Configuring Task/Action default settings in Assurance

Who is this article for?
Full users who want guidance on configuring the task/action default settings in Assurance.

Full user type is required. Only a Full user with Administration access can adjust the organisation task/action default settings.

As an administrator, you can configure the default task/action settings for all new tasks/actions created in Assurance.

1. How to adjust the Task/Action default settings?

To adjust the task/action default setting, select on the Administration cog icon from the navigation bar. On the Administration screen, select the Task/Action Default button under the Tasks/Actions section.

2. How do the Task/Action default settings work?

Organisation Task/Action Default Settings: You can configure Task/Action Defaults for the entire organisation. These will be copied to every Task/Action created.
Task/Action Default Settings: Each Task/Action in Assurance has Default Settings which are copied from the Organisation Task/Action Defaults above. They can be changed at any time.
Task/Action Assignment Settings: In turn, every Task/Action Assignments settings are copied from the Task/Action Default settings above when a new assignment is created. These can be individually tweaked under the Assignment Settings on the Task/Action Assignment level.

Default settings ensure that these defaults are consistently applied across your Task/Action assignments, but at the same time they give you the flexibility to change them at the Task/Action or the assignment level.

For example, if Contract Performance Reviews are required typically on an annual basis, you can create a new action "Contract Performance Review". You do not have to assign this action immediately but in the future when this action is assigned, any default settings you have configured for this action will apply but can be changed for each assignment if required.

Changing default settings?
If the Organisation Default Settings or the Task/Action Default Settings are changed, they will only apply to Task/Actions or assignment created from that point forward and not retrospectively. Assignment settings can be changed at any time and will apply to the assignment immediately.

3. How to configure the Task/Action default settings?

Default Settings	Description
Category	Select the default category for your organisation when creating a new task/action in Assurance.
Repeat	If you select on Repeat, you can choose the typical frequency of recurrence of the action.
Comments Required	You can decide whether the responsible user has to add comments on update of the tasks/actions. If so, on what result? Typically, this would be configured as comments are required when you select a negative response for example, "Not Compliant". You can select multiple options here for example, you could configure Comments Required if "In Progress" or "Compliant".
Evidence Required	You select this option if you want it to be mandatory for the responsible user to attach evidence and again you can choose on what response/s evidence should be attached.
Escalation Notifications	You can choose other users to be notified if the task/action is not completed on the due date and you can give responsible users grace days before the escalation notification is sent to the escalation users.
Notification On Assignment	You have the option of selecting whether the notification on assignment is sent immediately or as part of the batch overnight email. You can choose to not notify on assignment by selecting "None".
Notification On Progress	You have the option of selecting which users will be notified when the task/action has been updated. Either a designated escalation user or if the task/action is linked to a form, the person responsible for the form.
Notification On Completion	You have the option of selecting which users will be notified when the task/action has been completed. Either a designated escalation user or if the task/action is linked to a form, the person responsible for the form.
Notification Before the Due Date	If you select this option, the responsible user will receive reminder notifications prior to the due date. That can either be a once off or if you select repeated, they will receive email reminders 5 weeks before on a weekly basis for example. Reminder notifications may be processed prior to the due date and updates made to the task after it has been processed will not be reflected in the reminder notification. For example, a task completed shortly before the due date may still appear as overdue on the reminder notification. Users should check their To Do List for the latest updates.
Notification After the Due Date	If the task/action is overdue, you can select the option of how frequently the person responsible will receive the reminder notification.