Create Tasks (Actions) in bulk to assign post meeting actions to report authors
Prerequisites:
- Access to the Resolve Admin portal (https://CLIENTNAME.civicclerk.com.au/admin/) and appropriate permissions (Meeting Administrator) to configure or use this feature.
- Appropriate Security Profile and relevant Meeting Type settings configured to enable, as explained in this guide.
When enabled, the [BULK ACTIONS] button will be visible in relevant meeting type Agendas as shown below. See following guide on USING BULK TASKS / ACTIONS.
If not available, go to CONFIGURING BULK TASKS / ACTIONS section.
USING BULK TASKS / ACTIONS
- Navigate to an Agenda and use the [BULK ACTIONS] button to open the Add Actions window.
- Select tick boxes to create either Tasks, Action Sheet or both, as shown in the below example.
Populate other fields as follows:
Title - Set the Title of the Task/s
Task Description - Set the Description
Status - Set the status as New, In Progress or Completed
Priority - Set a Low, Medium or High priority
Due Date - Set the date the tasks will be due
** Additional fields to populate when creating Action Sheet :
Sheet Name - Is the name of the Action Sheet
Report Template - Is the Report design that will be used to create the Action Sheet
Word Template - Is the base Word template that will be used to create the Action Sheet
Confidentiality - Select appropriate confidentiality for the Action sheet
Select Items to add Tasks to:
- Tick Items that you want the Tasks (Actions) to be assigned to
- Use Assigned To drop-down to choose staff member who will be assigned. This will default to the current Item Report owner, however can be changed.
- Set Notify to select the which user will be notified of the task creation
- Any Motion linked to the Item will be shown in the last column 'Linked Motion'. If there is only one motion listed in the Minutes, this will be the linked moton. If there are multiple motions, the last one will be selected by default, however you can change this if required.
- Once complete, click [SAVE] to assign the Tasks (Actons) in bulk and if also selected, create an Action sheet.
The Action Tab of any related Agenda Items will show the Resolution/Minutes from the meeting, an Action sheet (if selected during bulk task creation) and a Task as per the below example.
Note: The same 'Task Description" is added to all tasks created in bulk under that Agenda. Therefore, if the generic description needs to be altered for a specific Item, the relevant Action/Task descriptions will need to be edited individually.
CONFIGURING BULK TASKS / ACTIONS
1. To enable Bulk Actions, for a specific Security Profile go to: Site Settings > Profiles >
- Then click on the Blue edit pencil of the profile you wish to allow to use this feature. Typically, this would be a Meeting Admin role assigned a System Administrator profile.
- Tick the option Bulk Actions to enable, then the [SAVE] button to commit the update.
2. Enable Bulk Tasks / Actions, for required Meeting Types - Go to: Site Settings > Meeting Types >
- In here, click the Blue edit pencil next to the Meeting Type you want to enable Bulk Tasks on.
- Scroll down to Meeting Admin tab and select, then tick Enable Bulk Tasks.
- Once done, click [UPDATE] to save.
- Repeat this step (2) for any other Meeting Types you wish to use this function with.
