Event Portal Tasks

Event Portal tasks are items your Event Portal users need to complete such as review contracts, approve menus, submit floor plans, and so on. If you have event tasks that are used for every event, you can create Task Sets for those tasks and add them to the event. This makes it faster to add those commonly used tasks to each event. You can also create unique tasks for each event. See Event Portal Configuration Overview for information about the Event Portal configuration process. 

Add a Task Set

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event for the tasks.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Tasks tab.
  5. Click the arrow next to the Add button. 
  6. Select Add Task Set. The Task Template Set window opens.
  7. Select the task set to add from the drop-down.
  8. Click Continue. A message displays when the tasks from the task set are added to the event.
  9. Click OK. 

Add a New Task

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event for the tasks.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Tasks tab.
  5. Click Add the button to create a new event task. The Add Task window opens.
  6. Enter the necessary information.
    • Title – Name for the task.
    • Description – Additional information for the task. 
    • Due Date - Date the Event Portal user must complete the task.
    • Due Time - Time the Event Portal user must complete the task.
    • Status - Status to assign to the task. The default status for new tasks is Open.
    • Assign Task - User assigned to the task. You can only assign task to users who have access to the Event Portal.
    • Type – Type of task to create. Additional fields display based on the type selected.
      • Review – Review documents and select to approve or deny to complete the task.
      • Submit – Upload requested documents to complete the task.
      • External – Direct users to an external website to complete the task.
    • Function - Function the task is assigned to.
    • High Priority – If checked, the task displays at the top of the list and is marked with high importance.
    • EP Category – Event Portal category for the task. 
    • Note Class - Note class assigned to any comments for the task.
    • Additional fields for Review tasks:
      • File Upload Configuration - If the task requires the user to submit a document, select the file upload configuration to use.
      • Allow Approval - If checked, users can approve or a deny a task in the Event Portal. 
        • Approval Status - Status to assign to tasks approved in the Event Portal.
    • Additional field for Submit tasks:
      • File Upload Configuration - If the task requires the user to upload a document, select the file upload configuration to use.
    • Additional fields for External tasks:
      • URL Label - Label that appears before the URL entered into the URL field.
      • URL - External URL Event Portal users are directed to for the task.
  7. Select the Documents tab. You only need to configure documents if using Review tasks. Skip to step 9 if you do not need to configure documents. 
  8. Drag and drop the documents to review into the Documents tab. 
  9. Check the Show on Event Portal box if this document should be shared with External Users in the Event Portal.  If this field does not display, you must add the column to your view.
  10. Select the Notes tab. You can add and view Event Portal notes. Skip to step 13 if you do not need to configure notes.
  11. Click the Add button. The Add Note window opens.
  12. Enter the note information. See Notes for details on each available field.
  13. Click OK. You return to the Edit Task window.
  14. Click OK.

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Comments

3 comments

Date Votes
  • Nina Dennison

    What's the difference between Tasks and Activities??  

    Also, I noticed you ask if this article is "helpful" and the only answer option is YES... how can you measure real results w/out a No option? Plus, a "No" answer will help you define what needs to be addressed. 

    1 upvotes

  • Sean Tame
    • Edited

    Hi Nina,

    Tasks are those items you set for the customer to complete and are specific to the Event Portal.  Activities are designed for internal use between your staff and are not designed to be seen through public portals.  I hope that clarifies it for you.

    0 upvotes

  • Ginette Brunet

    Hi, I would like to know if it's possible to set notifications (through activities or e-mail) on an Event portal task upon status change to completed?

     

    0 upvotes

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