Tasks

Create a Task

Click ‘Add Task’ within a workflow stage and enter the relevant information.

tip

You can use the task Period field to specify the period of time the work relates to. This enables you to search for and report on the task based on when the work was carried out, rather than on the Due Date of the task.

tip

Priority: We recommend using a priority level of Medium for normal, day-to-day tasks. Low and High priority can then be used accordingly. Critical would ideally be used on the rare occasion that a task merits such a priority. If the term Critical becomes overused - the word loses its meaning!

Creating Tasks

Tasks Period of Work

Subtasks

A subtask is just like a regular task and has all the same fields and functionality, except for ‘Repetition Time’.

Create a subtask by clicking ‘Add Subtask’.

When should I create a subtask?

• When you have a large bucket of work or group of related processes that can be broken down into more manageable chunks of work.
• When you have an umbrella or parent task that can remain open for a long duration of time and subtasks that occur on an ad hoc basis.

On the GECKO platform, you won’t be able to close the parent task until all underlying subtasks have been marked as Complete.

Subtasks Demo

Recurring Tasks

The GECKO platform allows you to create an individual task that recurs at specified time intervals.

When should I create a recurring task?

In contrast to the subtask functionality, you would use a recurring task if you have a task or business process whereby similar work is carried out at regular intervals. E.g. filing a report to the Central Bank every month.

How do I create a recurring task?

Create a recurring task by setting a Repetition Time when creating a task. E.g. Repetition Time - Weekly

How do I trigger the task to recur?

A task will automatically recur or repeat in two scenarios:

When the Due Date has been reached..

OR

By completing a task..

note

The current Parent-Subtask structure is maintained in the next iteration of a recurring series of tasks.

If the due date has been reached OR you have clicked Complete on a task, then a new task will automatically be created with a new adjusted due date.

Recurring tasks

Checklists

We recommend the use of checklists where the full functionality of a task is not needed.

Checklists allow you to break down tasks into smaller, actionable items.

Once you build out your checklist structure, you can then assign items to the relevant resources.

Tags

Tags are a core part of the GECKO platform.

They enhance your ability to locate, aggregate and report on work carried out across the platform.

Click into any task and navigate to the Tag section to label that task with a Tag.

Example use cases:

• Red Flag Tag a task as a Red Flag issue and keep track of progress via the KPI filter sets.
• Reviewed
• Issue Found
• No Issue Found

Use the above example Tags when dealing with any issues that may have arisen from a task.

Again, these tagged tasks can be aggregated and presented at a board or committee meeting. Used in conjunction with task comments, this can be a powerful way of streamlining your reporting function.

File Request

To access the File Request feature, click on the Files tab on any task.

• To create a new file request, click Add.
• Enter the file title and the name and email of the person you wish to request a file from.
• Click Save.

You can update the request or if you’re ready to send, click the send icon.

Uploaded files will automatically be attached to the task when supplied.

File request status can be tracked via the task.

Auto close task

If you want to auto-close a task when all requested files are received, check this box.

Votes

To access the Vote feature, click on the Votes tab on any task.

• To create a new Vote, click Add Vote.
• Enter the title, description, start date and end date.
• Click Save.

To start building a vote, click on a vote title.

Details

The Details tab displays the vote and response summary.

Design

The Design tab is where you build and preview the vote.

To add a field to the vote, click Add Field.

• Information: This field is a static display text field, e.g. for section headings or subheadings.
• Text: This field is a single-line input field, e.g. where a participant can enter short-form or single-line text.
• Paragraph: This field is a multi-line input field, e.g. where a participant can enter long-form or multi-line text.
• Choice: This field is a single-select dropdown field, e.g. where a participant can select an option from a dropdown list.

Participants

The Participants tab is where vote participants are configured.

Comments

The Comments tab is where vote comments will appear.

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