The Calendar and Task/Activities Manager page provides a centralized view of all tasks—whether assigned to you or delegated by you to others. It allows you to monitor task progress and take appropriate actions based on their status. 

Task Manager Access Levels: 

1. All users have access to view the Task Manager interface. 
2. License-based access may allow visibility into tasks assigned to other team members, in addition to your own. 
3. Administrators have full access to all tasks created across the organization. 
4. Supervisors and Admin-Team users can view all tasks related to their department, including their personal assignments. 

5. Standard users within one or more departments can view only the tasks they’ve created or that have been assigned to them within those departments. 

    

Steps to access Task Manager: 

1. Log in to OWL using your credentials. Upon successful login, you’ll be directed to the OWL Dashboard. 
2. On the Dashboard, locate the Calendar icon positioned on the right side of the screen header, and click on it to open the Calendar view.

3. Clicking on the icon will open the Task Manager view. 

Add Task from Task Manager

Steps to Add a Task: 

1. On the Dashboard, locate the Calendar icon positioned on the right side of the screen header, and click on it to open the Calendar view. 
2. From the Task Manager view, click on the Add task button. You will be redirected to the Add Task Page.

3. Enter a Task name for the task you are creating in the Task Name field. 
4. Task Owner Selection: By default, your name will appear pre-selected in the Task Owner dropdown. The list of users available in this dropdown depends on your license. If you are a supervisor or Administrator, you can create tasks on behalf of other users within the organization. 
5. Department Selection: Once a Task Owner is selected, the Department dropdown will automatically refresh to display departments associated with the selected user. 
6. Assigning the Task: Use the Assigned To dropdown to select one or more users to whom the task should be assigned. This is a multi-select field, allowing you to choose multiple recipients. You can also select yourself from the Assign to list. 

7. Linking to a Case or Subject: If the task is related to a specific case or subject, and you want to share it with collaborators involved, select the appropriate options from the Case and Subject dropdowns. 
8. Task Status: While creating a task, the only available status to select is To Do. 

9. Setting Priority: Choose the task’s urgency level using the Priority dropdown. 
10. Due Date: Specify the task’s deadline by selecting a date from the Due Date field. 
11. Mark as Favorite: To highlight this task in your favorites list, check the Favorite box.

12. Task Description: Use the Notes field to provide a detailed description. You can format the text and insert images as needed. 
13. Adding Steps: If the task involves multiple steps, click Add Step below each section to include them. 

14. Uploading Files: Attach relevant files or reports using the OWL Docs – Browse File option. You can upload multiple files, which will be linked to the task upon creation. 

15. Setting Reminders: On the right side of the Add Task page, you’ll find the Reminder section with various options. 
16. One-Time Reminder: Use the Reminder Date field to set a specific date and time for a one-time notification.

17. Recurring Reminders: To enable repeat notifications, check the Repeat Reminder box and choose a frequency—Daily, Weekly, or Monthly. 
18. Reminder Schedule: Define the Reminder Start Date and End Date, then set the desired frequency and time for the alerts. 

19. Create the Task: After completing all fields, click the Add button to successfully create the task.
20. Notifications: Once the task is created, assigned users and relevant department supervisors will receive an email notification immediately.
21. Task Visibility: The new task will appear in the Task Manager for all assigned users, supervisors, and you.

My Task Page from Task Manager

Viewing My Tasks Page and Filters in the Task Manager:

1. Access the Calendar View: From the Dashboard, click the Calendar icon located on the top-right corner of the screen header to open the Calendar view. 

2. Navigate to My Tasks: On the My Tasks page, you’ll find tasks that

• You’ve created 
• Are assigned to you 
• Are shared with you through collaboration 
• Are created by your subordinates 

3. Task Overview: Each task listed on the My Tasks page displays key details, including: 

• Task Name 
• Task Owner 
• Department 
• Assigned To 
• Linked Case/Subject 
• Created By/On and Updated By/On 
• Due Date 
• Priority 
• Progress 
• Status 
• Favorite status 

4. Viewing Task Details: You can open a task in two ways 

• Click View Task from the Action Menu 
• Click directly on the Task Name Both options will open the task details in a new tab. 

5. Attach to Case/Subject: Use the Attach option in the task menu to link the task to a specific case or subject. 

6. Detach Case/Subject: If a task is already linked, you can remove the association using the Detach Record option in the action menu. 

7. Using Filters to Search Tasks: The My Tasks page offers several filters to help you locate specific tasks 

• Task Name: Search by full or partial name 
• Task Owner: Filter tasks by the selected owner 
• Department/Team: View tasks from a specific department 
• Assigned To: Find tasks based on assigned users 
• Case Name: Locate tasks linked to a particular case 
• Subject Name: Find tasks associated with a specific subject 
• Task Status: Filter by current status 
• Priority: Search by priority level 
• Creation Date Range: Filter tasks created within a specific time frame 
• Due Date Range: View tasks with due dates between selected dates 
• Favorite: Display only tasks marked as favorites 

8. The tasks that are attached to the case/subject can be viewed from the case dossier and subject dossier, respectively.

View and Update Task from Task Manager

Steps to Update Existing Tasks from Task Manager: 

1. Access the Calendar View: From the Dashboard, click the Calendar icon located in the top-right corner of the screen header to open the Calendar view. 
2. Open Task for Editing: Click on the Task Name you wish to edit. This will open the View Task page in a new tab. 

3. Editing as Task Owner: If you are the Task Owner, you have full access to all fields and can modify any aspect of the task as needed. 
4. Editing as Assigned User: If you are an Assigned To user, your editing capabilities are limited to updating the Task Status and the progress bar for each step.
5. Initiate Edit Mode: To begin editing, click the Edit button located at the top-right corner of the task detail page. This will open the task in an editable format. 
6. Managing Assignees: As a Task Owner or Admin, you can update the Assigned To field by adding or removing users. When new users are added, they will receive an email notification. 
7. Updating Due Date and Priority: The Task Owner can modify the Due Date and Priority while the task is active. 
8. Understanding Task Status Options: The Task Status field includes several options, each with a specific meaning 

• To Do: Task has not yet started 
• In-Progress: Task is currently underway 
• On-Hold: Task is paused due to blockers 
• Completed: All steps are finished; progress is set to 100% and status cannot be changed unless reverted to In-Progress 
• Deleted: Task is no longer needed and should not be worked on 
• Done: Task is marked as reviewed and finalized by the record owner 

10. Status Restrictions: Only Task Owners and Admins can set a task to Deleted. Assigned users do not have this permission. 

11. Updating Step Progress: Assigned users can update the progress of individual steps by setting the progress bar to any value between 0% and 100%. 

12. Auto-Completion of Tasks: A task will automatically move to Completed status once all steps reach 100% progress. 

13. Main Progress Bar Behavior: If no steps are defined, users can manually update the main progress bar. 

14. When steps are present, the main progress bar is automatically calculated based on the average progress of all steps. 

15. Document and Notes Management: Admins and Task Owners can upload new documents or reports and update the Notes section with additional information.