My Tasks Dashboard

Owned by Will Rensmith (Unlicensed)
Last updated: Feb 01, 2024 by Megan Sproul
6 min read

Overview

The My Tasks Dashboard provides a list of active work items and workflow tasks. The dashboard is accessed from the My Tasks link in the application header. 

The list defaults to show work items assigned to the current user as the processor or as a task assignee. From this page, internal users may search for items and tasks assigned to themselves or other users or workgroups. The page is also configurable, allowing users to select specific columns to display based upon the type of work that they do.

Searching for Tasks

My Tasks displays any item assigned to a user, including any functional area item or task. The search criteria are:

  • Functional Area

  • Assigned User

  • Assigned Workgroup

When an internal user first logs into the system, the screen will default to search for Functional Area set to All, Assigned Workgroup set to My Workgroups (any workgroup the current user is a member of), and Assigned User set to the Current User. 

When All is selected in the Assigned Workgroup dropdown, a User must be selected in the Assigned User dropdown. When All is selected in the Assigned User dropdown, either a single workgroup, My Workgroups, or Unassigned must be selected in the Assigned Workgroup dropdown.

Show only tasks assigned by other processors

When specifying an Assigned User, a search option checkbox is displayed: Show only tasks assigned by other Processors. 

Checking this box limits the displayed tasks to tasks where the specified user is not the primary processor/owner of the record. 

Example:

Mary is the processor for Application A and has assigned Danielle several tasks. Danielle is the processor for Application B and has assigned workflow tasks to herself and perhaps others. 

Suppose Danielle views the My Tasks page. If Danielle is specified as the Assigned User in the search and the Show only tasks assigned by other Processors checkbox is not checked, then both Application A and Application B will be displayed in the My Tasks list. If the Show only tasks assigned by other Processors checkbox is checked, then Application A will be displayed in the My Tasks List, but Application B will not.

List Display

Items Displayed

Items displayed in the list correspond to functional areas that can have workflows and tasks assigned. These include the following functional areas:

  • Application/Request

  • Complaint/Incident

  • Compliance Action

  • Environmental Project

  • Evaluation

  • Financial Instrument

  • Schedule

  • DMR

Selecting Columns to Display

Users may select specific columns to display based on the type of work that they do. Users who primarily work with submissions may wish to display submission-specific information; users who work primarily with Evaluations may wish to display certain evaluation columns.

To select columns, click the Select columns to display dropdown. A list of data columns displays with checkboxes. Click the checkbox to select/deselect a column to be included. Clicking Show All will select all columns, and clicking the  (reset) button will reset the list back to the default columns.

Common Columns 

Configurable columns that are common to all functional areas include the following:

Name

Description

Functional Area

Functional Area of parent item.

Site Name

Site Name of parent item.

Site Alternative Names

Active Site Alternative Names.

Item Name

Name of item (record) that is in process. This varies by functional area:

  • Application/Request and Complaint/Incident: Form Name (with source Permit Number, if applicable)

    • If a draft revision exists, a "Draft" label appears, along with a description formatting as "revision X created [Date] by [Name]"

  • Compliance Action: Compliance Action Type (with source Permit Number, if applicable)

  • Cons. Easement: N/A

  • Environmental Project: Project Activity Type

  • Evaluation: Evaluation Type (with source Permit Number, if evaluation links to a permit)

  • Financial Instrument: Financial Instrument Type (with source Permit Number, if applicable)

  • Schedule: Schedule Group and Schedule Name, with source Permit, Compliance Action, or Project Activity Number

  • Schedule-DMR: Permit Number, Period, Due Date (Note: Selection of Schedule-DMR is dependent on configuration.)

Reference Number

Reference Number for the listed item.

Primary Contact

Item Primary Contact, as dictated by contact affiliation type; this varies by functional area:

  • Application/Request: Applicant

  • Compliance Action: Responsible Party

  • Complaint/Incident: Complainant

  • Cons. Easement: N/A

  • Environmental Project: Responsible Party

  • Evaluation: Inspection Contact

  • Financial Instrument: Applicant

  • Schedule: N/A

  • Schedule-DMR: N/A

Assigned User

Item Primary Processor. Searchable field via the "Assigned User" search drop-down.

Status

Item Status: This varies by functional area. Only "Draft" or "Active" items are returned in "My Tasks".

Compliance Actions in ‘Pending’ status are always displayed. nVIRO can be configured to include or exclude items in Active (Issued, Entered) status. This is a system-wide configuration.

Item Comments

Comments or notes on the item record. These comments may be updated directly from the My Tasks list without opening the item record.

Compliance Action Columns

Configurable columns that are specific to the Compliance Action functional area include the following:

Name

Description

Compliance Action Date

Date that compliance action was set to either status "Issued" or "Entered".

Evaluation Columns

Configurable columns that are specific to the Evaluation functional area include the following:

Name

Description

Evaluation Scheduled Date

The date that the evaluation has been scheduled to start.

Evaluation Start Date

The date that the evaluation actually started.

Evaluation End Date

The date that the evaluation ended.

Submission Columns

Configurable columns that are specific to the Submissions functional area include the following:

Name

Description

Priority

Priority of the submission. This field may or may not be applicable, depending on form configuration.

Received Date

The date the submission was received.

Latest Version Received Date

The date the latest version of the submission was received (for subsequent revisions of a submission).

Administrative Complete Due Date

The date the submission was deemed administratively complete. This may or may not be applicable, depending on submission type.

Public Notice End Date

The date a related public notice event is/was scheduled to end (if scheduled).

Processing Due Date

The target due date by which the submission should be completed.

Site Inspection Scheduled Date

The date a related site inspection event is scheduled to be conducted.

Amount Due

Total fee amount outstanding for the submission.

Schedule Columns

Configurable columns that are specific to the Schedule functional area include the following:

Name

Description

Schedule Due Date

The date the schedule submission is due.

“Next Task” Columns

The Next Task columns display the next unstarted or in process task on the functional area record. If the My Tasks dashboard’s is filtered for the current user’s tasks, priority is given to the next task that is assigned to the current user.

Configurable columns that are related to Task Information include the following:

Name

Description

Next Task

Displays the name of the next task, the assigned user’s name (if assigned), and the task status.

If the task is Unstarted or In Process and the current user has rights, a Mark Complete button is also displayed.

Next Task Due Date

The due date for the task, if applicable.

Next Task Comments

Comments on the next task record. These comments may be updated directly from the My Tasks list without opening the task record. 

Next Task Documents

Lists documents that have been linked to the task.

See the following section for more information on Tasks.

Working on a Task from the My Tasks Dashboard

To work on a task from My Tasks dashboard, first reveal the following fields from the Select columns to display drop down.

  • Next Task

  • Next Task Due Date

  • Next Task Comments

  • Next Task Documents

The following actions can be performed from within the Task-related columns:

  • Open a Task - click the Task Name hyperlink to navigate directly to the task detail screen in a new browser window.

  • Mark as Task Complete - A Mark Complete button appears if the task is unstarted or in process, and the current user has rights to update the task. After marking a task complete, the list will refresh to show the next unstarted task. The entire row will disappear from the My Tasks list if the current user does not have any other unstarted or in process assigned tasks on that record and the current user is not the overall processor on the record.

  • Add or Update a Task Comment - Click the button with the conversation bubble icon in the Next Task Comments column to supply a comment on the task. Once set, the comment will display in the column. See the following section for more information.

  • View a Linked Document - If one or more documents have been linked to the task, the Next Task Documents column will display the document name as a hyperlink. Clicking the link navigates to the document detail screen.

Update Comments from the Task List

Two selectable fields may be updated directly from the task list without navigating – Item Comments and Next Task Comments. Updating Item Comments adds or updates the comment for the functional item. Updating Next Task Comments updates the comments for the listed task.

To add or update a comment,

  • Click the comment icon in the corresponding comment column.

  • Enter comments in the Edit Comment window.

  • Click Save.

Exporting the Task List to a CSV File

The Task List may be exported as a .csv file. To export and download the file, click the Export List button.