Tasks

Task management is essential to compliance management; regulations that require inspections, reporting, and testing must be completed and require a robust audit trail. A task can be linked to regulation and equipment as part of the audit trail.

Within ESuite, task instances are created via task definitions; a task instance is a task that is executed and documented, and a task definition is the tool that creates the task instance.

Add a role

Roles in ESuite are linked to users and tasks. Users are added to a role, and then a role is added to a task. This means that if the responsible person changes, the task is left untouched. To update the person who receives notifications, access the role and update the user.

Create a role

1. From the ESuite Navigation Menu, select Compliance > Tasks > Role Summary.
2. From the toolbar, select New Record.
3. Fill in the Role Name and detail information; required fields are in red.
   
4. Select the disc icon from the toolbar to save the new role.

Add user to a role

1. From the ESuite Navigation Menu, select Compliance > Tasks > Role Summary.
2. Find the role to which you want to add the user and select
3. In the Assigned Users section, select Add New Record.
4. Select the user from the list
5. Select Save next to the user name.

Add a task definition

Task definitions create task instances; in other words, you’ll start by creating a task definition if you have a task to track.

Create task definition

1. From the ESuite Navigation Menu, select Compliance > Tasks > Task Defn Summary.
2. From the toolbar, select New Record.
3. Fill in the information for the task definition; required fields are in red.
   
   
   • Site Name is not required here to give you the option of having a task not associated with a location.
   • Start Date is the start date of the first task instance.
   • Days To Complete dictates the end date.
4. Select the Recurrence Pattern. The options below this field will change based on your selection. The recurrence pattern determines the number of task instances created. For example, for a monthly task, the first Monday of every month that ends after 12 occurrences will create 12 task instances.
   
5. Select the disc icon from the toolbar to save the new task definition.

Add a role to a task

By adding a role to a task, all users in that role will get a notification for the task.

1. From the ESuite Navigation Menu, select Compliance > Tasks > Task Defn Summary.
2. Find the task to which you want to add a role and select Details.
3. Select the Assignment tab.
4. Select Add New Record.
5. Select the role from the list.
6. Select Save next to the role name.

Task escalation

You can add additional task reminders as part of an escalation path for key tasks that risk non-compliance if not completed.

1. From the ESuite Navigation Menu, select Compliance > Tasks > Task Defn Summary.
2. Find the task definition you want to work with and select Details.
3. Select the Task Defn Reminders tab.
4. Select Add New Record.
5. Fill in the necessary information.
   
   • Reminder Days is the number of days before or after the due date that the reminder will go out.
   • Before/After Due Date determines when the reminder will be sent.
6. Select Save next to the contact name.

Close a task within the application

1. From the ESuite Navigation Menu, select Compliance > Tasks > Task Instance Summary.
2. Using the optional search fields, search for the task(s) to close, and then select the Go button.
3. In the Search Results section, select the Close Task checkbox for the task(s) you want to close.
4. In the Close Task Instances section, add the Completed Date and (optional) Comments.
5. Select the Close Tasks button to close the task(s).

Close a task using task PDF

As a simple method for closing tasks, the responsible user will receive a PDF attached to the task reminder. This PDF allows users to close tasks quickly.

Open the PDF and complete the necessary information. Then select Submit.

Note: Although information can be completed while disconnected from the internet, a working connection is required when submitting.

Add a master task

Master tasks provide a simple way to create task definitions for multiple locations. For example, if you have a monthly waste inspection that all locations must perform, you can create a task for it only once using the Master Task feature.

1. From the ESuite Navigation Menu, select Compliance > Tasks > Master Task Summary.
2. From the toolbar, select New Record.
3. Fill in the information for the task definition; required fields are in red.
   
   • Start Date is the start date of the first task instance.
   • Days to Complete dictates the End Date.
4. Select the Recurrence Pattern. The options below this field will change based on your selection. The recurrence pattern determines the number of task instances created. For example, for a monthly task, the first Monday of every month that ends after 12 occurrences will create 12 task instances.
   
5. Select the disc icon from the toolbar to save the new master task.
6. Select the Site tab.
7. Select the location(s) to which you want to assign tasks.
8. Select Save Sites.

Note: No role assignment has been completed; this can be done within Master Task or the Task Definitions. Without a role, no tasks have been assigned to individuals.