Creating Tasks and Training

Creating Tasks and Training

Adding a task




Create one or multiple tasks which are part of your procedure from the Tasks tab in your new procedure. For example, if you own the Safety procedure one of your tasks may be a Near Miss.


  1. In the left-hand side column on the tasks tab you will find the “Add Task” button.

  2. You will be required to give your task a name.

  3. Once you’ve saved this you will be taken to the creation of the task itself.

  4. Create a new activity by clicking on the tile in the far left.

  • Each activity must have:

  • A Name

  • A Type from the following: Process Flow, Send

  • An Icon: Choose an icon from the list available.

  • A Colour: Using the colour picker available.

  • Dependencies: Highlight any activities which must be completed to unlock this one. To multi-select click “Ctrl” whilst selecting activities.


  1. Press “Save” in the top right to save your activities.

  2. Click “View Process Flow” to enter the process flow builder and start creating your task.

  3. Click the “+” button to begin adding questions.

  4. Choose from the 2 options available - "Add New Node" or "Link to Existing Node"

  5. When creating a new node there are multiple options for style of node. We would recommend using a selection from the following depending on the flow:

  • For form questions which should all appear on the same page use the Form node.

  • “Yes/No” and “Multiple Choice” nodes allow for routing/conditional logic. Use the arrows to the right of the Data points or the “+” button to build your different routes.

  • Example: I want to add the question “Please state the severity of the Near Miss?” with the options “High” “Medium” or “Low”. I would create a multiple choice type question where the name would be the question and each new data point would be one of the possible answers. I might then decide that for each data point (Severity in this case) I want to follow a different flow of follow up questions.

  • Adding  a Photo type node will allow the user to either select from their gallery (setting) or open the camera on the device.

  • There are 4 types of display only nodes which require no data input: Text, Image, PDF and Video. Each must have a title and then the appropriate piece of content can be attached.


To Delete an Existing Node/an Existing Route:

  • Un link a route by highlighting the line and clicking “Unlink route”

  • Delete a Node by highlighting the node and clicking the bin icon in the sidebar.

  1. Once you’ve created your flow press save in the top right-hand corner. You will be taken back to the task activities page. Continue building each process flow until they’re all completed.

  2. To add different status’ to your task click on the “Settings” button in the top right. Note: The default status is “Complete” but you may want to change this/add new ones such as “Pending Action” for example.


Deleting tasks

Hover over the specific task, click the three dots in the top right of the task box then click delete. A warning pop-up will be displayed allowing you to continue or cancel the deletion.


Scheduling Tasks 

Hover over the specific task and click the Schedule button.



There are multiple options for scheduling which provide the user with many variations depending on the use case. 
The scheduling screen will open in the middle of the screen and appear as below:



There are 2 fields which need customising. 


1 - The assignee "This should be done by"

  1. Any person on this procedure - Only 1 person from the teams assigned to this procedure must complete this task, this is not a specific person in the team.
  2. One person from each team on this procedure - A single person from each of the teams assigned to this procedure must complete this task, so if there are 7 assigned teams the task will need to be complete 7 times.
  3. Each person in this procedure - Every single user from every assigned team must complete this task.

2 - The frequency "I want this to happen"

  1. Only once 
  2. Every hour 
  3. Every day
  4. Every week 
  5. Every month 
  6. Every year
All time options which are recurring events (all but only once) also allow the user to customise the number of times
All time options allow the user to customise the start date.
Only once allows the user to customise the start date and the due date.

E.G Only once - I want this to happen only once starting tomorrow at 8am and due by tomorrow at 8pm.

E.G Every month - I want this to happen every month, 4 times per month, starting in January 2020.

Once the schedule has been decided, click on "schedule"



You can stop the active schedule any time by clicking the "stop" button on the same screen.



Alternately, go back to the tasks tab by clicking the "Go back" button.

Adding training




Build on the line training flows into Zaptic and use the training Matrix provided to check for compliance.


  1. Go to the training Tab within your procedure

  2. Click on add training in the left-hand side bar

  3. You will be taken straight to the process flow builder where you can start building your flow of training content and questions.

  • Click the “+” button to begin adding questions.

  • Choose from the 2 options available - "Add New Node" or "Link to Existing Node"

  • When creating a new node there are multiple options for style of node. We would recommend using a selection from the following depending on the flow:

  • For form questions which should all appear on the same page use the Form node.

  • “Yes/No” and “Multiple Choice” nodes allow for routing/conditional logic. Use the arrows to the right of the Data points or the “+” button to build your different routes.

  • Example: I want to add the question “How full should the tank be before the filter is replaced?” with the options “30%” “60%” or “75%”. I would create a Multiple Choice type question where the name would be the question and each new data point would be one of the possible answers. I might then decide that for each data point (% full in this case) I want to follow a different flow of follow up responses to show whether the user is right or wrong.

  • Adding  a Photo type node will allow the user to either select from their gallery (setting) or open the camera on the device.

  • There are 4 types of display only nodes which require no data input: Text, Image, PDF and Video. Each must have a title and then the appropriate piece of content can be attached.


To Delete an Existing Node/an Existing Route:

  • Un link a route by highlighting the line and clicking “Unlink route”

  • Delete a Node by highlighting the node and clicking the bin icon in the sidebar.


  1. Once you’ve created your flow press save in the top right-hand corner.

  2. As the training flow is completed by the Teams assigned the matrix will be automatically filled to show % compliance for each training per user/per team.


Deleting training

Hover over the training module, click the three dots in the top right of the box then click delete. A warning pop-up will be displayed allowing you to continue or cancel the deletion.



Scheduling Training

Hover over the specific training and click the Schedule button.



There are multiple options for scheduling which provide the user with many variations depending on the use case.

 
The scheduling screen will open in the middle of the screen and appear as below:




There are 2 fields which need customising. 


1 - The assignee "This should be done by"

  1. Any person on this procedure - Only 1 person from the teams assigned to this procedure must complete this task, this is not a specific person in the team.
  2. One person from each team on this procedure - A single person from each of the teams assigned to this procedure must complete this task, so if there are 7 assigned teams the task will need to be complete 7 times.
  3. Each person in this procedure - Every single user from every assigned team must complete this task.

2 - The frequency "I want this to happen"

  1. Only once 
  2. Every hour 
  3. Every day
  4. Every week 
  5. Every month 
  6. Every year
All time options which are recurring events (all but only once) also allow the user to customise the number of times
All time options allow the user to customise the start date.
Only once allows the user to customise the start date and the due date.

E.G Only once - I want this to happen only once starting tomorrow at 8am and due by tomorrow at 8pm.

E.G Every month - I want this to happen every month, 1 times per month, starting this month.

Once the schedule has been decided, click on "schedule"



You can stop the active schedule any time by clicking the "stop" button on the same screen.



Alternately, go back to the training tab by clicking the "Go back" button.

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