Working with tasks
Task Management includes the Tasks app, which allows you to update tasks that are assigned to you. Tasks are assigned by the Administrator. Only Administrators can view tasks that are assigned to other users.
The Tasks app is divided into several tabs, one for each role: Preparer, Reviewer, Approver, and Assigned User. Tasks that have been assigned to you as the Preparer display on the To Prepare tab. Similarly, tasks that are assigned to you as the Reviewer or Approver appear on the To Review or To Approve tab, respectively. Finally, tasks that include your name on the list of Assigned Users appear on the Assigned To tab. If you do not have at least one task for a specific role, the related tab does not appear in your app. If you have only one role, no tab displays and the tasks appear on the main page when you open the Tasks app.
Understanding task types and roles
Task Management has two types of tasks: workflow tasks and assigned tasks. Workflow tasks are assigned by the Task Administrator to a preparer, reviewer, and approver who can track certain task details, including the status. Assigned tasks are assigned to one of more users, but do not include a Preparer, Reviewer, or Approver.
| Rule | Can… |
|---|---|
Administrators | create tasks |
import and export tasks | |
assign a task to a user | |
create and modify task reminders | |
specify the preparer, reviewer, approver, or assigned user for a task | |
archive a task | |
Administrators, Approvers, Assigned Users | change the due date, start date, and completion date of a task |
Administrators, Preparers, Reviewers, Approvers, Assigned Users | add supporting information for a task, such as related forms, addresses, payment methods, and amounts |
change the status, or add notes or attachments to, a task | |
view their assigned tasks in Calendar format |
Updating tasks
You can use the Tasks app to update information as you work to complete your assigned tasks. Tasks are presented in a table with a toolbar to perform actions. Standard toolbar actions are covered in the working with Longview tables section of the user guide.
To update a task:
- In the Data Collection category of the Task Management navigation pane, click Tasks.lvapp. The app opens in the workspace.
- Select the appropriate tab based on your role for the task you want to update.
- For the appropriate task, click in each cell, and complete the following information:
Field Notes Due Date
This field is available only to Approvers and Assigned Users. If necessary, use the calendar control to update the Due Date for the task.
Start Date
This field is available only to Approvers and Assigned Users. If necessary, use the calendar control to update the Start Date for the task.
Completion Date
This field is available only to Approvers and Assigned Users. Use the calendar control to indicate the date the task was completed.
Tax Type
Select the tax type associated with the task, if applicable. For example, Income Tax.
Form
Select, or type the name of the related tax form to submit to the tax authority, if applicable. For example, US Federal 1120 (US Corporate Income Tax Return). This field can have a maximum of 255 characters.
Tax Due
Select one of the following, if applicable:
- Payment—Specifies that a tax payment is due.
- Refund—Specifies that a tax refund is expected.
Method
This field applies only if Tax Due is Payment or Refund.
Specify the payment or refund method from one of the following:
- Check/Cheque
- Electronic Funds Transfer
- Custom—Type any other custom method related to your company, up to a maximum of 255 characters.
Amount
This field applies only if Tax Due is Payment or Refund.
Specify the amount for the payment or refund.
Processed Date
This field applies only if Tax Due is Payment or Refund.
Use the calendar button to select the date that the payment was sent or the refund was received.
Address
Select or type the address of the receiving authority for the tax due or submission. This field can contain a maximum of 255 characters.
Status
Select the appropriate status for the task. All tasks start with the default status of Not Started.
For workflow tasks:
- In Progress—If you are the Preparer, change the status to this state when you start a task.
- Submitted for Review—If you are the Preparer, change the status to this state when you submit the task for review by the Reviewer.
- Rejected to Preparer—If you are the Reviewer, and you have rejected a task that is submitted for your review, change the status to this state to send it back to the Preparer.
- Submitted for Approval—If you are the Reviewer, and you have approved a task that is submitted for your review, change the status to this state.
- Rejected to Reviewer—If you are the Approver, and you have rejected a task that is submitted for your approval, change the status to this state to send it back to the Reviewer.
- Approved—If you are the Approver, change the status to this state when the task is complete and approved. Once you set the task to Approved, you should also set the Completion Date accordingly.
For assigned tasks:
- In Progress—Change the status to this state when you start a task.
- Complete—Change the status to this state when you complete a task.
Notes
Specify any supplementary information for the task, up to 4000 characters. If you need to add more than 4000 characters, or want formatting options, use an attachment instead.
Attachments
If you want to attach a file to a task, see Working with attachments.
- When you are finished, click Submit.
Note: Only changes for the tab that is currently in view are submitted. You must click the Submit button for each tab that has pending changes.
Viewing the Task List
The Task List is a read-only list of all the tasks in the system. In some instances, you may find it useful to review information for tasks that aren’t assigned to you.
To review the Task List:
- In the Administration category of the Task Management navigation pane, click Task List.lvapp. The app opens in the workspace.
- Review the tasks in the system.