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Report: Tasks by Content - All Tasks

Important: This is one of several next-generation, dynamic grid reports that are fundamentally different than other PolicyTech reports you may have worked with (legacy reports). In legacy reports, all report customization and manipulation is done using report settings, with the report results generated as a static document. In next-generation reports, you set a minimum of report options—such as selecting the documents and users to include—to create report results in the form of an initial framework. The initial report results consist of a Summary section and a Data section, each of which is highly customizable to create precisely the data representation you need.

Description

Shows information about all assigned tasks in the selected content. You can choose to include incomplete and complete tasks as well tasks in upcoming levels.

Available to users with the following roles or permissions:

Document Owner, Questionnaire Owner, Campaign Owner, Proxy Author, Manager, Report Manager, Administrator

How to Generate

Click Reports.
Click Tasks by Content, and then click Tasks by Content- All Tasks.

Select content items to include in the report (see Selecting Content for help), and then click OK.

Initial options available for this report are displayed on the left. Notice that the number of currently selected content items is displayed after the Content option, which you can click anytime to change your selection.

Note: If you change your selection after clicking View Report, click View Report again to refresh.

(Optional) You have the option to limit the content items included in the report to only those with tasks assigned to specific users. Click Users, click Custom Selection, and then select users in the same way as you would for a user-based report (see Selecting Users for help).

Note: If you see the options shown below, then your organization has enabled the Third-Party Accounts Module. The Employees option is selected by default, meaning that only those content items assigned to regular PolicyTech users and not third-party contacts are included in the report. In addition to the Employees and Custom Selection options, you can choose Contacts to limit included content items to only those assigned to third-party contacts, or choose the Employees & Contacts option to include all content items, regardless of the types of users assigned.

(Optional) Under Task Options, Incomplete and Complete are selected by default, meaning that only those of the currently selected content items that include incomplete or complete tasks for those items' current task statuses will be included in the report results. For example, if a selected document is currently published and has at least one assignee designated, that document's information will be included in the report whether the assignees have marked the document as read or not. If a selected published document has no assignees designated, that document's information will be excluded from the report.

Select Skipped to include information about assigned reading/completion tasks that were skipped because they were not completed before the specified task end date. (For details on the End Date option in the Settings step of the Properties Wizard, see "Adjusting Basic Settings" in the User's Guide Adjusting Basic Settings).

Select Upcoming to include information about tasks assigned in a subsequent level in any workflow status. For example, if a selected document has three review levels and is currently in level 1 of the Review status, selecting Upcoming would also include information about tasks assigned to Review levels 2 and 3. If that same document also had multiple approval levels, selecting Upcoming would also cause the report to include information about upcoming approval tasks, even though the document is still in Review.

To filter content items to only those within a specific date range, click Choose a date, and then click Date Completed or Date Assigned (the date when an assigned task was completed or assigned).

The default date range is the last 30 days from today's date. To change this setting, click , select a different preset date range, and then click Apply. If you select Custom Range, also select a start and end date, and then click Apply.

Select Show optional tasks to include information about complete, optional reading tasks, where users marked documents as read even though they were not assigned reading tasks for those documents.

Select Content without tasks to include information from all selected content items, regardless of whether they include assigned tasks. For example, information about published documents with no assignee designations will be included in the report.

Click View Report.

Note: You can also click View Report at any time while setting report options. After changing an option, remember to click View Report again to refresh.

For Layout, select Task Type, Task's Status or Start/Publication Status.

Note: TasksType is the layout selected by default when you view this report. To select a different default layout, select that view, click , and then click Set as default. appears when the current default layout is selected.

Task Type organizes and represents data primarily by the types of tasks—such as Read/Complete, Review, and Approve—assigned to the selected content items.

Task's Status organizes and represents data primarily by whether the assigned tasks are incomplete or complete.

Publication Status organizes and represents data primarily by the workflow status—Draft, Collaboration, Review, Approval, Pending, Approved, and Archived)—in which the selected content items are.

Choose how you want information in the Summary pane displayed (Working with the Summary Pane).
Customize the Data grid to show only the data you need in the way you want it represented (Working with the Data Pane).
(Optional) After setting up the Summary pane and Data grid, create a custom layout to save your changes for future use (see Working with Custom Layouts).
(Optional) To save all of the report's current content item and user selections, option settings, and customizations for future use, click , type a name and description, and then click OK.

Notes:

The difference between saving a custom layout and saving the report is that saving the report, besides saving the current Summary pane and Data grid layouts, also saves the Users, Content, and Task Options settings.
If dashboards are enabled, a widget (compact view) is automatically created for the saved Tasks by User - All Tasks report. If personal dashboards are enabled, you can add the report widget to My Dashboard (seeSetting Up a Personal Dashboard). If the Home dashboard is enabled and you're a global or site administrator, you can add the report widget to the system-wide or site dashboard (see "Setting Up a Home Dashboard" in the Administrator's GuideSetting Up a Home Dashboard).

(Optional) Print or save the current report results (see Printing or Saving Report Results).