Who is this article for?

Ideagen EHS users creating tasks.

Permission to create tasks is required.

The Task Management module (also known as Action Item Management) is used to create, view, and manage tasks. This module is primarily used to track and monitor all the tasks or Action Items that have been created in various modules.

This article outlines:

1. How to Create the Task
2. How to Set a Recurrence Pattern
3. How to Add a Documents to a Task
4. How to View the Occurrences of a Task

1. How to Create the Task

1. Click on the Modules Icons.
2. Click on the Task Management .
3. Select on the Create Task.

4. Enter the required information:

• • • Action Item Name: A user friendly name for the task that users will see. It is best to keep these clear and concise.
    • Action Item Category: A drop down list to select the category.
    • Action Item Drivers: A drop down list to select the driver of the action.
    • Reference/Citation: A text field to provide an additional link or reference.
    • Action Item Description: The description for the action item. This can be configured to be a simply Yes/No value.
    • Module Reference: The user can select the module that the task relates to.
    • Action Item Priority: The priority of the action selected (usually Low, Medium or High).
    • Recurrence: Whether or not the task will be a recurring task. Please see How to Set a Recurrence Pattern for more details.
    • Assigned By: The person responsible for assigning tasks to others. 
    • Assigned To: The owner of the task. You can select more than one owner.
    • Primary Owner/Group: The owner or group who owns the overall task.
    • Track Action: The user can select whether or not the action items will be created for each owner. If more than one person has been assigned then there will be an action for each person.
    • Notify Owners Immediately: A notification will be issued to the owners.
    • Verification Required: Whether or not the task action requires additional verification.

5. Click Save.

Note: The Task Id is automatically populated and will be displayed in the format of CountryCode-LocationCode-LT-SequenceCounter (e.g. ARI-Oaklands Calif-LT-00048). The Task Id is a unique ID for the task that can be used for dependent action items linked to this task.

2. How to Set a Recurrence Pattern

When you create a task it is possible to set the task as a recurring task. This means the task will repeat for a defined period of time.

To set the recurrence pattern:

1.  Create your new task
2. When prompted, set Recurrence to Yes.

3. Enter the required information: 

• • • All Day/Any Time: Selected if the task deadlines will only include a date. If this is not selected then deadlines (e.g. First Due Date) will require a time as well as a date (e.g. 04/07/2025 12:00).
    • Event Time: The time of the event (Note: This will not be displayed if the recurrence is set to all day).
    • First Due Date: The due date of the first action.
    • Repeat Until: When the recurrence will end.
    • Recurrence Pattern: How frequent the task will recur (e.g. Weekly, Monthly, etc).

4. Continue filling in the required task fields and click Save.

3. How to Add a Documents to a Task

Documents can be linked to the task to provide further information or context to the task.

To add a document:

1. Open the task.
2. Go to the Document tab.
3. Click New to add a new document.

4. Select your file.
5. Click Save.

4. How to View the Occurrences of a Task

1. Open the task.
2. Go to the Occurrences tab.
3. Click Edit.
4. Select your time filter.

5. Click Go.