Control System

Description

This extension makes it easier to create recurring tasks in Matrix42. Simply create a task template and specify how often new tasks should be generated - daily, weekly, monthly or annually. You’ll never have to worry about forgetting important tasks again.

Scope of the extension

Once the control system has been installed, a new application will be available in the menu.

In this application, you will find two navigation objects that enable the creation and overview of recurring tasks.

The extension also contains its own dialogs, quick views, actions, data definitions, configuration elements, data lists, data sources and user roles as well as a module activation that checks daily whether tasks are generated.

Creating a recurring task

The “Add recurring task” action opens a dialog that contains various tabs for configuring the task.

1. Task

The root element of the recurring task is defined in this tab. The following information is required:

• Subject and description of the task.

This tab does not define the generated task itself, but specifies what needs to be done and when. If a responsible person or role is assigned, this assignment is transferred to the generated task.

The “Deactivated” checkbox can be used to deactivate the recurring task so that no more new tasks are created.

2. Template

The template for the task to be generated is defined in this tab and the subject and description are also required here. The Responsible or Responsible Role is taken from the recurring task by default, but can be adapted for the generated task.

A notification is then sent to the assigned person or role. If a Responsible has been defined, the status of the task is set to “Assigned”, otherwise to “New”.

3. Time

This tab is used to define the time period and the repetition cycle for the tasks to be generated:

• Start date: The current date is set by default. Tasks are generated from this date. Example: Tasks can be configured so that they are only generated from a certain date (e.g. middle of the year).
• End date: Defines until when tasks should be generated. This field is deactivated by default (generation never ends).
• Creation date: The task is created on this date.
• Due date: The task must be completed by this date.
• Interval: Select the desired repetition cycle:

Daily: The creation date and due date are set automatically.

Weekly: Specify the day of the week on which the task is created and due (e.g. task is created on Mondays and due on Thursdays).

Monthly: Select the day of the month on which the task is created and due (e.g. task is created on the 3rd of each month and due on the 25th).

For the monthly interval, there is also the option of selecting the “End of month” checkbox, which automatically sets the due date to the last day of the month.

Yearly: Enter the day and month on which the task is created and due (e.g. task is created on January 10th and due on November 10th).

4. Assets In this tab, you can manually add assets that are assigned to the recurring task.
5. Erstellte Aufgaben All previously generated tasks are displayed in this tab.

After the recurring task has been created, a new task is generated at the specified time a new task is generated at the specified time and an email notification is sent to the specified Responsible or the Responsible Role. The tasks are generated daily between 1:00 and 4:00.

In the quick view of the recurring task, the generated tasks are displayed in a table and linked.

Adding actions

If the generated tasks are to be processed directly in the control system (and not just in the Service Desk), the corresponding actions must also be enabled for the control system. By default, the actions “Edit” and “Delete” are available for recurring tasks and the action “Edit” for generated tasks.

The standard actions available for tasks in the Service Desk are as follows:

To apply one of these actions in the control system as well, the desired action must be edited in the “Administration - User Interface - Actions” application.

The control system must be added to the applications in the editing dialog. The action is then also available in this application for the generated tasks.

It is important to ensure that the user roles are authorized for the action. The corresponding roles can be added with the “Set Audience” action.

Optional: If an action should also be available for recurring tasks, “Recurring task (MTX_RecurringTaskType)” must also be added in the editing dialog of the action under “Configuration elements”.