add a comment if you have updates to share with the next responsible group and click “Save comment”. The task will not change status, so follow step 5 to send it to another group.
5. To respond to or forward the task, click the "Send" button. Then, select the group that will now be responsible for the task. Finish by clicking the "Send" button.

Add a comment to a task

Purpose

Add a comment to a task and communicate with other users.

Background

You can add comments to a task to communicate with other users about relevant things or ask questions related to the specific task without changing the status of the task.

Things you should be attentive to

• Adding a comment does not forward the task. Comments are added to the task without changing the status of the task.
• You can add comments to the tasks you are part of, even if you are not the current responsible group.
• See all comments added to a task in the “Comments” tab on a specific task.

How to

1. Open a Connex Project
2. Click on "Tasks" in the menu on the left
3. Open the task you want to comment on
4. Go to the "Comments" tab (you can also add a comment at the bottom of the task description, which has the same effect)
5. Enter your comment
6. Attach a file if needed
7. Click "Save Comment" to add it to the task.

Close a task

Purpose

Finish a task by closing it.

Background

To finish a task and thereby close it, the task must be sent back to the group that originally created it. Only the group that created the task can close it.

Things you should be attentive to

• If you created the task but cannot close it, it is because the task is with another group. You can see who has the task under "Responsible Group" in the task's details on the right side of the task content. This group must send the task back to your group before you can close it.

How to

1. Open a Connex Project.
2. Click on "Tasks" in the menu on the left.
3. Open the task you wish to close (ensure that your group is the original creator of the task, and the task is assigned to your group before you can close it).
4. Click "Close Task."

Transfer files from an RIB Project

Purpose

Transfer files from an RIB Project to a task in a Connex Project.

Background

You can transfer files from an RIB Project to specific tasks in a Connex Project.

Things you should be attentive to

• You need access to the RIB Project you want to transfer files from.

How to

1. Follow step 1-7 in the guide above: Create tasks
2. Click the button "Attach files" and select "Transfer from RIB Project"
3. Select the project and find the file in the folder structure
4. Click "Transfer"

Tag/CC groups on a task

Purpose

Tag/CC one or more groups on a specific task.

Background

Users can tag/CC other groups from the same communication channel to share information and communication with relevant users.

Things you should be attentive to

• Who can tag: Users from the group that created the task, as well as users from the group listed as responsible for the task.
• Who can remove a tag: Users from the group that created the task.
• Once a group is added to a task with tag/CC, they can access the task, comment, and download files.
• NOTE: To use tag/CC, the feature must be activated on the specific workflow (shown below).

How to - Tag/CC groups on a task

1. Open/create or edit a task.

2. Click on the "Tag/CC groups from communication channels" button.

3. Select one or more groups to tag and finish with "Select groups".

4. The selected groups are now tagged.

How to - Activate tag/CC on a workflow

1. Open your project.

2. Go to "Project Administration".

3. Go to the "Workflows" menu.

4. Click on a workflow and select "Start form editor".

5. Activate the "Tag/CC groups from communication channels" feature.

6. You can now tag groups in tasks created with this workflow.