Descriptions of the [Create Task] Window

The [Create Task] window allows you to create a new Task.

Fig.: [Create Task] window

The following explains the items in the [Create Task].

Item Description
[Task Name] Enter the name of the Task to be created.
  • At least [Task Name] must be entered. A name must be entered without fail.
  • Text may become garbled if machine-dependent characters are used.
  • Up to 120 half-width alphanumeric characters can be entered.
  • When displaying the [Create Task] window after specifying a Task, the original Task name is displayed by default.
[Connections] When the window is opened from Task Place, select from the candidates when creating the independent, parent, child, or parallel tasks. When the window is opened from the task list, the tasks become independent and connections cannot be selected.
[Description] tab Displays the [Description] tab page.
[User/Group] tab Displays the [User/Group] tab page.
[Access Permissions] tab Displays the [Access Permissions] tab page.
[Basic Information] tab Displays the [Basic Information] tab page.
[Custom Task Attributes] tab Shown only when the custom attribute is set in the CollaboSpace administrative application. Displays the [Custom Task Attributes] tab page.
[Other Settings] tab Displays the [Other Settings] tab page.
[Do not send mail] checkbox When not sending any mail notifying of a Task creation regardless of the server settings, mark this checkbox.
[Create] button Clicking creates a Task based on your specifications. A mail notifying that a Task has been created is sent. The recipients of this mail are the participants defined in the [Mail Notification Settings] page of the [CollaboSpace Administration] window. When you have failed in creating a Task and you have returned to the [Create Task] window using the [Back] button, you may find the entries cleared.
  • When Task creation is successful, the [Task Place] page appears.
  • Setting non-participants as performer and the non-participant's read permission to Conceal appears the [Task List] page. The [Task Place] page appears if the performer is in Administrator mode.
  • When Task creation is completed, a message titled "Description of Task" is registered in the Task.
[Cancel] button Clicking displays a dialog confirming the settings.
Clicking the [Yes] button closes the [Create Task] window.

The following explains items of every tab page.

[Description] tab page

Item Description
[Contents] Enter the description regarding the Task to be created. The first message will be created based on the entries and the Task information.
[Message Attribute] drop-down list Select the attributes for the description.
The default is [None]. The message attribute can be defined in the administrator's [Set Message Attributes] page.
[Attachment Files] Specify the file to be attached to the first message. Specify the file in the dialog box displayed by clicking the [Browse] button.
Or, the file name (including path) can be entered directly.
You can also specify the attachment files by dragging the target files into [Attachment Files] via Windows Explorer, etc. When directly entering the file name, note the following points.
  • You cannot use any of the following characters in a file name, which are forbidden in Windows file names: ¥ ⁄ ? " < > |
  • Text may become garbled if characters other than alphanumerics are contained.
  • Up to 120 half-width alphanumeric characters (including the extension) can be entered as a file name.
  • Files having a file name exceeding 200 half-width alphanumeric characters (including the path) cannot be attached.
  • When you are using Internet Explorer as web browser, you can specify files by dragging and dropping them only when ActiveX Control is enabled with Resource Management Application or User Profile. If an ActiveX has been enabled, the message "You can also drag-and-drop the file into this area." appears.
To specify four or more attachment files, click the [Add More] button. The specified attachment files are uploaded and the input field of [Attachment Files] becomes blank. However, when specifying the attachment files by a drag-and-drop operation, there is no restriction on the number of files. When the size or the number of files is too large, upload may not be performed properly depending on the network status. You can also attach files registered in CollaboSpace, DocumentSpace, or Workflow. Select the icon or link for a downloadable file, and then drag-and-drop it onto [Attachment Files].
[Related Links] Specify the link related to the Task contents.
Enter any name in [Name], and the link URL in [URL].
  • When specifying four or more links, click the [Add more] button. The specified link is uploaded and the input field of [Related Links] is added.
  • The formats that can be used to specify URL are: "http://", "https://", "ftp://".

[User/Group] tab page

Item Description
[Participant] From among the users registered in CollaboSpace, select the Task participants of the Task to be created for each of the roles below.
[Member]
Users who actually perform the Task activities and report the status to the leader.
[Leader]
Users who assign activities to members and wait for reports.
[Observer]
Users who should be informed of the existence or progress of the Task.
[Task Administrator]
Users authorized to perform system administrations of the Task.
The following buttons are used.
[Address Book] button
Clicking the button displays the [Address Book] window. The user, group, and role specified in the [Address Book] window can be specified as Task Member, Leader, Observer, Task Administrator, or Non-participant (Privileged).

Users who are restricted from using Address Book by Resource Management Application cannot use Address Book.

[Delete]
button Select the user or group to delete, and then click this button to delete the user or group. Specify at least one "Task Administrator".
  • When the [Create Task] window appears via the [Task Place] page, the same Task participants displayed in the [Task Place] page are displayed. However, with respect to "Task Administrator", the Task information of the [Task Place] page is not inherited and the name of the creator is displayed.
  • When the [Create Task] window appears via something other than the [Task Place] page, the name of the creator is displayed in "Member," "Leader," and "Task Administrator."
  • Tasks where the creator is not entered as "Participant" can also be created.
  • There is no hierarchical relationship among the "participants" of the same role (for example, between "Members").
[Non-participant] From among the users registered in CollaboSpace, select the users who share the information of the Task to be created for each of the roles below. [Non-participants (Privileged)] Use in a case, for instance, to set the user or group among non-participants, with whom the information needs to be shared.
The buttons to be used are same as those for [Participants].

 

[Access Permissions] tab page

Define permissions to the following Task operations for [Member], [Observer], [Non-participant], and [Other Users] respectively.

A checkbox is provided for each permission. All checkboxes are marked by default. When this tab is called with a task specified, the access permission settings follow those in the original task. The permissions of non-participants must be equal to or lower than those of the members and observers. The checkbox state is automatically modified in line with this rule.

For details of the relationship between access permissions and Task roles ➯ "About Access Permissions"

[Basic Information] tab page

Item Description
[Planned Start Date], [Planned Close Date] Specify the planned start date and planned close date of the Task to be created by minutes.
By default, [Planned Start Date] is filled in with the date when the [Create Task] window was displayed. The default for [Planned Close Date] is filled in with the date one week after [Planned Start Date].
Date and time can be specified also in the dialog box that is displayed by clicking Easy date input icon or Easy time input icon.

[Status] drop-down list Select the Task status.
The default is [Initiated].
[Progress] Select the [Auto-calculation] or [Manual Settings] radio button.
When the [Manual Settings] radio button is selected, select the percentage of completion from the drop-down list.
[Task Language] drop-down list Select the Task language.
If the [Create Task] window has been called after specifying a Task, the Task language is that of the original Task. If not, the Task language is that of the logged-in user.
[Task Color] Specify the color that appears before the [Task Place] page task name.
  • To select from the color pallet, click the [Select from Palette] button and select the color from the color pallet displayed. Selecting a color displays a sample.
  • To define [Red], [Green], or [Blue] respectively, select the setting value from the drop-down list of each color.
  • To return to the default color setting, click the [Reset to Default] button.
The default values are shown in the table below. Table: Default Value of Task Color (ArcSuite)
Task Color Default Value
[Red] 00
[Green] 99
[Blue] ff

[Other Settings] tab page

Item Description
[Mail Notification] Make the notification setting of the default mail by the participant types. Shown below is the default mail notification settings that can be selected.
  • Digest Mail
  • Immediate Mail
  • Do not send mail
The default for [Member] and [Leader] is [Immediate Mail]; while the default for [Observer] and [Task Administrator] is [Digest Mail]. To specify different settings in multiple Participant Types, the duplicated users will be set with the priority as [Immediate Mail], [Digest Mail], and then [Do not send mail].
[Settings used when the Group (or Role) is changed] [Do you wish to create a message when the specified Task Group (or Role) is changed?]: Select one of [Create a message] or [Do not create a message]. The default is [Create a message]. [When the participants are deleted due to the change in Group (or Role) to which they belong, do you wish to let them stay in the Task for a while?]: Select one of [Yes, let them stay] or [No, delete them]. The default is [No, delete them].

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