View and Manage Tasks in 25Live

A "task" is an actionable item that needs to be responded to, such as a location/resource assignment request, or approval/FYI notification assigned to one or more 25Live users. Location/resource assignment requests and approval/FYI notifications are automatically generated by the system. To Do tasks are created manually by 25Live users and can be assigned to themselves or other users.

There are two ways to access the Tasks page from the 25Live Home page:

  • Use the Tasks link in the Home Dashboard widget. When you do this, the tasks in the group you selected are shown in a list on the Tasks page. You can change the view if needed.

OR

  • Use the Tasks link in the top navigation bar. When you do this, your overdue tasks appear in a list on the Tasks page. You can change the view as needed.

Completing Tasks

Tasks can be accessed in any of the following pre-defined groups:

  • Overdue: Incomplete tasks assigned to you, due today or within the past 60 days.
  • Outstanding: Incomplete tasks assigned to you, due between X days in the past and Y days in the future. This status will be reflected with a red notification.
  • Flagged: Flagged: All tasks that are flagged for attention, due between X days in the past and Y days in the future.
  • Completed: All tasks assigned to you and completed, due between X days in the past and Y days in the future.
  • Assigned by You: All tasks you've assigned to other users.

Completing a Task from Dashboard

  1. Access the tasks page. Tasks can be accessed from the Tasks widget on your dashboard, through the Tasks link in the top navigation bar, or by navigating to the search page and selecting Tasks from the dropdown menu.

  1. Find the task you want to complete. Use the links for the appropriate action to complete the task:
  • Approve or Deny to complete an approval notification.
  • Assign or Deny to complete a location or resource assignment request.
  • Complete or Ignore to complete a To Do task.
  • Update the event state from Tentative to Confirmed if event can be reserved. NOTE: This will automatically send a confirmation email to the requester.

Completing an Event - Related Task from the Event

  1. Find the event. Open the event and choose the Task List view. NOTE: Confirming an Event Doesn't Complete All Event Tasks. If an event's Event State is changed to confirmed, the tasks in that event are not automatically completed (nor are they required to be completed in order to change the Event State).
  2. Find and Complete the Task. Tap the appropriate action to complete the task: Approve/Deny, Complete/Ignore, Assign/Deny.
  • Use Approve or Deny to complete an approval notification.
  • Use Assign or Deny to complete a location or resource assignment request.
  • Use Complete or Ignore to complete a To Do task.

Cancelling Events

When an event is cancelled, all its location and resource assignments are immediately released for re-assignment. The cancelled event is still stored in 25Live.

To cancel a single occurrence/non-repeating event using the Event State dropdown, from the event's details view, use the Event State dropdown to change the state.

Tasks Page

Tasks assigned to you and tasks assigned by you are displayed (and can be searched for and completed) on the Tasks page. This example shows the Tasks page in the list view.

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Task Area Links

The links in the Tasks widget of your 25Live Home dashboard allow you to access and view the tasks in each of the groups described below. If a group is not listed, there are no tasks in that group. These categories are also used as "Pre-Defined Groups" of tasks in the search view.

  • Overdue: Incomplete tasks assigned to you, due X days in the past.
  • Outstanding: Incomplete tasks assigned to you, due between X days in the past and Y days in the future. This status will appear as a red notification in the top bar.
  • Flagged: All tasks that are flagged for attention, due between X days in the past and Y days in the future.
  • Completed: All tasks assigned to you and completed, due between X days in the past and Y days in the future.
  • Assigned by You: All tasks you've assigned to other users.

Task View Controls

When viewing tasks on the Tasks page, you can do any of the following:

  • Use the List button to see the selected tasks in a list view.
  • Choose the columns you want to show in the list view by using the Select Columns button. Select or deselect the columns you want, then click Done.
  • Choose Bulk Edit to quickly apply different actions and update multiple tasks at once.
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