Create and manage local tasks on the web

Overview: Compliance allows general managers to manage local tasks so that they can ensure that their venue is correctly following all operating procedures. A local area/task is the one that exists only for your unit. You can create both local areas/checklists and tasks to make self-assessment feel more tailored to your unit and how you work.

Start from: The Compliance overview.

• Navigate to My Location > Tasks.

Notes: If you manage multiple locations in the same account, you will need to select a specific location from the locations dropdown first.

Create a task

• Select the specific Area where you want to create the task. For example, “Food Safety Opening Checks”.
• Select the three dots menu at the far right of the area field and then select + Create local task.

Settings

This section allows you to configure the basic information about your task, such as the name and translations.

• Fill in the task’s name in the Task Label field.
• Select if this task has an Attachment or photo required.
• Define if a deviation should be created if the task is not answered on time.  

Translations

At the top of the settings section, you will find a list of multiple languages. Select the language or languages you want to make available for this task.

Once selected, additional text fields will appear in every section for each language so you can assign the equivalent terms.

Answer options

This section allows you to add and configure the answers related to the task.

• Select the type of answer. A drop-down menu unfolds with the options:
  • Date: indicated as YYYY-MM-DD
  • Text: written text answer (e.g. a product’s name)
  • Checkbox/button: predetermined answer type to select an option (e.g. yes, no, not applicable)
  • Number: records numbers only (e.g. weight)
  • Interval (number): Maximum and minimum value, recorded as deviation if outside the value (e.g. temperatures)
  • Dropdown: Deploys a dropdown list of options.
• Toggle Create Deviation to activate and configure a deviation for this task.

To know more about deviations, see Understand deviation settings in forms.

• Select Add answer option if you want to add more.

Scheduling

This section allows you to add specific schedules and frequencies for your task.

• Select the Frequency box. A menu of different schedule types unfolds:
  • Every selected day
  • Every week
  • Every odd week
  • Every even week
  • Every month
  • Quarterly
  • Every half year
  • Every year
  • Once
  • Once with due date
• Tick the days of the week on which the task should take place. Enter dates for less frequent tasks.

Less frequent data (monthly, quarterly, semi-annual, annual) are date-based, i.e. they do not depend on days of the week, weekends and public holidays. Example. You have a monthly task to be answered by the 28th of each month and you have closed on December 28.

The task will tick as usual in the daily plan even though you have closed with the risk that it will not be answered. Therefore, it is important that you make the task visible and available in advance. Then you can do and answer the task before its due date. See the picture below how to do this.

Description

This section allows you to add text, lists, tables and images to your task.

The box lets you add several elements, such as:

• Rich text
• Quotes
• Links
• Tables
• Images
• Embedded codes

Attachments

The attachment section allows you to upload one or multiple files to your task. These files can be viewed or downloaded.

• Select Add File to upload a new file to the task.

Notes: If the task has multiple attached files, you can use the search bar to find one.

Save the task

Once you finish configuring your task, find the yellow bar at the top of the page and select the Create Task button.

The task will be automatically placed at the bottom of the checklist.

Edit Task

• Back on the tasks page (My Location > Tasks), select the specific Area where the task you want to edit is. For example, “Food Safety Opening Checks”. The task list will be shown.
• Select the Edit button at the far right of the task field.

Once the task is opened, you will be able to edit the information in all available sections. Follow the same steps you would for creating a task, as specified above.

Change Log

The change log section allows you to visualize the changes made to the task.

Here, you will be able to see a summary of the specific changes made to the task, who made them, and when.

Delete tasks

• Back on the tasks page (My Location > Tasks), select the specific Area where the task you want to delete is. For example, “Food Safety Opening Checks”. The task list will be shown.
• Select the three dots menu at the far right of the task field and then select Delete.