Creating General Tasks

Use the calendar to create tasks for yourself or assign them to others.

Context

General tasks are useful to monitor progress on a project. They can be for you alone or you can assign them to your colleagues.

You can even assign tasks to colleagues who are not yet members (do not have SAP Analytics Cloud accounts). Use their email address and they will receive information on how to get an account.

When you create your task, you can choose to have it marked as automatically completed on the due date. You then decide what to do with the information you receive from assignees. Even if someone submits some work but then doesn't finish their task, you can choose to save the information that was submitted.

Have something that needs to be scheduled on a recurring basis? You can specify the recurrence in a task and, if necessary, you can modify settings for individual occurrences of that task.

Procedure

  1. From (Main Menu), select Calendar.
  2. Choose Start of the navigation path (Add new) Next navigation step General TaskEnd of the navigation path.
  3. Provide a Name.
  4. Set the Start and Due dates and times.

    You will be prompted to set a due date that is chronologically after the start date.

  5. Select Add Recurrence and then fill in the recurrence settings.
    Option Description
    Recurrence Pattern Set the task to recur every Hour, Day, or Week.
    Every Set the recurrence frequency. For tasks that occur every week, pick a specific weekday.
    Start (1st Occurrence) Set the start date and time for the first occurrence.
    Due (1st Occurrence) Set the due date and time for the first occurrence.
    End Recurrence by Set when the recurrence pattern ends:
    • End Date: fill in the end date details.
    • Repetitions: set the number of repetitions; this includes the first occurrence.
    • No End
  6. Optional: Choose Assign to me.
  7. Optional: If you want the task to start automatically on the selected start date, choose Activate the task at start date automatically.

    You can choose this option only after assigning the task to yourself.

  8. Select OK.

    The task is added to the calendar and opened in the Builder panel.

    If you created a recurring task, the Builder panel will open with the Series tab selected instead of the Task tab.

  9. In the title area, you can select a different style for the task or create a new style.
  10. Add work files (stories or analytic applications) to the task, or provide a URL.

    • As the owner, upload a work file, or add a URL.

      You can add a URL by selecting Add URL from the drop-down menu.

      All assignees can edit the work file, and they can also upload additional work files.

    • As the owner, you don't provide a work file or a URL.

      Assignees upload their own files to Your Work Files. While they are working on the task, only they can see their own work files.

  11. Configure the Completion Settings for your task.
    1. In the Time area, select Advanced Settings.

      You can now choose to have the task marked as completed automatically on the due date.

    2. Turn on Automatically complete the task on due date.
    3. Decide what to do with the information that has been gathered:

      • Change status to Canceled: no information will be saved.

      • Change status to Accomplished: all data and files that had been submitted will be approved and stored, even for Rejected tasks.

    4. Click Close to close the Completion Settings panel.

    Your choices are now listed in the Time area.

  12. Decide whether to select Activate the task at start date automatically.

    If you want to work on your tasks before sending them out to others, do not enable this option.

    Note
    You must have at least one assignee before you can activate the task.
  13. In the Context section, select Add Context, and then add a model and some filters.
  14. Add at least one assignee. You may add additional owners and reviewers for your task.
    Restriction

    When you have more than nine assignees for a task, you will not see the individual assignees listed. Instead, you will see a list of statuses and the number of assignees for each status.

    To see the individual assignees, select All Assignees; the Assignee List dialog will appear.

    • Decide whether assignees can see only their own information for a task, or select Assignee can see other assignees.

    • With more that one reviewer, you can set up reviewer rounds to define the reviewing sequence:
      1. Add a reviewer.
      2. Select Start of the navigation pathAdd Reviewer Next navigation step Add a new roundEnd of the navigation path, and then choose either After this round or Before this round.
    • Add someone who isn't already a member:
      1. To add a non-member, in the appropriate People section, select the dropdown list and then select Invite Non-Member by Email.
      2. Type the person's email address.
    Tip

    If you add an assignee or reviewer and then decide to substitute yourself or someone else for one of those roles, select the name and then choose Change. In the Change User dialog, select the new name for the role.

  15. Add the task to a process: In the Hierarchy section, you can choose a process you have edit rights for as parent process for your task.

    In the Gantt view, tasks are shown as children of a process, allowing you to quickly see the relationship between the items.

  16. Provide additional information or reminders.
  17. When you have finished filling in the details and are ready to send the task out, do one of the following:
    • Select View Changes to review all the changes that have been applied; decide whether to send them out or delete any of the changes.
    • If the status is In Progress, select Update and Notify.
    • If the status is Inactive, click on the arrow next to the status and then select Activate & Notify.

Results

Notifications are sent to the applicable people.