Tasks

Tasks

The ‘Tasks’ section is used to manage all specific tasks. A task can be assigned a description, a due date, a responsible person and an attachment. Completed tasks can be marked as such.

Overview of tasks

Title: Identifies the task and is displayed in the task overview and in the task calendar.

Description: Contains additional information and notes on how to complete the task.

Deadline: Sets the date and time by which the task must be completed.

Completed on: Marks the task as completed. For tasks that are still open, this field remains blank. Once completed, the completion date is displayed in the overview.

Assigned to: Specifies which person or user account is responsible for the task.

Origin of the task: Indicates the context from which the task arose, for example, through manual creation or a parent task process.

Attachment: Adds a related file to the task.

Task templates

Task templates are used to define recurring tasks with standardised specifications. The task template overview displays the title and indicates whether the task is active. The due date is also shown.

Note: A task template (task) must be used in conjunction with task groups. A task template must be assigned to a task group.

Active: Determines whether the task template can be used. Deactivated templates remain in the system but are not available for regular use.

Title: Displays the name of the task template.

Description: Contains the general task description that can be used for tasks created based on the template.

Due date (days): Specifies the number of days until the task is due.

Avoid weekdays: Specifies which weekdays should not be used as due dates. If the calculated due date falls on a selected weekday, it is postponed in accordance with the rule defined.

Avoid alternative days: Takes into account the periods specified in the ‘Exclusion Days’ section when calculating the due date.

Due date fallback strategy: Specifies how the due date is postponed if the calculated date falls on an excluded weekday or an exception day.

Attachment: Adds an associated file to the task template.

Task groups

Task groups bring together several related tasks within an event. This allows tasks that share a common subject-matter or organisational context to be grouped together in a structured way.

Task groups differ from tasks and are also separated internally.

Title: Name of the task group.

Assignments: Specifies which assignment templates form part of the assignment group. Further assignment templates can be added to the group using the plus icon.

Assigning tasks to a course: Prerequisite : A task group has been created. The task group contains at least one task template. A specific course is selected from the list of courses. Via the ‘Display’ section, you can navigate to the tasks and create a new task. Once created via the specific event, the tasks that were included as task templates in the selected task group will appear as mandatory tasks in the event’s task overview.

The task can be completed directly via the specific course (“Mark as completed”) or the task can be downloaded as an iCal file.

Creating a task group

One or more task templates can be assigned to a task group. Together, the task group and task templates form a template that can be used to assign a number of tasks to an event. On their own, task groups and task templates do not yet constitute active events.

A task group is initially just a template that must first be assigned to a specific event. The task group is, so to speak, the instruction manual for the tasks that will later become active in Campus Events.

Note: Once a task group has been assigned to an event, the specific individual tasks can be edited. From this point onwards, the task group is independent of the specific tasks that have been created. The task group remains as a separate template and can be reused. If a task group or task templates are deleted, this has no effect whatsoever on tasks that are already active and assigned to an event.

A workflow is a set of tasks that are carried out in a specific order. They represent a sequence of related tasks. Each sub-step defines specific settings required for the workflow. Workflows can be assigned to a responsible person. The overview shows how far the process has progressed and which task is currently due.

Title: Name of the workflow.

Assigned to: Specifies which person or user account is responsible for processing the workflow.

Progress: Displays the number of tasks already completed in relation to the total number of tasks in the workflow.

Current task: Displays the task that is currently due for processing within the workflow.

The ‘Exclusion Days’ section is used to specify individual days or consecutive periods that should not be taken into account when calculating task due dates. These may include, for example, public holidays, company holidays or other periods when work is not carried out.

Note: For exception days to be taken into account for a task, the ‘Avoid fallback days’ option must be enabled in the relevant task template.

Overview of Exception Days

Description: Displays the name of the exception day or exception period.

Start: Displays the first day of the exception period.

End: Displays the last day of the exception period. For a single exception day, the start and end dates may be the same.

Importing exception days

Via Actions > Import, multiple exception days can be imported into the system at once from a prepared file. This allows, for example, public holidays or university-wide closure periods to be entered in bulk. Once the exception days have been successfully imported, they are displayed in the list.

Note: A URL for the import source must be specified. Here are some URL examples: https://www.schulferien.org/deutschland/ical/