Tasks. User Guide 4.12

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1 Tasks User Guide 4.12

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3 ABOUT NORTHWOODS CONSULTING PARTNERS Northwoods Consulting Partners, Inc., founded in 1999, is a privately-held software development and services company headquartered in Dublin, Ohio. Our Compass Software product suite is created solely to serve the needs of human services agencies nationwide. With proven technology, and a focus on industry knowledge and our clients, we create business solutions that provide proper application of products and services with tangible and measurable results. COPYRIGHT AND TRADEMARKS NOTICE Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Northwoods, the Northwoods Bear Logo, the Northwoods tagline, and Compass are trademarks and service marks of Northwoods Consulting Partners, Inc. Rather than repeat the trademark and service mark attributions throughout this document, Northwoods hereby asserts its rights for all of its products and services. All other trademarks and service marks are the property of their respective owners. Unless stated to the contrary, no association with any other company or product is intended nor inferred. DISCLAIMER Northwoods Consulting Partners has made reasonable effort to ensure the accuracy of this manual. Information in this document is subject to change. If you should discover any discrepancies, please notify us immediately. CONTACT INFORMATION Northwoods Consulting Partners Address: 5815 Wall Street Dublin, Ohio Phone: (614) Web: teamnorthwoods.com Northwoods Support Center Phone: (614) help@teamnorthwoods.com Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page i

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5 Launching Compass Pilot Launching with Windows Authentication Compass Pilot Interface Menu Bar Toolbar Task Bar Tasks Viewing a Task Task Actions Options Tasks Views Auxiliary Panel Options Filtering Your Display Work Sharing Exiting Compass Pilot Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page iii

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7 Launching Compass Pilot 1 - LAUNCHING COMPASS PILOT To launch Compass Pilot, 1. Double-click the Pilot icon on your desktop (Fig. 1.1). Fig. 1.1 Pilot desktop icon The login window appears (Fig. 1.2). Fig. 1.2 Compass Pilot login screen 2. Enter your username and password. Your username is the same as your Windows username. Your password is the same as your DMS password. 3. Click OK. Launching with Windows Authentication Launching Pilot with Windows Authentication loads the login screen with your Windows user name and password. This option must be enabled by your system administrator. To launch Compass Pilot with Windows Authentication, 1. Double-click the Pilot icon on your desktop. The login window appears (Fig. 1.3). Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 1

8 Launching Compass Pilot Fig. 1.3 Compass Pilot login screen with Windows Authentication 2. Click OK. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 2

9 Compass Pilot Interface 2 - COMPASS PILOT INTERFACE When you launch Pilot, the main window opens displaying the Driver Panel, the Stage, and the Auxiliary Panel. Stage Driver Panel Auxiliary Panel Fig. 2.1 Compass Pilot interface You can detach an application from the Driver Panel or show/hide the application buttons by clicking on and dragging the collapsible splitter. To detach: 1. Right-click on one of the application buttons, for example, Forms. 2. Select Detach Forms. The application detaches from Pilot, allowing you to move it from one of your monitors to another. Collapsible Splitter Fig. 2.2 Detach application 3. Click on the X to close. The application is reattached to the main window. Menu Bar The Menu Bar displays at the top of the main window. Menu options allow you to take action on different parts of the software program. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 3

10 Compass Pilot Interface Fig. 2.3 Menu Bar Tools Menu The options on the Tools menu include: Fig. 2.4 Tools Menu Manage My Usernames/Passwords The Authentication Manager screen allows you to manage your Pilot and CoPilot password. Additionally, other DMS-specific options may be available. To enable password editing, click Change Password. Click Save when finished. Fig. 2.5 Authentication Manager Manage My Recipient Pools The Manage My Recipient Pools menu will display only for pool managers, who have permission to manage the tick lists in recipient pools. To manage Recipient Pools Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 4

11 Compass Pilot Interface 1. Select Manage My Recipient Pools. 2. Select a recipient pool in the list. 3. Click Edit. Fig. 2.6 Edit Recipient Pool Tick List To add members to the Tick List 1. Select one or more names from the Recipient Pool Members list. Group selection techniques can be used to select members. Add a member to the Tick List Order multiple times to increase the frequency of their assignment in the rotation. 2. Click the right-pointing green arrow to move the selected members to the Tick List Order panel. To order the members in the Tick List 1. Select one member from the Tick List Order list. 2. Use the green up or down arrows to position the member in the recipient list rotation. 3. Click Save. To remove members from the Tick List 1. Select one or more names from the Tick List Order list. Group selection techniques can be used to select members. 2. Click the left-pointing green arrow to remove the selected members from the Tick List Order list. 3. Click Save. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 5

12 Compass Pilot Interface My Settings, General Tab Allows you to: Choose which modules you want to automatically launch when Compass Pilot opens. Select a printer for label printing. Move task types to the My Selected Tasks field. When you submit a form and complete the Verify Index Values box, specifically the Location, Other drop-down, you will see your My Selected Tasks types populate at the top of the list. Fig. 2.7 My Settings - General tab My Settings, Notifications Tab Allows you to turn on or off task notifications for balloon messages only. This does not impact toast notifications. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 6

13 Compass Pilot Interface Detach Smart Search Fig. 2.8 My Settings, Notifications tab Notifications are not supported with the FileNet backend. Themes Allows you to pick a theme color for Pilot. Choices are Emerald and Sky Blue (default). Screen Capture Takes a screen print of the current page. Administration Your System Administrator has access to the Administration option. For most users, this option is inaccessible. Help Options The Help options in the Menu Bar include About and Online Help. Clicking Help, About displays module and services information for Compass Pilot. Clicking Help, Online Help opens the Compass Software Online Help window which includes links for the: User Manual(s) Quick Reference Guide(s) Release Note(s). Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 7

14 Compass Pilot Interface Toolbar The Toolbar displays at the top of the Pilot main window. These options allow you to take action on different parts of the software program. Fig. 2.9 Toolbar Product Drop-down List Allows you to open a different Compass Software product. The Product Drop-down list controls which module the Smart Search searches against. Smart Search Searches the system for client information. Detach Smart Search Detaches the Smart Search and displays it as a separate window. Fig Smart Search Task Bar The task bar (located at the bottom of the Compass application) will now display the Current Profile for Capture, Forms and Documents. It will also update when changed via the Select Profile functionality and clear when navigating to an application (Tasks, People, etc.) that doesn't have a form. In Forms, the existing functionality which displays whether a search is Done, Loading... or presents an exception as displayed in the task bar will now be appended after the Current Profile. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 8

15 3 - TASKS Viewing a Task Tasks contains and manages tasks. Documents, clients, and cases are examples of task related objects. To view a task in Tasks: 1. Click on the Tasks button in the Driver Panel. 2. Tasks opens. Depending on your default settings, either the Tasks Calendar or Tasks List displays. Click on an entry to display additional details in the Tasks Info, Associated Info, and Notes tabs of the Auxiliary Panel. If more than one task is selected, the Auxiliary Panel is blank (does not display Tasks details). 3. To save the display settings so that Tasks always appears the way you want it, click on Save Display Settings. Each task is associated with a Priority level: High - Exclamation Point Medium - Blank Low - Down Arrow The product icon displays in the Associated Info tab for the appropriate module(s) for which the task is associated. The Driver Panel contains Work Sharing, a Types and Filters tab, and additional filter options. Fig. 3.1 The Tasks interface Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 9

16 Tasks Tabs Tasks Calendar Tab Displays the tasks in a calendar view. You can view the task in either the Month, Week, or Day tab. The calendar displays items by time in the Monthly, Weekly and Daily views. Access to the Tasks calendar is permission-based and available (enabled) initially by default. For system performance reasons, it is recommended that the system administrator consider allowing access to only those users who need to use it. When you are in the Calendar view, a Today button appears in the toolbar. Clicking this button takes you directly to today s date. Tasks List Tab Displays the tasks in a grid view. The order of the entries are based on due date. The column headers in the Task List view are sortable. Fig. 3.2 Calendar View, Month tab Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 10

17 Organizing and Filtering the Tasks List tab Any changes you make when organizing your Tasks List will be not be saved between Pilot sessions unless you click the save Display Settings button before logging out of Pilot. To organize your Tasks Lists tab: By ascending or descending order. Click on a column header. By grouping. Click and drag a column name to the bar above the column names titled Drag a column here to group by this column. For example, if you click and drag Member Info to the bar above, tasks are organized and listed for each client. To return to the default list, click the black X on the column header you selected. To sort the Tasks List by a category, click and drag a column header to the top. In the example here, Priority is now on top which determines the organization of the Tasks Lists area. Click on the Filter icon to choose filter options Contains, Starts with or Equals Type alpha or numeric data in the row below the column headers to filter the list based on the filter options criteria. Priority Column Header High Priority Low Priority Medium Priority Filter Icon Fig. 3.3 Tasks List sorted by category Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 11

18 Task Actions Options Task Actions are available from both your Task Lists and Tasks Calendar. 1. Highlight an entry from the list by single-clicking. 2. In the toolbar, click on the Task Actions menu or right-click on an entry to see the Tasks grid context menu. Only valid menu options are shown in these menus when no tasks are displayed in the grid. Fig. 3.4 Tasks Actions Change Task(s) Status to Assigned Changes the status of the task to Assigned. This action may prompt the Compass Tasks dialog pop-up window. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Change Task(s) Status to In Progress Changes the status of the task to In Progress. This action may prompt the Compass Tasks dialog pop-up window. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Complete Task(s) Completes the task and removes it from your Task List. You can complete more than one task at a time. To complete a task(s), click Yes in the Compass Tasks dialog pop-up window. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 12

19 message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Delete Task(s) Removes and deletes the task from your Task List. You can delete tasks that you created. When you delete a task from the Calendar, the task now located in the same position as the one deleted receives focus (is highlighted). Exceptions include: If the last task in the list is deleted, the new last task will be highlighted since there is no longer another task in that position If the task list is filtered (from the top GridView filter fields) and the last task in the filter is deleted, the filter is cleared and the first item in the task grid list is highlighted If multiple rows are selected for deletion, the location of the first row which was selected is highlighted. If you attempt to delete a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. The deletion will not occur and your task list will be automatically updated. Mark Task(s) Read Marks the task as read (opened) and gives the entry an opened envelope icon. Mark Task(s) Un-Read Marks the task as un-read (unopened) with an unopened envelope icon. Assign Follow Up Date (Mark as Complete) Changes the type of the task, marks the task as complete, and creates a new task associated with a follow-up date and time. This is a single-task operation and is not available if multiple tasks (more than one) are selected. The new task will always have a status of Assigned. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 13

20 Fig. 3.5 Select a follow up date and time Reassign Task(s) This option allows you to reassign one or several tasks to another caseworker. If you attempt to reassign a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. 1. In the stage, select a task to be reassigned. 2. In the toolbar, select Task Actions > Reassign Task(s). The Select a recipient... window opens. 3. Based on your agency s practices, either add a specific recipient or add the next recipient in the rotation. (See To add a specific recipient on page 14 or To add the next recipient in the rotation on page 15 for more information.) To add a specific recipient 1. Select the Standard tab. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 14

21 2. Optional To view a filtered list of recipients, choose a Group and/or Department under Additional Filters 3. In the Recipients pane, select a recipient. 4. Optional - To edit the assignment description, click in the Assignment Description field. 5. Click Select. To add the next recipient in the rotation 1. Select the Pool tab. 2. From the Recipient Pool drop-down list, select a pool. Once you have selected a recipient pool, the next available person on the tick list will automatically be selected and display a green checkmark next to that member s name. 3. Optional To select a different recipient, click Get Next Suggestion. The next available person on the tick list will automatically be selected. 4. Optional To add a note, click in the Note area. There is a limit of 500 characters. 5. Optional To display a bar graph of worker assignments within a date range, click Show Assignment History. 6. Optional - To edit the assignment description, click in the Assignment Description field. 7. Click Select. When a task's status is changed or it is reassigned with Reasons enabled, the user will be allowed to enter an optional note along with the Reason. The optional note is only available when a single task is selected; otherwise the note field does not appear on the Reasons prompt. Copy Task This option allows you to copy an existing task to create a duplicate. The newly-copied task will be prefaced with Copy of until you explicitly change it. View Task History This option provides a detailed view of the history of a task selected in the Tasks List. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 15

22 Fig. 3.6 Task History Create New Task This option allows you to create a new task. To create a new task: 1. In the toolbar, select Task Actions > Create New Task. The Create new task window opens. Fig. 3.7 Create new task Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 16

23 2. In the Task Type drop-down list, choose a task type. 3. In the Description field, enter a description. 4. In the Due Date section, select the desired due date and time. 5. In the Priority drop-down list, select the priority level. 6. Optional To add a note, click in the Note area. There is a limit of 500 characters. 7. To select one or more recipients, click Add Recipient(s). The Select recipients window opens. 8. Based on your agency s practices, either add specific recipients or add the next recipient in the rotation. (See To add specific recipients on page 17 or To add the next recipient in the rotation on page 17 for more information.) 9. Click Save. Depending on your agency s configuration, you may be prompted to select a task origin. Select one from the Select Task Origin drop-down list and click OK. To add specific recipients 1. Select the Standard tab. 2. Optional To view a filtered list of recipients, choose a Group and/or Department under Additional Filters 3. In the Recipients pane, select one or more recipients. 4. Click OK. To add the next recipient in the rotation 1. Select the Pool tab. 2. From the Recipient Pool drop-down list, select a pool. Once you have selected a recipient pool, the next available person on the tick list will automatically be selected and display a green checkmark next to that member s name. 3. Optional To select a different recipient, click Get Next Suggestion. The next available person on the tick list will automatically be selected. 4. Optional To add a note, click in the Note area. There is a limit of 500 characters. 5. Optional To display a bar graph of worker assignments within a date range, click Show Assignment History. 6. Click OK. The user assigning the task and the assigned recipients all receive a pop-up notification. Based on your agency s settings, you will see either a balloon message or a toast message. Clicking on the message applies a filter to display only the newly assigned task in the Tasks List tab. Click Reload to return to your previous filter. Fig. 3.8 Balloon Task Notification Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 17

24 Fig. 3.9 Toast Task Notification Select Columns The Tasks List tab columns are visible by configuration. The current column choices are: Type Task Num Queue Assigned To Task Description Status Reason Due Date Due Priority Member Info Date Completed (time and date) State Case Number - Tasks associated directly or indirectly with multiple state case numbers have all of the case numbers displayed in this column as a comma-separated list. There is no limit to the number of case numbers that can be listed. Assigned By Source Task Origin CreateDate Assignment Date - Normally this entry will be the same as the Create Date, but if the task has been reassigned, the entry shows the actual date the assignment was made. Note - Indicates that a task has a note. This is not available for FileNet tasks. If FileNet Workflow is the chosen tasking engine, this column will not be visible. However, for all tasking engines, the Notes tab text in the auxiliary panel will be highlighted with asterisks to indicate a note(s): Notes means no notes are present **Notes** means note(s) are present. Choosing the Select Columns option allows you to hide column headers in the Column Chooser window. Any changes will be preserved between Pilot sessions if you click Save Display Settings. To hide a column header: 1. In the toolbar, select Task Actions, Select Columns. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 18

25 1. Right-click in the search results area and click Select Columns. 2. The Column Chooser window opens. Drag a column header from the search area to this window. The column header will no longer be visible in the Task Lists grid. To restore the hidden column header, drag it from the Column Chooser window back to the Task Lists area. Fig Column Chooser window Select All Selects (highlights) all of your tasks. Clear Filters Removes user-set filters and displays the default view in your Tasks List. Export Tasks List Allows you to export your task list to a spreadsheet. The order of the exported tasks will match the order of the list in Compass Tasks at the time of export. To export a task(s): -OR- 1. Optional - Display only the columns you want included in the exported file by using the Select Columns Action option. -OR- 1. Optional - Input data under the column header to filter your Task List view. 2. Choose the Action option of Export Tasks List either from the toolbar or right-click method. 3. In the Save As window, choose a location and give your file a name. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 19

26 4. Click Save. 5. Locate the file to view the outcome. Print Tasks List Allows you to print your task list. To print your task list: 1. Optional - Display only the columns you want included in the printed file by using the Select Columns Action option. -OR- 1. Optional - Input data under the column header to filter your Task List view. 2. Choose the Action option of Print Tasks List either from the toolbar or right-click method. 3. A print preview opens displaying in a landscape grid. Click on the Print icon to complete the process. 4. The Print dialog box does not open. The grid will print to your default printer. A footer is printed at the bottom of the print-out specifying the user s name and the date that the task list was printed. Tasks Views Tasks has pre-set and customizable options for managing your Tasks views. Fig Tasks module Views Drop-down menu On the Manage Tasks Views screen, there are three options for managing the views you have created: Update: Allows you to update existing settings for the selected view. You must have the grid and all desired filters set before updating the view. Edit: Allows you to edit the selected view; you can edit the description and deem the view as public if you have that permission Delete: Allows you to delete the selected view. If you have administrative permission, you can delete any and all views you have created and any and all public views that other users have created Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 20

27 Fig Manage Tasks Views On the Add Task View screen, you can create and add Tasks views. User-created Tasks views save: User preferences for Task Types Tasks grid column characteristics The Include Completed and Completed Date information. You can also designate a view you create as a Public View, meaning that it will be usable by other users. Fig Add Task View The Public Task Views menu option lists all public views you and other users have created. This includes a pre-set list of commonly-used views, including: All Tasks Complete Tasks Incomplete Tasks Overdue Tasks Tasks Due Today The My Task Views menu option lists only the views you created. Custom and Public views are disabled if you are viewing a specific case or client accessed through People. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 21

28 Auxiliary Panel Options The Auxiliary Panel can be detached, similar to the other modules of Compass Pilot. The Auxiliary Panel for Tasks contains tabs for Task Info, Associated Info, and Notes. Configuration options vary depending on your tasking engine. Task Info Tab The Task Info tab options: Fig Task Info Tab Task Description - brief description of the task Type - type of task, for example, Client Followup Call or Document New Mail Priority - Levels of priority including High, Medium, or Low Team Task - Determines how the completed status is handled for all task assignees. More than one caseworker can be associated with the task. If the task is a team task, and at least one caseworker completes their task, all the users assigned to the task will show a status of Complete. If it is not a team task, each caseworker must complete their part of the task before they receive a Complete status. Due - Date and time when the task is due. A count-down timer displays the number of days and hours until the due date. If the day and hour has passed, the count-down timer font is red. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 22

29 Assignments - Lists the name of the caseworker(s) along with the task s description. Task statuses include: Assigned In Progress Complete Optional - Choosing a different status may prompt the Compass Tasks dialog pop-up window to open. You can: A. Select the appropriate reason. B. Click Save. C. Click on the Save icon in the Task Info tab. The reason displays in the Reason column in the Tasks List tab in the stage. Fig Compass Tasks dialog pop-up Other Assignments - Additional user(s) associated with the task s assignments Reassign Task icon Add recipient(s) to task assignments icon Remove Recipient(s) from task assignments icon Save icon Response - Allows you to choose the appropriate response for a task, for example, Remove from Workflow or Send to Locate Department for the purpose of mapping the task. The Queue (folder) the task is in determines the Response options you see. Some Queues are public while others, like Inbox, include tasks assigned only to you. Once a Response is selected, the Green Checkmark must be clicked to complete the process. Responses are configurable per agency. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Reassign Task You can reassign a task to another caseworker: 1. In the stage, select a task to be reassigned. 2. In the auxiliary panel, click the Reassign Task icon. The Select a recipient... window opens. 3. Based on your agency s practices, either add a specific recipient or add the next recipient in the rotation. (See To add a specific recipient on page 14 or To add the next recipient in the rotation on page 15 for more information.) Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 23

30 Add recipient(s) to task assignments You can add recipients to the task in addition to the caseworker originally assigned: 1. In the stage, select the desired task. 2. In the auxiliary panel, click the Add Recipient(s) to task assignments icon. The Select recipients... window opens. 3. Based on your agency s practices, either add specific recipients or add the next recipient in the rotation. (See To add specific recipients on page 24 or To add the next recipient in the rotation on page 24 for more information.) The recipients selected appear in the Other Assignments field. Fig Other Assignments To add specific recipients 1. Select the Standard tab. 2. Optional To view a filtered list of recipients, choose a Group and/or Department under Additional Filters 3. In the Recipients pane, select one or more recipients. 4. Optional - To edit the assignment description, click in the Assignment Description field. 5. Click Select. To add the next recipient in the rotation 1. Select the Pool tab. 2. From the Recipient Pool drop-down list, select a pool. Once you have selected a recipient pool, the next available person on the tick list will automatically be selected and display a green checkmark next to that member s name. 3. Optional To select a different recipient, click Get Next Suggestion. The next available person on the tick list will automatically be selected. 4. Optional To add a note, click in the Note area. There is a limit of 500 characters. 5. Optional To display a bar graph of worker assignments within a date range, click Show Assignment History. 6. Optional - To edit the assignment description, click in the Assignment Description field. 7. Click Select. Remove recipient(s) from task assignments You can remove recipients from a task assignment if you were the one who assigned the recipient: 1. Locate a task that has additional users assigned to the task s assignment. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 24

31 2. Highlight the name of the person you want to delete from the task assignment. 3. Click on the Remove Recipient(s) from task assignments icon. 4. The Compass Tasks dialog box opens. Click Yes to remove the user from the task s assignment. Fig Compass Tasks dialog box Save changes to current task If you make changes in the Task Info tab, click on the Save icon to retain your changes. Associated Info Tab The Associated Info tab allows you to preview and/or manipulate a task. For descriptions of the Auxiliary Panel Options, see the Documents manual. The Push to Forms option is documented in the Documents manual. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 25

32 Auxiliary Panel Options Fig Associated Info tab The Description field displays the module for which the task is associated, for example, Documents and People. Right-clicking on the module gives you possible options: Remove selected <document> <member> or <case> from task - depending on which module the task is associated with, the document, member, or case will be removed Show in Compass <module name> - opens the task in its associated module Fig Description, right-click options Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 26

33 Fill out Form(s) - allows you to complete a form(s) associated with a task type (autocomplete). The Fill Out Form(s) icon is visible in the Associated Info tab and signifies that a form(s) needs to be completed. This option is disabled for non-compass tasks (FileNet, etc.) To fill out a form associated with a task type: A. Right-click on the Description and choose Fill out Form(s). Fill Out Forms icon Fig Fill out Form(s) B. Compass Forms opens and autofills the appropriate form(s). Complete the rest of the form(s) as necessary. C. Submit the form to the DMS. D. Locate the task in Tasks. Notice that the task now displays with a status of Complete and that the Fill out Forms icon now includes a green check mark, signifying that the forms have been filled out. Fig Fill out Form(s), Complete To view tasks for a specific client or case in People without having to go to People: A. Click on the client s name in the Associated Info tab. The Member Information pane from People is displayed with the client/case information. B. Right-click on the client s name next to the People icon and select Show All Tasks For Current Member. C. View the tasks list. D. In addition to seeing all incomplete tasks and their current status, you can click the Include Completed checkbox to see completed tasks. Use the calendar adjacent to the checkbox to narrow the timeframe for completed tasks that you want to see. E. Click the Reload button to return to using custom and public views. These views are considered special filtering and are disabled when viewing a specific client/case. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 27

34 Fig Show All Tasks For Current Member Attaching existing documents to existing tasks Users may now attach existing documents to existing tasks. To use this functionality, perform the following steps: 1. Launch Tasks, select the desired task, and detach the auxiliary panel. 2. Select the Associated Info tab in the detached panel. 3. Launch Documents and select the documents to be attached to the task in the Documents grid. Multiple documents may be selected. 4. Using the mouse, drag the selected documents into the grid at the top of the Associated Info tab in the detached Task panel. 5. Confirm that you want to attach these documents to the task. An alternative method is to drag the image displayed in Documents into the Associated Info grid. Note: This functionality is available only for Compass tasks. It is not available for FileNet tasks. Notes Tab The Notes tab contains previous notes for the task. You can also create notes in this tab. The maximum size of individual note segments is 1000 characters. The overall limit for the cumulative size of all notes is 2000 characters (unlimited for FileNet). If you attempt to add a note to a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. If you create a note, click the Save icon. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 28

35 Fig Notes tab Filtering Your Display In the Driver Panel, there are many Filter options. Once you decide on filter options you prefer, click Save Display Settings to retain the filter selections. Types Tab The types of tasks available to you have been determined by your agency. The Types tab allows you to filter the type of tasks you want to view; for example, checking Document New Mail ensures that all new documents with tasks display in the Stage. 1. Check the boxes for the types of tasks you want to view in the Stage. Any unchecked types will not display in your results. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 29

36 2. Click Refresh to update the Tasks List. Filters Tab Fig Types tab Each Filter option reflects a column header from the Stage. Click on the Filters tab to see every option available to you. The Filters tab is not saved when Save Display Settings is clicked. Clicking on the top level filter box automatically puts a check mark in the sub-filter options. You can, however, check the top level filter and uncheck sub-filter options. Click Refresh to update the Tasks List. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 30

37 Fig Filters tab Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 31

38 Supervisor Tab This tab is for users deemed to be supervisors of a department or group. It allows them to view their subordinates tasks lists and either reassign tasks to another user (in the case where a caseworker is out or on leave, for example) or simply view the tasks lists to view the workloads. They can also view their own tasks list. The permission to see and use this tab is a Tasks option setting. There is also a System options setting that designates an Agency Supervisor. This user will have access for ALL groups and departments (all users) in the agency. Fig Supervisor Tab Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 32

39 Additional Filter Options Show Unread Only - displays all of your unread tasks. Ignore Filters Include Completed - displays completed tasks. Include a date to find previously-completed tasks up to today s date. Reload - resets to the user-defined default settings. Does not clear Work Sharing. Refresh - updates the tasks list. If you attempt to modify a task that another user has edited since the last time your task list was refreshed, you will receive a message that the task has been modified. Your changes will not be saved and your task list will be automatically updated. Fig Additional Filter Options Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 33

40 Envelope icon - displays all of your unread tasks. This icon is located in lower right side of your Tasks module. Fig Envelope icon Clicking on this icon triggers the Special Filtering Applied notification. Click Reload to return to your previous filter. Fig Special Filtering Applied Work Sharing Work Sharing is permission-based. Only users who have the permission to share their work with you will appear in your Work Sharing drop-down list. Navigating to another user s tasks by way of Work Sharing gives you complete access to past and current task assignments. You are working as if you are that user. To use Work Sharing: 1. Check the Work Sharing checkbox to activate Work Sharing. Fig Work Sharing 2. Select a user from the list. 3. The selected user s Tasks module opens. Manage the necessary tasks. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 34

41 Exiting Compass Pilot 4 - EXITING COMPASS PILOT To exit the Compass Pilot program: 1. In the Menu Bar, select File menu selection Log Out of Pilot or Shut Down Pilot. Fig. 4.1 File, Log Out of Pilot or Shut Down Pilot 2. A Confirmation box opens. Click Yes to close Compass Pilot. Copyright 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 35