How to register a task

To register a task, you have two options: create a new one or link it from an existing record. This page describes both, along with the available fields and the behaviour of the statuses.

How to create a task

You can create it from two points:

From the Tasks and notices module.
From any module that contains the «Tasks» tab (for example, risk factors, ergonomic studies, accidents, etc.).

From the Tasks and notices module

Go to Tasks and notices > Tasks and click New.
Fill in the mandatory fields and click Save.

From any module with the «Tasks» tab

Within the corresponding module, open the Tasks tab and click New.
Fill in the mandatory fields.
Click Accept and then Save.

How to link an existing task

If the task is already registered and you only need to associate it with another record:

Within the module containing the Tasks tab, click Link.
Select the record(s) and click Accept and then Save.

Fields on the detail screen

Field	Description
Project	Selectable field indicating the project to which the task belongs.
Author	Search field indicating the person who registers the task. Automatically filled in according to the configuration in Settings > Tasks > Method of assigning responsible persons for «free» tasks.
Catalogue	Selectable field allowing you to choose a task from the catalogue. When selected, the Title and Description fields are automatically filled in.
Send email	Checkbox that activates the sending of emails with the Smart OSH notices configured.
Title	Free text identifying the name of the task.
Description	Free text with a brief description of the task.
Status	Selectable field with the status of the task. See status field behaviour.
% Completion	Selectable field with the percentage of task completion.
Time spent in hours (Order TIN)	Numeric field indicating the time spent on the task. This information is used in the Prevention Service module.
Observations	Free text with any notes regarding the task.
Tags	Tags to add a specific filter to the task.

Status field behaviour

The status can be changed manually or automatically according to the completion percentage:

Not started: default status when registering the task.
In progress: applied automatically when the % Completion is changed to a value between 10% and 90%.
Paused: indicated manually.
Closed: applied automatically when the % Completion is changed to 100%.
On hold: indicated manually.
Cancelled: indicated manually.

Tabs on the detail screen

Tab	Description
Scope	Allows including the scope of the task.
Responsible	Allows indicating the position and/or person responsible for the task.
Planning	Allows indicating start date, due date, planned end date, completion date, and periodic task configuration.
Reports and attachments	Allows uploading and viewing task attachments.
Financial data	Allows indicating the total budget, total cost, and creating financial records.
Observers	Allows identifying or adding employees with observer permissions.
Origin	Allows viewing the origin of the task.
Previous tasks	Allows viewing and linking tasks prior to this one.
Subsequent tasks	Allows viewing and linking tasks subsequent to this one.
Meetings	Allows viewing and linking meetings to the task.
SP report	Allows viewing and linking prevention service reports.
Others	View the Smart OSH notices generated and the task’s system permissions.

Planning tab in detail

The Planning tab includes the following fields:

Start date, Due date, Planned end date, Completion date, and Date of acquisition of current status.
Periodic task: checkbox to configure repetition.
Frequency for generation, Interval, Start date of next free task, Start date of next task, New periodic task.
Justification: document justifying the action.

Source: DM-SO-22-071 «How to register tasks», version 1, 28/09/2022.