To Do Management

The To Do Management portal provides a multi-query zone that includes a search for To Do entries using To Do Type and other To Do information. Users may search for entries using multiple criteria and perform common actions, such as assignment and completion, on selected entries.

It is intended to be used by both supervisors and non-supervisor To Do users. Supervisors are identified by their security access to the portal.

Use Menu > To Do > To Do Management to navigate to the portal.

To Do Information Search

This zone allows you to search for non-closed To Do entries using various attributes of the entries, and to perform actions on selected ones.

Note: Results are restricted by role. For supervisors, this search returns To Do entries that meet the search criteria and are in a role of which the supervisor is a member. For non supervisors, the search returns open To Do entries that meet the search criteria and are in a role of which the user is a member or entries currently assigned to the user. Refer to To Do Entries Reference A Role for more information about roles.

The following sections describe the features of this zone.

Search Filters

The following table describes each of the different filters supported by this zone.


Search Filter	Description
To Do Type	Use this filter to restrict the search to To Do entries of a specific type. Only To Do Types where the user is a member of at least one valid role for the type will be available for selection.
Status	Use this filter to restrict the search to To Do entries with a status of Open , Assigned, In Progress or On Hold. If you choose Assigned, then it includes the To Do entries that are In Progress and On Hold. Note that the underlying query excludes completed To Do entries.
Days Old	On the To Do Management portal, this option is represented by a pair of filter fields. Use these filters to restrict the search to To Do entries whose age falls within a given range in days. For example, entering values of 2 - 5 will restrict the search to entries that are greater than or equal to two days old and less than or equal to five days old. On the To Do Dashboard portal, this option lists the To Do Summary age ranges as set up for the user. Select a specific age range to restrict the search to To Do entries whose age falls within the given range in days.
Assign To User	Use this filter to restrict the search to To Do entries assigned to a particular user. This filter only appears if the current user has To Do supervisor access.
Priority	Use this filter to restrict the search to To Do entries with a specific priority.
Key Value	Use this filter to restrict the search to To Do entries with a sort key value containing the entered value.
Message	Use this filter to restrict the search to To Do entries with a specific message. This filter appears after the To Do Type filter has been populated and shows a list of the message texts from all non closed To Do entries of the selected To Do Type.
Characteristic	Use these filters to restrict the search to To Do entries with a specific Characteristic Type and value. Up to five characteristic type and value pairs may be entered. For manual To Do types, the list of characteristic types will be restricted to the characteristic types defined for the To Do Type. For automated To Do Types, if valid To Do characteristic types are configured for the To Do type, only those are shown; otherwise, all valid characteristic types for the To Do Entry entity are shown.

The system shows the total number of To Do entries displayed and the total number that satisfy your search criteria immediately below the set of results.

Note: For performance reasons, the search zone is configured to restrict the number of rows retrieved by the query. The 'Total Records' number will indicate whether there are more To Do entries that meet the criteria than can be displayed.

Search Results

The zone will display all To Do entries that meet the search criteria, up to the limit defined as a parameter to the zone. The following columns are displayed initially:

The Action column includes the button Work. Click this button to drill into the page on which the entry’s respective object is displayed. If the To Do type has been configured to associate a script with this To Do entry's message number, then instead of being taken to the respective page, the associated script is launched. Refer to What Happens When You Work A To Do Entry for more information.

Important: Automatic Assignment When you click the Work button for an open entry, the system changes the status of the entry to Assigned / In Progress and assigns it to you. It also causes this To Do entry to be your current To Do. Refer to Working On A To Do for more information.

Note: Work List. This column has a Work List icon. Clicking this icon populates the Work List dashboard zone with the results. Clicking on entries in the Work List zone performs all the logic described here when clicking the Work button for one entry. It will drill into the related object or launch a script, if configured. It will make this To Do the 'current' To Do, it will assign it to you if it is Open and update it to In Progress.

Note: Only 1 In Progress To Do entry. If you had a different To Do entry in progress before clicking the Work button, the other To Do entry will be put On Hold.
Entries are sorted by their Priority. Highest in priority are listed first.
Days Old is the number of days since the To Do entry was created by the system. Entries are sorted from youngest to oldest within priority.
Status is the current status of the To Do entry. If the assignment substatus is populated, that value is displayed, otherwise the To Do entry status is displayed.
Assign To User is the user currently assigned to the To Do entry.
Message is the message associated with the To Do entry.
Related displays a count of entries that are potentially related to the current entry based on having the same foreign key characteristic values. Click the hyperlink to navigate to the To Do Search page with the current entry as the Related To Do Filter value.
Note displays a Comment icon if there are either comments or a log entry of type Forwarded, Sent Back or User Details on the To Do Entry. Click the icon to open a pop-up window which displays the To Do entry information, message, comments and logs.
Characteristics displays the characteristic types and values for the entry as a concatenated string.
Related Entity displays the information for the object related to this entry. The information string allows you to navigate to the page on which the entry's respective object is displayed.
To Do ID is the system generated key of the entry. Click the hyperlink to navigate to the To Do Entry page to view or maintain the current entry.

Click the Column Configuration icon The Column Configuration icon in the zone header to show the Column Configuration Area in which additional columns can be added to the results. The additional columns include the following:

Create Date/Time contains the date and time the To Do entry was created by the system.
Key 1 to Key 5 contain the first five sort key values for the entry.
To Do Role displays the description of the role for the To Do entry.

Actions

The zone provides the ability to perform certain actions on one or more selected To Do Entries.

Click the check box in the results list heading to select all entries displayed in the grid or click the box in a row to select a specific entry. The following actions are available:

Use the Update button to open a pop-up window in which you can update the priority and/or add a User Details log entry to the selected To Do entries.
Use the Assign button to assign a user to the selected To Do entries. Supervisors will be presented with a pop-up window in which they can choose the assignee from a list of users who are members of at least one role for the To Do Type. The user search includes information about the number of To Do entries already assigned to each user. For users without supervisor access, the current user is assumed to be the assignee and the window is not displayed. Note that the system does not allow a non supervisor to assign themselves a To Do that is assigned to another user.
Use the Unassign button to reopen the selected To Do entries and remove the assignee. Note that the system does not allow non supervisors to reopen a To Do that is assigned to another user.
Use the Complete button to complete the selected To Do entries. Both supervisors and non supervisors may complete any To Do entry, including those assigned to other users.