11.1What Is a Task?

A task is a function which segments your work into small parts to manage them effectively and enables you to visually check the outcome. In addition to the benefit of being able to manage the priority, importance and schedule of tasks, it helps managing the task transparently by collaborating with colleagues. Using the function, you can also request coordination to other departments or teams.

When you select the task function, following home page is displayed.

Task Type

The task process differs according to the task type. 3 types of tasks (general task, request task, and approval task) are provided by default.

The basic task types are described as follows:

• General task – You register the task to manage your tasks or register the task and designate another user as the person in charge. You can use it to manage your work or to make order and manage it.

• Request task – You use it to request a task to a use in another team or department.

• Approval task – The task is completed when the person in charge performs the task and final approver confirms it.

For example, a work flow of a general task can be shown below.

Task Registration

This section describes how a task is created. The work process or Settings differs according to the task type. The task type can be set when a task folder is added.

1. Click New task in the left sidebar.

2. Check the Position in the task registration screen. The position shows the current department and task folder.

   If you are affiliated with multiple departments or there are multiple folders for a department, you must check the position before registering a task.

3. Enter the Title. Since the task folder list displays only the titles, a title should be descriptive enough to identify the task. Enter the title in 2 characters or more and 64 characters or less.

4. Select the Person in charge. The person in charge can be selected only for the general task type.

5. Click the Calendar icon () to select the deadline of the task. If the task is not completed even past the selected date, Delay is displayed to the task.

6. If the task has the Category or additional item, enter it and configure it.

7. State the details of the task in Details.

   If a file needs to be attached, click Attach file and upload the file.

8. Click Register after the task is registered.

Deleting Task

This function deletes the duplicated or unneeded tasks. When a task is deleted, its contents, activity records and change history are all deleted also.

1. Click the folder containing the task to be deleted in the left sidebar.

2. Select all tasks to be deleted in the task list.

3. Click Delete at the top of the task list.

4. Click OK in the confirmation dialog box.

Downloading Task

The registered tasks can be downloaded into a csv file as described below:

1. Click the folder containing the task to be deleted in the left sidebar.

2. Select all tasks to be downloaded in the task list.

3. Click Download at the top of the task list.

Items included in the csv file are described as follows:

• Status, title, deadline, person in charge, registrant, time of registration, additional items, and attached file name

Changing Task Status

A task status is set differently according to the task type. The available statuses include the Task began, Task ended, Task approved, etc.

If the task progress is changed such as the task begun or task completed, the status of the task is changed in the web also.

1. Click the folder containing the task to be status changed in the left sidebar.

2. Click the title of the task in the task list.

3. Click the status change button (ex.: Start, Stop, Approve, Request for approval) at the top of the screen in the task details page. The status of the task is changed.

   During the task progress, record the detailed progress in the Activity record. You can attach a file as needed.

Checking Task Change History

The change history such as the change of task status change or change of the person in charge can be checked.

1. Click a task folder in the left sidebar.

2. Click the task to check the change history.

3. Check the Change history.

11.2Task Folder

To register a task, a task folder must have been created.

Adding Task Folder

This function adds a task folder. Any user can add a task folder.

1. Click Add task folder in the left sidebar.

   The Add task folder may be displayed at the bottom if there are multiple folders. Scroll the screen down if needed.

2. Confirm the Position in the Add task folder screen. Your department is displayed, and the task folder is created in the department. If you are affiliated with multiple departments, you must confirm the position before creating a folder.

3. Enter the Title in 2 characters or more and 64 characters or less.

   Since only the folder titles are displayed in the left sidebar, enter the title that can clearly identify the folder.

4. Enter the Description of the folder. It should be descriptive enough for other users to easily understand its purpose. The description is an optional item. You can enter the description for up to 255 characters.

5. Select the folder type.

6. Select the Category option. A category can be used like a tag to categorize the nature or type of the task. If the Category is set to Use, enter the category name in the input window and click Add.

7. If there are additional items to select or input when a task is registered, configure the Additional item. To configure an additional item, enter the item in the input window, select the type and click Add.

   1. Selection type – The users can select one out of multiple items. Click the Management icon () then enter the details item and set the default values.

   2. Confirmation type – It is displayed as a checkbox when a task is registered. Click the Management icon () then enter the statement to be displayed next to the checkbox in the Basic message and select the option for default check.

   3. Text type – You can use this type when there is the content that a user must input when a task is registered.

8. Set the open option of the created folder.

   1. Open option set by the task registrant – The user can select open or private option of the task when the user registers the task.

   2. Always private – The tasks registered in the task folder are always set to private.

9. Designate cc. The users listed in cc have the privilege to check the task regardless of the open option of the task folder.

10. Set the Share option. If the folder is to be shared with other departments, select either Departmental share or Company-wide share and designate the departments or users to share the folder.

11. Designate the Task coordinator. When the task coordinator is set, the user is automatically designated as the person in charge of the task when a task is registered in the folder.

    To set the task registrant as the task coordinator, check the Designate the task registrant as the coordinator checkbox. When the Designate the task registrant as the coordinator checkbox is checked, the task registrant is automatically set as the coordinator.

12. Designate the Approver. When the approver is specified, the approver is automatically designated as the approver of the approval task registered in the folder.

13. The Operator is set as the user who created the folder by default and can be changed as needed.

    The operator has the privilege to manage the folder and can check or delete the task regardless of the open option of the folder.

    Since the head or deputy head of the department also have the privilege to operate the folder, the operator does not have to be specified.

14. Click OK when the Settings is completed.

Editing Task Folder

When a task folder is created, the operator and cc can be designated and open option can be set. After a task folder is created, the setting can be changed in the following way:

1. Click the Settings icon () of the task folder to edit in the left sidebar.

2. Edit the information in the Edit task folder screen.

   The Position and Type can be set when a folder is added and cannot be changed.

3. Click OK when the editing is completed.

Deleting Task Folder

This function deletes a task folder. Only the head or deputy head of a department can delete the department’s task folder.

1. Click the Management icon () of the department having the task folder to be deleted.

2. Select all task folders to be deleted in the task folder list and click Delete at the top or bottom of the list.

3. Click OK when the editing is completed.

Managing Task Folder

A separation line can be added between the task folders to change the order of task folders or to group the task folders. Moreover, the unneeded task folders can be deleted, or a folder can be transferred to another department.

Click the Management icon () next to the department name to navigate to the task folder management screen.

Changing Order of Task Folders

When there are multiple task folders, the order can be changed according to the folder nature or folder name.

1. Click the Management icon () next to the department name.

2. Click Order change above the task folder list.

3. Place the mouse over the name of the folder to move. The mouse cursor is changed to an Arrow icon ().

4. When the mouse cursor is changed to an Arrow icon (), drag the folder to a new position.

5. Click Complete order change.

Adding Separation Line

If there are many folders, the separation lines can be added to group the folders of similar nature.

1. Click the Management icon () next to the department name.

2. Click Add separation line above the task folder list.

3. Click Edit when a separation line is added to edit the name of the separation line and place the separation line with the changing order.

Terminating Task Folder

A task folder can be terminated when the nature or type of the task folder is changed due to the organizational or task change. When a task folder is terminated, the folder is removed from the left sidebar and not shown to the users.

1. Click the Management icon () next to the department name.

2. Select a folder to terminate in the task folder list and click Terminate above the task folder list.

3. Click OK in the confirmation dialog box.

‘Terminated task folders’ is created in the left side bar when a task folder is terminated. Even when a task folder is terminated, the existing reports can still be checked in the Terminated task folders.

Deleting Task Folder

A task folder that is terminated or no longer used can be deleted.

A task folder is deleted in the following way:

1. Click the Management icon () next to the department name.

2. Select a folder to be deleted in the task folder list and click Delete above the task folder list.

3. Click OK in the confirmation dialog box.

A folder can be deleted from the Terminated task folders also.

1. Click Terminated task folders in the left sidebar.

2. Select all folders to be deleted in the task folder list and click Delete above the task folder list.

3. Click OK in the confirmation dialog box.

Transferring Task Folder

A task folder can be transferred to another department. The Sharer setting is maintained even after the transfer. In other words, the tasks in the folder are not changed.

1. Click the Management icon ()) next to the department name.

2. Select a folder to be transferred in the task folder list and click Transfer folder above the task folder list.

3. Click the department to be transferred to in the Organization Tree.

4. Click OK in the confirmation dialog box.

Changing Status of Task Folder

The status of a terminated task folder can be changed back to normal status. The head or deputy head of the department can change the status of a folder to normal.

1. Click Terminated task folders in the left sidebar.

2. Select a folder to change the status to normal.

3. Click Change to normal above the task folder list.

4. Click OK in the confirmation dialog box. The folder is displayed in the left sidebar again.

My Favorites

The frequently accessed task folder can be designated as My Favorites. Since the task folders in My Favorite are displayed at the top of the left side bar, they can be quickly accessed without having to scrolling up or down when there are many folders.

A task folder is added to My Favorites in the following way:

1. Click a report form to be added to My Favorites.

2. Click the My Favorite icon () next to the name of the report form.The My Favorites icon is changed to yellow.

3. Confirm that the selected report form is added to My Favorites at the top of the left sidebar.

Changing Order of My Favorites

The order of task folders in My Favorites can be changed in the following way:

1. Click the Edit icon () next to the My Favorites.

2. Change the order of task folders with drag & drop.

3. Click the Confirmation icon () after the change is completed.

11.3Task Search

A search is divided by the basic search using only the search word in the search window at the top of the report form and detailed search which uses multiple conditions and search words.

Enter the keyword in the search window to search for a task folder. The input search word is displayed in bold in the search result.

Basic Search

If the search word is found in the task title, details, activity records, comment, or person in charge, the task is displayed in the search result. The basic search is beneficial in that you do not have to specify the detailed search condition.

You can use the basic search in the following way:

1. Enter the search word in the search window at the upper right corner of the task.

   A search word must be 2 characters or more and 64 characters or less.

2. Click the Search icon ().

Detailed Search

You can search reports using the detailed search conditions such as the title, details, activity records, comment, etc. The detailed search is described as follows:

1. Click the Arrow () next to the basic search window.

2. Enter and specify each item in the detailed search popup window.

3. Click Search.