Overview: One of the ways to create Compliance tasks is within forms. You create the central form for your chain of venues and then populate it with tasks. For more about how to create a form, see Create the central forms of a chain.
Start from: The ‘edit contents’ screen in an unpublished form.
Getting started
Select + New Task to open the New task page.
The New task page has four panels with settings to configure the new task. Use the sidebar links to navigate quickly to each section in the page.
You can also use the tabs at the top of the page to navigate through Settings, Translations, and Preview.
Note: The task will be originally created in the company’s default language, but you can create translations to different languages in the Translations tab (See below).
Settings
General Setup
Enter the name of the task. The name will appear on the published form to identify the task.
Toggle the buttons to enable and disable the following options:
Attachment/photo required - When enabled, this option requires a document or photo to be attached by the user, to confirm that the task has been completed.
Mandatory to answer - When enabled, this option requires the task to be completed before the form can be submitted. When this option is disabled, users can skip this task.
Severity - Select the severity of the task from the dropdown list. Severity lists are created externally to the task, see Set severity levels for tasks.
Allow duplication of this task – Enabling this allows you to copy existing tasks within a form revision on the local level.
Note: The task duplication option can only be activated in parent tasks.
Answer options
Each answer option can be configured using the settings in its panel.
Select Add Answer Option
to add more answer options to the task. You can add as many as you need.
Select Delete
to remove an answer option.
Use Up
and Down
to reorder the answer options. They will appear on the task in the order shown.
Type
Select the style of answer you require from the drop-down list and complete the fields required.
Note: There is a live preview of the answer option in the Preview tab (See below).
Date
This option allows an answer in the format yyyy-mm-dd.
Label - enter the user instruction e.g., 'Date completed:'.
Score - enter a score for this answer. If you leave it empty it will be 0.
Note: Scores are only available in tasks/subtasks on forms. Ticking the ignore score box means the answer option will not affect the score.
Text
This option allows the user to enter an answer with a maximum of 350 characters (including spaces).
Label - enter the user instruction e.g., ‘Enter your answer:’
Unit - enter the unit (letters only).
Score - enter a score for this answer. If you leave it empty it will be 0.
Note: Scores are only available in tasks/subtasks on forms. Ticking the ignore score box means the answer option will not affect the score.
Checkbox/button
This option allows the user to tick the answer.
Label - enter the user instruction e.g., 'Tick the box if the temperature is correct'.
Create deviation - enable this option to set Deviation settings.
Number
This option creates a free-entry box for the user to enter a number.
Label - enter the user instruction e.g., 'Enter the fridge temperature:'.
Unit - enter the unit.
Multiplier - enter a number greater than or equal to 0.
Score - enter a score for this answer. If you leave it empty it will be 0.
Note: Scores are only available in tasks/subtasks on forms. Ticking the ignore score box means the answer option will not affect the score.
Interval (number)
This option allows you to set a number range in which the correct answer should be found. If the answer is outside of the range, a deviation will be recorded.
Low - enter the lowest number in the range.
High - enter the highest number in the range.
Label - enter the user instruction e.g., 'Enter the weight you record:'.
Create deviation - enable this option to set Deviation settings.
Unit - enter the unit (e.g., 'Kg').
Multiplier - enter a number greater than or equal to 0.
Score - enter a score for this answer. If you leave it empty it will be 0.
Note: Scores are only available in tasks/subtasks on forms. Ticking the ignore score box means the answer option will not affect the score.
Dropdown
This option allows you to give the user a drop-down list of answers. Select an existing list to use or create a new one.
Label - enter a label to describe the required answer.
Create deviation - enable this option to set Deviation settings.
Score - enter a score for this answer. If you leave it empty it will be 0.
Note: Scores are only available in tasks/subtasks on forms. Ticking the ignore score box means the answer option will not affect the score.
Description
Enter a description of the task. Use the content editor menu to format your text and add links, images, or tables.
Attachments
Select Upload here or drag & drop a file to add an attachment to the task. You can add as many attachments as you need.
Note: Controls are available to Download or Delete each added attachment.
Translations
Once you have completed the settings of your task, select the Translations tab at the top of the page.
Select the Language you want to add from the sidebar.
Fill up the text fields with the equivalent translations for each one of the labels, values, and descriptions.
Note: If you added attachments to your original task, you will also be able to add translated attachments for each language.
Preview
Navigate to the Preview tab to review the task and its translations.
Note: You can go back to the Settings and Translations tabs to modify or correct details before saving.
Saving changes to the task
Select Save at the top of the page to save the task you have been populating.
Note: New tasks will appear in the draft form but will not be available to use in the system until the form is published. See Publishing the form, below.
Sub tasks
If your task has sub-tasks that require separate compliance checks, these can be added here. The system packages the sub-task and keeps them together but separates the answers for each.
Note: Adding sub-tasks, or making any other changes, is not possible once a form has been published. In order to make changes to a published task, you will need to create a new draft of the form.
Select Create sub task
from a task panel to divide the task into parts.
Creating a new sub task (also called child task) removes the available answer options from the parent task. The parent task will only be completed once all sub-tasks are complete.
The process for creating a sub-task is the same as for creating a task.
Use the Featured answer toggle to display the information as a custom field on the forms overview. Find more on the forms overview at Fill out a form (web).
Saving changes to the sub-task
Select Save at the top of the page to save the sub-task you have been populating in the same way as with a normal task.
Note: Only the user who has created the form can view/use it. It is not until it is published that it becomes available to other users.
Publishing the form
Note: Only publish your form when you are sure you have created all the tasks and sub-tasks you require. You can’t edit a published form. You can only duplicate the form to create a new draft if you need to edit the contents.
Select Publish
to publish your form.
The published form will appear in the Forms page with any newly added task and sub-tasks and will be available to use in the system.