Tasks

In contrast to the task calendar, tasks are displayed here in a list. All tasks are listed compactly in this view.

Show task
To display a specific task, click on the Show button in the Actions column. All details relating to the task are then displayed.

From the View task view, the task can be marked as completed, downloaded as an iCal calendar file and also edited. The buttons at the bottom left are available for this purpose: Mark as completed, Download task as iCal, Edit.

Filter tasks
The tasks can be filtered according to the following criteria: Title, Deadline, Completed, Assigned to, Origin of task. After applying the filter, only the tasks that match the filter criteria are displayed in the list of tasks.

Create new task
To create a new task, click on the New button in the top right-hand corner. Then fill in the form and click on the Add button at the bottom left. If the task is assigned to a person, the person will find this task in the dashboard (section: My tasks), in the task calendar and in the list of tasks.

Edit task
To edit an existing task, click on the title of the task or alternatively on the Edit button in the Actions column.

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

To create a new task template, first click on Tasks > Task template in the side menu to open the list of templates. Task templates can be managed from here. A new task template is created by clicking on the New button at the top right, then filling in the form and clicking on the Save button.

Description of selected form fields and options
Due date (days): Number of days to fulfil the task.
Avoid weekdays: The due date (days) does not change on these days.
Avoid alternative days: Just like weekdays, only that alternative days are managed by the admin.
Attachment: An address, e.g. to a pdf document or any text snippet.

If the aim is to assign one or more tasks to an event, then task groups are used for this. Task groups for traineeship types are also necessary to create workflows for the traineeship.

Where can I assign tasks to a course? List of events > Specific event > Actions:Show > Column:Tasks > Section:Generate new tasks.

In Task template groups, select a specific, previously specified task group, assign it to a person and then click on the Create task button.

Where can I see the tasks assigned to the event? List of events > Specific event > Actions:Show > Column:Tasks > Section:Task overview

Note: It is advisable to read the instructions in full before changing anything in the system. If something is not clear or you have tips for the instructions, please write to us.

Task groups are different from tasks and are also separated internally. Task groups can be used to assign tasks to specific events.

A task group is a named summary of task templates. A task is a specific instance that is assigned to a person in Campus Events.

Putting together a task group

One or more task templates can be assigned to a task group.

This means that a task group is made up of one or more task templates.

The task group and task template together 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 constitute active events.

In other words, a task group is initially just a template that must first be assigned to a specific event. Or to put it another way, we create an instance of the task group within an event. The instance forms the active tasks, whereby the task group is the building instruction for this.

In the "Task group" overview, click on the New button at the top right to create a new task group.

A form for setting up the task group opens.

To be able to select from the task templates, click on the New button under Tasks. A specific previously created task template can then be selected from a drop-down list. In this way, several task templates can be added to the task group.

Note for understanding: Do not confuse tasks and task templates. Here you can see a selection of previously created task templates. You first create task templates. Then you create a task group from these task templates. And then you can use the task group to assign tasks to an event.

Assigning tasks to an event

Prerequisite: A task group has been created. The task group contains at least one task template.

Click on Show under the Actions column in the event overview for the desired event.

In the new view for the event, click on the Tasks tab to manage the tasks for the event.

Tasks : Tasks overview
If available, the tasks assigned to the event are listed here.

Tasks : Generate new tasks
Under Tasks template groups, select an already created task group from the drop-down list, optionally assign it to a person and then click on the Create task button. Now the tasks that were included as task templates in the selected task group appear as mandatory tasks that must be completed in the task overview of the event.

Note: After assigning a task group to an event, the specific individual tasks can be edited, e.g. change assigned to individually if desired. The task group is now independent of the specific tasks created.

Note: The task group remains separate as a template and can be reused. If a task group or task template is deleted, this has no effect on the active tasks that are already assigned to an event.

A workflow is a set of tasks that are processed in a specific order. How a workflow is created, which tasks a workflow contains and how the sequence can be specified is shown in the following description.

Below, you can see the sequence of steps that must be taken to create a workflow. Only when the traineeship record can be created according to this scheme is a workflow automatically generated by the system. Each sub-step defines certain necessary settings for the workflow:

1. Createtask template/s
2. Create a task group. This is made up of task template/s.
3. Createtraineeship type.
4. Createtraineeship. Campus Events then creates the appropriate workflow for the participant.

Create exception day

The exception days can be created manually by clicking on Actions > New at the top right:

Then fill in the opened exception days form and click on the Add button at the bottom.

If the exception days have been added successfully, a corresponding message is displayed.

Import exception days

The exception days can be imported using the iCal calendar exchange format,
click on Actions > Import at the top right:

The form for importing the iCalendar file opens:

A URL to the import source must be entered.
Here you can find some URL examples: https://www.schulferien.org/deutschland/ical/

If the exception days have been successfully imported, they will be displayed in the list and a corresponding message indicating success will be displayed:

Export exception days

The list of exception days, as sorted and filtered in the view, is exported by clicking on the Export button at the bottom right and then clicking on the export format. The download of the file with the exception days then begins.

Filter exception days

The desired filters are selected via the filter drop-down menu at the top right.
The following filter options are currently available: Name; Start; Import source.

Once the filters have been selected, the filter criteria displayed must still be defined.
Then click on the "Filter" button to apply the filters.

Exception days Actions

Delete (multiple / single)

Several exception days can be quickly deleted from the list.
To do this, the exception days must be selected using the checkboxes on the left in the list view.
The Delete option in the selection menu (marked with the number 2 in the image) must be selected, then the deletion process must be confirmed by clicking on the OK button.

Individual exception days are deleted by clicking the Delete button in the Actions column.

Show

The following information on an exception day data record can be displayed:
Name; Start; End; Created by; Changed by; Import source; Import ID.

Edit

Stored exception days can be subsequently edited by clicking the Edit button in the Actions column.