Assessment Task Assignments and Notifications

I agree; please make these changes.

This sounds like a great idea! If you could set up a reminder/alert for proofs, we could send them to individuals and they could check them off as they complete them. 

Great ideas.  As a work around to assigning a task to a specific member within a group, during training we were given the suggestion to add their name within the task’s narrative.  You can search for a specific word within a task narrative, in effect filtering the task by a specific member within the group without it actually being assigned to them as an individual.  

Hey ​@Ann Gee ~ 

Both great idea! To ensure they are put in the correct line of sight for our product team, please ensure you’ve added them (or upvoted similar ideas) within the IDEAS board.

Just for confirmation of functionality, you can create tasks within your assessment that function separately than your alert notifications established site wide. If we aren’t familiar with assessment task use, this resource should help. 
 

Hi Ann,

I love this idea and have brought it up several times as well, to include recently during a virtual meeting I had with PowerDMS devleopers.

Just to clarify the global alerts are PowerDMS inbox alerts, so they include anything and everything in anyone’s inbox, to include tasks. So the daily alerts you already have going out, those people assigned tasks are seeing it as “Standards” in their alters, Here’s a screenshot of my alert today: 

Another, thing, someone else mentioned putting names in the task itself. I utilize that same technique, but I don’t use names, I use position titles, such as Training Officer, or Detective Captain, Firearms Instructor, etc. Then, as the other person showed in their screenshot, you can filter tasks by name/position. Since it doesn’t send alerts from specific tasks, I would train your people to search the tasks for their position if they want to see all the things that are due or upcoming for themselves. The alternative is  you export each filtered list to exel and email it to each person.

There is an Analytics report for Tasks, but I don’t find it very useful yet, because it doesn’t let you filter by task content, it only shows you all tasks for a given role (Accreditation Manager, Team Member, etc.) But if it could be filtered, then you could schedule the filtered report to be automatically emailed to whoever is responsible at whatever interval you want  (daily, weekly, monthly, quarterly annually, whatever).

Lastly, I have all my proofs as PowerDMS documents, so I schedule an automated review workflow for each proof to go to the specific individual responsible for it. So it shows up in their PowerDMS inbox as a document to review. I train my people to know when they see this, it means I need an updated proof of whatever the example proof their are looking at. Then because I know not everyone checks their PowerDMS inbox like I do, I schedule a filtered “Outstanding Workflows” report to be emailed to people automatically.

Hope some of this helps. Feel free to reach out anytime. I’m a nerd when it comes to problem solving in PowerDMS.

Regards,

Areaka

Hi there,

Not sure what happened. I left a lengthy response it then tells me “something went wrong” after I hit submit. Sorry.

I’ll make it brief. Global alerts include tasks for those who are assigned any. Here’s a screenshot of my emailed alert today:

The standards link is to the tasks in which our due and assigned to me.

Next, someone else mention putting names in tasks. I do this, but instead of names I used position/titles such as training officer, firearms instructor, detective captain, property and evidence technician, etc. Since there are no alerts for specfic tasks, you can train your people to filter the tasks by their name/position, however you set them up. As an alterative, you filter each and export the list to excel and email whoever is responsible. I tried managing things through tasks as you are describing initially, but ultimately abandoned it after someone deleted all the tasks in their inbox to include the future upcoming tasks (because I made them recurring tasks). I realized because everyone was under the same role: Team Member they all have the same rights to add, edit, delete tasks and attachments. 

What I moved to and I currently still do, all my proofs are PowerDMS documents. I set an automated review on each for whatever frequency is necessary. The workflow for each is the person responsible for each proof (sounds like a lot, but really there’s only a handful of people getting me proofs). I trained them, that when they see this document show up in their inbox to review, it means I need an updated proof of whatever example (previous proof used) proof they are seeing. Most email me the updated proof. Very few with edit rights have the ability to upload a new proof. Then because I know not everyone checks their PowerDMS inbox, I also schedule automated emails through Analytics to tell them the “Outstanding Workflows” in their inbox.

I am very nerdy when it comes to trying to solve problems like this. If you ever want to chat or explore ideas, I am happy to do so.

Regards,

Areaka

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