Create and Manage Assigned Tasks

Investigations often involve multiple investigators working on different activities simultaneously. Without a centralized task management system, organizations can face challenges such as:

• Difficulty assigning and tracking responsibilities
• Missed deadlines and overdue activities
• Limited visibility into investigation progress
• Poor coordination across departments or teams
• Disconnected notes and supporting documents
• Reduced accountability for assigned work

The Tasks & Calendar Manager provides a centralized workspace for creating, assigning, organizing, and tracking investigation-related activities. It enables investigators, supervisors, and managers to... 

• Assign work to individuals or teams
• Monitor task progress in real time
• Track deadlines using reminders
• Organize complex investigations into manageable tasks
• Store supporting documents and investigation notes with each task
• Maintain a complete audit trail of task activity

Tasks can be created as standalone work items or linked to investigation records, allowing all related information to remain connected throughout the investigation lifecycle.

This Helps Organizations to...

• Assign investigators to verify claims, collect supporting documents, conduct interviews, and track investigation progress (Insurance Claims Investigations)
• Break complex fraud investigations into manageable tasks assigned to specialists and monitor completion (Special Investigation Unit (SIU) Cases) 
• Assign activities such as evidence collection, witness interviews, surveillance, and forensic analysis while maintaining centralized oversight (Criminal Investigations)
• Coordinate tasks across departments or agencies, monitor progress, and keep all activities linked to the relevant case.

The Tasks feature is available based on user role and permissions.

Tasks can be created as:

• Standalone activities
• Linked to a Case
• Linked to a Subject
• Linked to both a Case and a Subject

All tasks created in the Tasks & Calendar Manager are automatically displayed in both the Calendar View and Agenda View, allowing users to easily track upcoming work, monitor deadlines, and manage tasks alongside scheduled events from a single interface.

The feature enables investigators, supervisors, and managers to organize work, collaborate effectively, monitor task progress, and ensure investigation activities are completed on time while maintaining a complete history of task-related information.

Note: Any updates made to a task are automatically reflected in the Calendar and Agenda views.

How the Tasks & Calendar Manager Interacts with Other Features

Task Dashboard

The Task Dashboard is the primary landing page of the Tasks & Calendar Manager. It provides a centralized view of all tasks assigned to the user, allowing investigators to monitor workload, track progress, and quickly access investigation activities.

The dashboard provides a real-time summary of task status, priorities, due dates, and task distribution across associated cases and subjects. It helps users to...

• Monitor assigned tasks and overall workload from a single location.
• Quickly identify open, due today, high-priority, in-progress, and completed tasks.
• Track task progress and upcoming deadlines in real time.
• View tasks organized by their associated Cases and Subjects for better investigation oversight.
• Filter tasks to focus on a specific case or subject.
• Access the Task Dossier directly to review task details, update progress, manage supporting documents, and add investigation notes.
• Improve collaboration by providing visibility into task ownership, assignments, and completion status.
• Stay organized through integrated Calendar and Agenda views, ensuring tasks and scheduled events are managed from a single interface.

To access the dashboard, navigate to Tasks & Calendar and select the Tasks tab.

Task Summary

The Task Dashboard displays summary cards that provide a quick overview of the user's assigned tasks and their current status.

These summary cards help users quickly identify pending work, prioritize urgent tasks, and monitor overall workload from the dashboard.

Open Cases

The Open Cases section groups tasks by their associated investigation case, providing a consolidated view of work related to each active investigation.

Selecting the Open Cases summary card displays a list of all cases that have associated tasks, along with the number of open tasks for each case. This allows users to quickly identify investigations with pending work and navigate to the relevant tasks.

For each case, the dashboard displays:

• Case Number
• Case Name
• Number of Open Tasks
• Next Due Date

Selecting View Tasks for a Case filters the Task Dashboard to display only the tasks associated with the selected Case. A filter indicator is displayed at the top of the task list, making it clear that the dashboard is showing tasks for the selected investigation.

From the filtered task list, users can review task details such as the task owner, assignee, department, due date, priority, progress, and status. Selecting a Task Name opens the corresponding Task Dossier, where users can review task details, monitor progress, update information, and access related documents and investigation notes.

Open Subjects

The Open Subjects section groups tasks by their associated subjects, providing a consolidated view of investigation activities related to specific individuals, organizations, or other entities.

Selecting the Open Subjects summary card displays a list of all subjects that have associated tasks, along with the number of open tasks for each subject. This enables users to quickly identify subjects with pending activities and navigate directly to the relevant tasks.

For each subject, the dashboard displays:

• Subject Name
• Number of Open Tasks
• Next Due Date

Selecting View Tasks for a Subject filters the Task Dashboard to display only the tasks associated with the selected Subject. A filter indicator is displayed at the top of the task list, making it clear that the dashboard is showing tasks for the selected subject.

From the filtered task list, users can review task details such as the task owner, assignee, department, due date, priority, progress, and status. Selecting a Task Name opens the corresponding Task Dossier, where users can review task details, monitor progress, update information, and access related documents and investigation notes.

Task Filters

Users can filter tasks using one or more of the following criteria:

• Task Name – Search for a task by its name.
• Task Owner – Display tasks owned by a specific user.
• Department / Team – View tasks belonging to a selected department or team.
• Assigned To – Filter tasks assigned to a specific user.
• Case Name – Display tasks associated with a particular case.
• Case Number – Search tasks using the case number.
• Subject Name – View tasks linked to a specific subject.
• Task Status – Filter tasks by their current status (for example, To Do, In Progress, On Hold, or Completed).
• Priority – Display tasks based on their priority level.
• Creation Start Date and Creation End Date – Filter tasks created within a specified date range.
• Due Date From and Due Date To – Display tasks due within a specified date range.
• Favorite – Display only tasks marked as favorites.

After selecting the required filter criteria:

• Click Apply Filter to display the matching tasks.
• Click Reset Filter to clear all applied filters and restore the default task list.
• Click Cancel to close the filter panel without applying changes.
  

Column Sorting

Users can also sort the task list by clicking the required column header. Sorting is available in:

• Ascending order.
• Descending order.

This helps users quickly organize tasks based on the selected column values.

Additional Task Actions

From the Task Dashboard, users can perform the following actions directly from the Actions menu for a task (subject to permissions):

• Add Notes – Add investigation notes to the selected task without opening the Task Dossier.
• Attach Records – Associate additional investigation records, such as cases, subjects, or other supported records, with the task.
• Detach Records – Remove previously associated records from the task when they are no longer relevant.

Note: The availability of these actions depends on the user's role and assigned permissions.

Create a Task

The Create Task feature allows users to assign, organize, and track investigation-related activities from a central workspace. Tasks can be created as standalone activities or linked to a case, subject, or both, ensuring all work remains associated with the relevant investigation.

Follow these steps to create a new task in the Tasks & Calendar Manager.

1. Navigate to Tasks & Calendar.
   
2. Click on +Task.
    
3. Enter the Task Name and Task Description.
   
4. Complete the Assignment & Dates section:
   • Task Owner – Select the user responsible for creating, managing, and monitoring the overall progress of the task. 
   • Department – Choose the department responsible for completing the task.
   • Assigned To – Select one or more users who will perform the task. This field supports multiple selections, allowing the task to be assigned to several users simultaneously. 
   • Priority – Specify the task priority (for example, Low, Medium, High, Immediate, or Urgent) to help users prioritize their workload. 
   • Status – Select the initial task status as To Do.
   • Due Date – Specify the date by which the task should be completed. 

   • Favorite (Optional) – Enable Mark this task as Favorite to add the task to your list of favorite tasks for quicker access.

     

5. Choose how the task should be linked under Link Task To:

   • Case – Link the task to a case. Optionally can also create a new Case.
   • Subject – Link the task directly to a subject.
   • Case and Subject – Link the task to both a case and subject attached to it.

   • No Case or Subject – Create the task as a Standalone Task.

     

6. (Optional) Add one or more Steps (subtasks) to break the task into smaller, manageable activities. For each step, enter the step instructions, assign it to a user, specify a due date, and indicate whether the step is Required. Each step can be assigned to a different user from the users selected in the Assigned To field, allowing work to be distributed among multiple assignees while tracking the progress of each individual step.
   
7. (Optional) Configure Reminder notifications by selecting the reminder date and time. If recurring reminders are required, enable Repeat Reminder and choose the desired frequency—Daily, Weekly, or Monthly—to automatically notify assignees until the task is completed or the reminder is disabled.
   
8. (Optional) Upload Supporting Documents in the Attachments section.
   
9. (Optional) Add Investigation Notes by clicking + Note.
   
10. Click Add to create the task.
    

Once created, the assigned users can begin working on the task, while the Task Owner can monitor its progress from the Task Manager.

Managing Tasks

Task Owners and users with the Admin license type have full management capabilities, while other users can perform actions based on their assigned permissions.

Users can open the Task Dossier by selecting the Task Name from the task lists available in the Task Dashboard.

From the Task Dossier, Task Owners and Admin users can:

• View task details, status, priority, and progress.
• Update the task status and overall progress.
• Modify the due date and reminder settings.
• Add, edit, or remove task steps (subtasks).
• Upload additional supporting documents and attachments.
• Add or update investigation notes.
• View assigned users, task ownership, and step completion status.
• Mark the task as Completed once all required activities have been finished.

This centralized approach ensures that all task-related information, documents, notes, and progress updates are maintained in a single location, providing complete visibility throughout the task lifecycle.

Task Dossier

The Task Dossier serves as the central workspace for viewing and managing a task throughout its lifecycle. It provides a comprehensive view of all task-related information, allowing users to monitor progress, review task details, collaborate with assignees, and access associated records from a single location.

The Task Dossier consolidates information such as task details, assigned users, progress, supporting documents, investigation notes, subtasks, and linked records, ensuring all task activities are maintained in one place. This helps investigators collaborate efficiently, track task progress, and maintain a complete history of task-related activities.

Users can open the Task Dossier by selecting the Task Name from any task list in the Task Dashboard.

Task Dossier Overview

The top section of the Task Dossier provides a summary of the selected task through a series of information chips, allowing users to quickly review the task's current status and key details.

The header displays the following information:

Below the header, the Linked Records section displays the investigation records associated with the task, such as:

• Cases
• Subjects

The overview also displays summary counters for:

• Progress – Current task completion percentage.
• Related Work – Number of related records linked to the task.
• Files – Number of documents attached to the task.

These summaries provide investigators with a quick snapshot of the task without needing to navigate through each section.

Task Dossier Sections

The Task Dossier is organized into expandable sections that group related information for easy navigation.

Task Description

Displays the task's purpose, objective, and detailed description.

Task Details

Displays general information about the task, including:

• Task Owner
• Assigned To
• Department
• Created By
• Created On
• Last Updated By
• Last Updated On
• Favorite status

Steps

Displays all configured task steps (subtasks) and their current status.

Each step includes:

• Step number
• Step name
• Current status (Not Started, In Progress, or Completed)
• Mark Complete action (when applicable)

This section helps investigators monitor the completion of individual milestones within the task.

Reminder

Displays the reminder settings configured for the task, including:

• Reminder Date
• Reminder Frequency
• Repeat Reminder
• Reminder Start Date
• Reminder End Date
• Reminder Time

These settings help ensure important tasks are completed within the required timeframe.

Task-Level Records

Progress Tracking

The Progress Tracking section enables authorized users to monitor and update the completion status of a task throughout its lifecycle.

Task progress can be updated in either of the following ways:

• Select Update Progress from the Task Dossier header.
  
• Update the progress directly from the Progress Tracking section.

Users can record the current completion percentage, update the task status, and add progress notes to reflect the latest work completed.

Users can:

• Update the task completion percentage
• Add progress notes describing completed work
• Save progress updates
• View the history of previous progress updates

Each progress entry records:

• Progress percentage
• User who updated the progress
• Date and time of the update
• Progress note

This provides a complete audit trail of the task's progress over time.

Related Work

The Related Work section displays other investigation activities associated with the current task, providing additional context and visibility into related work items.

If the task is linked to a Case or Subject, this section displays other tasks and events associated with the same record. This helps investigators understand related activities, avoid duplicate work, and monitor the overall progress of the investigation.

Related work may include:

• Tasks
• Events

For each related record, the following information is displayed:

• Record Type
• Name/Title
• Attached With (Case or Subject)
• Status
• Due Date or Event Date
• Available Actions

Selecting View opens the corresponding record, allowing users to review its details and monitor related investigation activities from a single location.

This section helps investigators understand how the task relates to other investigation activities.

Files

The Files section stores all documents and attachments associated with the task, providing a centralized location for supporting evidence and reference materials.

Supporting documents can be uploaded in either of the following ways:

• Click Add to Task from the Task Dossier header and upload the required document.
  
• Upload files directly from the Files section by selecting Upload File.

Users can:

• Browse uploaded files.
• Download supporting documents and attachments.
• Upload additional supporting documents 
• View existing attachments.

Note: Assignees can view and download uploaded files but cannot edit, replace, or delete them. Only the Task Owner and Admin users have permission to manage uploaded documents.

This section ensures that all task-related files are securely maintained in one place and are readily available to authorized users throughout the task lifecycle.

Notes

The Notes section displays investigation notes associated with the task, allowing users to document updates, observations, decisions, and other relevant information throughout the task lifecycle.

Notes can be added in either of the following ways:

• Click Add to Task from the Task Dossier header and select Add Note.
  
• Add a note directly from the Notes section by clicking + Note.

Users can:

• View existing notes.
• Add new notes. 
• Edit or delete notes.

Each note includes:

• Note Title
• Note Type
• Sub Type
• Sensitivity
• Note Content
• Available Actions

Note: Assignees can view notes added by the Task Owner or Admin users but cannot edit or delete them. Only the Task Owner and Admin users have permission to add, edit, or delete task notes.

This section provides a centralized record of investigation updates, ensuring important information is captured and accessible to authorized users.

Edit a Task

Task permissions determine what information a user can modify.

• Task Owner and Administrator users can edit all task details, including:
  • Assigned users
  • Task steps (subtasks)
  • Task status
  • Due date
  • Task description
  • Supporting documents and attachments
  • Investigation notes
  • Reminder settings and other task information
• Assignees can update only the progress of the task by changing the task status from To Do to In Progress or On Hold or Completed. They cannot mark a task as Done, nor can they modify other task details such as assignees, due dates, steps, attachments, or notes.

Steps To Edit a Task:

1. Navigate to Tasks & Calendar.
2. Open the Task Dashboard.
3. Click the Task Name to open the Task Dossier.
   
4. Click Edit.
   
5. Update the required task information.
   
6. Click Update to apply the changes.