Process Manager - Task

When you click on a task, the task properties are displayed on the left, and the Description box, Resources tab, Task Notes tab (if applicable), Relationships tab, and Usage tab are displayed on the right in the context view.

Tree Right-Click

When you right-click on a task in the Process Manager, a menu appears with a number of options.

There are two exceptions to this rule:

1.  In the Role Permissions for a Subject Matter Expert (Tools/ Role Permission Sets), there is an option of Edit All Tasks (Owner Override).  If this function is enabled, all SMEs that have access to the Task will be able to modify it.

2.  A System Owner has rights to everything in the system, regardless of this setting.


Since the previous versions of TRACCESS CI did allow for knowledge reassessment, the default state for tasks is set to Yes.  However, if you wish to make use of this functionality - disallowing learners from "accidentally" resetting their Knowledge components to incomplete, you may wish to set the default to No for all future Tasks.  This is done using the Object Definitions dialog, selecting the Task object, and changing the default value in the Defaults tab.

Please note:  If a Task does have this setting as No, a Learner will not be able to requalify on tasks that are About to Elapse until they actually Elapse.  Therefore, if you have an Event set up that warns people XX number of days prior to a duration lapse, they may not be able to rectify the situation until the task actually goes white.  In this case, you may choose to set your Event timing with a warning that is sufficiently small or at 0 days, or not set the Allow Knowledge Reassessment to No.

Please Note:  Task Notes apply to the Task in general and are not specific to individual Employees.

Context View

When a task is selected from the Process Manager tree, the context view displays the task name, Description box, Resources tab, Task Notes tab (if applicable), and Relationships tab. Note: The Task Notes tab will only appear if the task has notes.


Every object in the database, such as a task, contains a description field that can be used to make the task name more descriptive, but it can also be left blank. The description is edited from the Properties when a task is selected.

Resources Tab

The Relationships tab identifies all resources that are attached to the selected task. A task can contain as many resources as required to complete the task, and resources can exist in any file type. Right-clicking on the Resources heading, which appears below the task name in the Process Manager tree, allows you to select from an existing list of Resources or create Course, Document, Help File, or URL resources.

Resources can also be assigned categories and subcategories, which are used to sort the resources.  If a resource is not assigned to either a category or subcategory, it is displayed in a flat list.

Categories and subcategories are added to the system by accessing their corresponding dialogs (Resource Categories/Resource Subcategories) through the Tools/ System Options/ Task Tab.

Task Notes Tab

A Task Notes tab will appear only if notes have been added to a selected task. Task Notes are edited in the Properties section when a task is selected.

Relationships Tab

Prerequisites - Displays the prerequisite task(s) required to complete the selected task. Click Add/Remove to add and remove prerequisites from a task.

Owners - Displays the owner(s) of the task. The name of the SME who created the task will appear. If a System Owner created the task, a name will not appear. Click Add/Remove to add and remove owners.

Tasks to Auto-Complete - Displays the tasks that will be automatically completed once the selected task is complete. The task may provide auto-complete for Knowledge, Capability, or both by clicking on the Provides Knowledge/Provides Capability checkboxes. Click Add/Remove to add and remove Auto-Completion tasks.

Auto-Completed By - Displays the tasks that would auto-complete the currently selected task (if applicable).

Tasks to Auto-Complete (lower left-hand box) - If the selected Task is part of a group of Tasks that auto-completes a Task, this box displays the Task that the group of Tasks auto-completes.

Provides Knowledge - Clicking this checkbox will auto-complete the Knowledge component of the task shown in the Tasks to Auto-Complete box. (Only shown if the Task contains this component.)

Provides Capability - Clicking on this checkbox will auto-complete the Capability component of the task shown in the Tasks to Auto-Complete box. (Only shown if the Task contains this component.)

Auto-Completed when all of these are completed - When all the Tasks in this box are completed, they will auto-complete the selected Task. Click Add/Remove to add and remove grouped Tasks.

Usage Tab

The Usage tab provides SMEs with a fast and easy way to identify all the places a task is being used or reused in the system—more specifically, where tasks exist in Processes and Direct Assignments. This function is especially useful when a change needs to be made to a task. It gives an SME a complete understanding of how the change could affect the system. 

The Usage tab is split into two windows:

Process Manager - Displays, in a hierarchial tree, where the task exists in Process Sets, Processes, and Sub-Processes within the system.

Direct Assignments - Displays the names of the employees the task is assigned to as a Direct Assignment.

Tasks are removed from the Process Manager and Direct Assignments with the remove button:

Remove - Under the Process Manager window and the Direct Assignments window is a Remove button. A task can be removed from anywhere it exists by clicking on the task, then clicking Remove. Or, a task can be removed from a Direct Assignment by clicking on the person's name, then clicking Remove. The deletion can be undone by selecting Edit > Undo from the main menu. If the task appears more than once in a Direct Assignment Process, it will only be listed once; however, selecting Remove will remove all instances of the task from that Process.

Direct Assignments can be multi-selected by holding down the Ctrl key and then clicking on the direct assignments you want to remove the task from. You can then click on the Remove button, and the task will be removed from all selected Directed Assignments.

Tasks can also be double-clicked:

Note: The user must have permissions to remove selected tasks.

Additional Help:

About/Using Tasks to Auto-Complete

Add/Remove Auto-Complete Tasks

About/Using Multiple Tasks Auto-Complete a Task

Add/Remove Multiple Tasks Auto-Complete a Task