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Tasklists: Create, Update and Delete

Convergence Training Support
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Article Links Introduction | Create a Tasklist | Assign a Tasklist | Preview a Tasklist | Edit a Tasklist | Copy a Tasklist | Restore a Previous Version of a Tasklist | Delete a Tasklist | Change a Tasklist's File Repository |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create tasklists.

 

INTRODUCTION

Below are three common uses for a Tasklist:

  1. Teach your assigned user a procedure. For example, the steps to perform a Lockout/Tagout on a piece of equipment. Create a task for each step of a procedure. You can even add an image or a video file to each task.
  2. Demonstrate set of skills while a supervisor or observer evaluates your employee’s performance. For example, the machine start-up procedure. Create a task for each step of the identified skill that you want your employee to demonstrate to a supervisor or observer. As the user performs each task, the supervisor can evaluate their performance of the task.
  3. A Checklist. For example, checking the oil temperature of a specific piece of machinery. Create a Tasklist with all the steps you want an employee to perform on a repeated basis. Each time they perform the task, they would refer to this Tasklist and follow the steps.

Once created in the LMS, Tasklists become activities that can be assigned to your users.

The Learner attains a Completion Record when they launch and complete the tasklist. The Completion Record will be created in one of two ways based on the properties set in the tasklist:

Automatically: when the Tasklist Properties are set to Employee Only or Instructor OR Employee.

Manually: when the Tasklist Properties are set to Instructor Only, Both Instructor AND Employee, OR Anyone but the Employee. 
Note: Instructor means observer or anyone who has the responsibility of insuring that tasks are being completed accurately. An Instructor must have on of the following administrative security roles: Master, Admin, Credit Training or Tasklist Checkoff in order to perform a Tasklist checkoff.

Tasklist Process

The process to create a tasklist is as follows:.

tasklist process

The Create a Tasklist article below provides the steps to create a tasklist which follows the process above.

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CREATE A TASKLIST

Follow these steps to create a tasklist:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Content Wizard link on the left menu bar
  3. Click the Administration tab at the top of the screen
  4. Click the Content Import and Creation link, then the Content Wizard link on the left navigation bar.

Screen 1: How do you want to add content?

  1. Click the Create button
  2. Click the Start button

Screen 2: What type of content do you want to create?

  1. Click the Tasklist button
  2. Click the Next button

Screen 3: Please specify a save location

  1. Click the Select a Repository link or the Select button
    Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
  2. Select the checkbox to the left of the desired repository
  3. Click the Select button (you will be returned to the specify import location screen)
  4. Click the Next button

Screen 4: Set Activity Properties

  1. Display Name: Required field. Enter the name of the tasklist.
  2. Description: Optional field. Use to type a description of the activity.  This field is visible to all users.
  3. Activity Duration:Required Field. Enter the estimated time to complete the activity.
    Note: Be as specific as possible.  This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.
  4. Make Public: Choose to allow this item to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Sharing Files between Locations article to learn more about file sharing and making files public.
    NO: Default. The file will not be shared
    YES: The file will be shared
  5. Click the Next button
  6. Follow the steps below to:
    Add Information Field |  Add Tasks | Reorder Tasks | Copy Tasks | Edit Tasks | Set Tasklist Properties | Publish the Tasklist |Media Library: Add Remove Media from a Quiz, Tasklist or Survey |

Back to Create a Tasklist or Back to top

 

Add Information Field

An Information field is useful when you would like to:

  • Provide instructions to the user about completing the tasklist
  • Provide a link to a video or document to view/read prior to completing the tasklist. Then, have the user perform the tasks as instructed in the video or document.
  • Provide a link to a website or document the user can refer to before or during the completion of the tasks.

Follow these steps to add information field(s) to a tasklist:

  1. Click the Info button
  2. Type a title of the Information field in the Title, Text, & Media text box. For example, Tasklist Overview or Tasklist Instructions
  3. Enter any additional instructions in the Slide Text textbox that you would like the User to know about the tasklist.
    Note: Use the button bar to format the text with bold, italic, increase or reduce the font size, add a bulleted or numbered list, or add a link to the content.
  4. Add an image or video by clicking the Add Media link. Refer to the Media Library: Add Remove Media from a Quiz, Tasklist or Survey section to learn how to add or remove media from the media library.
  5. Enter a URL in the Link URL text field.
    Notes: (1) You can add a link to a file on a network (file://) or website, intranet or SharePoint site (http://) (2) Keep in mind that if the link you provide is behind your firewall, the user will not be able to launch the link if accessing the LMS outside of your company’s network.
  6. Click the Done button to save changes to the information field
  7. Refer to the Add Tasks section below for steps to create tasks in the tasklist.

Back to Create a Tasklist or Back to top

 

Add Tasks

  1. Click the Task button
  2. Enter the task in the Text & Media text field.
  3. Enter any additional instructions in the Slide Text textbox that you would like the User to know about the task
    Note: Use the button bar to format the text with bold, italic, increase or reduce the font size, add a bulleted or numbered list, or add a link to the content.
  4. Add an image or video to the question by clicking the Add Media link. Refer to the Media Library: Add Remove Media from a Quiz, Tasklist or Survey section to learn how to add or remove media from the media library.
  5. Enter a URL in the Link URL field.
    Notes: (1) You can add a link to a file on a network (file://) or website, intranet or SharePoint site (http://) (2) Keep in mind that if the link you provide is behind your firewall, the user will not be able to launch the link if accessing the LMS outside of your company’s network.
  6. Always require this task: Check this checkbox in the Required section to require this task ALWAYS be completed
  7. Click the Done button to save the task and return to the Edit Tasklist screen.
  8. Repeat these steps until all tasks have been entered.
  9. Click the Save button to save the tasklist if all tasks have been entered
  10. Refer to the Set Tasklist Properties section of this article to set the Tasklist Properties
    Note: It is recommended that you set the Properties of the Tasklist before you Save and Publish the first time. If you set the properties after you save the tasklist, you will be required to save the tasklist again
  11. Refer to the Publish the Tasklist section of this article to publish the tasklist and create the activity to assign to Users.

Back to Create a Tasklist or Back to top 

 

 

Reorder Tasks

From the Edit Tasklist screen:

  1. Click on the task or information field to be re-ordered
  2. Holding the left mouse button, drag and drop the item to the new placement in the tasklist
  3. Click the Save button to save the changes.
  4. Refer to the Publish the Tasklist section of this article to publish the tasklist and create/update the activity to assign to Users.

Back to Create a Tasklist or Back to top

 

Copy Tasks

From the Edit Tasklist screen:

  1. Click the Copy button to the left of task or information field to be copied
  2. The item will be copied and added to the bottom of the list of tasks
  3. Refer to the next section of this article to edit the copied item

Back to Create a Tasklist or Back to top

 

Edit Tasks

From the Edit Tasklist screen:

  1. Click the Edit button to the left of task or information field to be edited
  2. Make any desired changes to the task or information field
  3. Click the Done button
  4. Click the Save button to Save the Tasklist if once you have completed all edits
  5. Refer to the Publish the Tasklist section of this article to publish the tasklist and create the activity to assign to Users.

Back to Create a Tasklist or Back to top

 

Set Tasklist Properties

Properties allow you to set the tasklist display, select the number of task required to complete the tasklist, auto-play videos, choose the completion requirement, and more.

From the Edit Tasklist screen:

  1. Click the Properties button
  2. Refer to the Activity Tab | Tasklist Tab | Advanced Tab sections in this article below to learn about the available properties
  3. Once all selections are made on all the tabs, click the OK button in the lower right corner to save the changes.
  4. You will be returned to the Edit Tasklist screen
  5. Click the Save button to save the tasklist if you have completed entering tasks and are ready to publish.
  6. Refer to the Publish the Tasklist section of this article to learn how to publish the tasklist.

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Activity Tab

  1. Tasklist Title: Default: Tasklist Name. Modify the name of the tasklist, if desired.
  2. Description: Optional Field. Use to describe the tasklist.
  3. Activity Duration:Required Field. Enter the estimated time to complete the activity.
    Note: Be as specific as possible.  This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.

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Tasklist Tab

  1. Display Section:
    1. All tasks on a single page: All tasks will display on one page when the tasklist is launched by the user.
    2. One task per page: Each task will appear on a separate page when the tasklist is launched by the user
    3. Show Author Info: Displays the author name and email address (if entered on the user record) when the user launches the tasklist
    4. Show formatting in list view: Displays the tasklist with line breaks for long task descriptions
    5. Number of tasks required to complete this tasklist: Default is “ALL”. Make the desired selection from the drop down list the number of tasks that are required to complete the tasklist.
      Note: Any tasks that were marked as required will always be included in this list.
  2. Media Section
    1. Auto-play videos: When checked, any videos added to tasks or information fields will auto launch when the user moves from task to task.

Tasks must be checked off by Section. Choose one of the following options that will be required in order for the system to generate a completion record.
Note: Instructor means observer or anyone who has the responsibility of insuring that tasks are being completed accurately. An Instructor must have on of the following administrative security roles: Master, Admin, Credit Training or Tasklist Checkoff in order to perform a Tasklist check off.

  1. An instructor only: the tasklist must be completed by an observer, supervisor or instructor only
  2. The employee only: the tasklist must be completed by the employee only
  3. An instructor OR the employee: the tasklist may be completed by either an observer, supervisor or instructor OR the employee
  4. Both an instructor AND the employee: the tasklist must be completed by BOTH an observer, supervisor or instructor AND the employee
  5. Anyone but the employee: the tasklist must be completed by anyone but the employee.  This selection does not require observer, supervisor or instructor to have an administrative security role

Back to Create a Tasklist or Back to top

 

Advanced Tab

  1. Make Public: Choose to allow this tasklist to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Sharing Files between Locations article to learn more about file sharing and making files public.
    NO: Default. The file will not be shared.
    YES: The file will be shared.
  2. Custom CSS: Please contact the Convergence Support Department at support@convergencetraining.com if you would like to further modify the look of the tasklist.  These changes may include an additional cost to implement.

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Publish the Tasklist

Publishing the Tasklist creates the activity to be assigned to the user. You will not be able to assign a tasklist until the tasklist is published. 
Note: If the Save and Publish buttons are inactive, it means that the most current version of the tasklist has already been saved and published.  

From the Edit Tasklist screen:

  1. Click the Save button to save the tasklist if you have not already done so.
    Note: The Publish button will not become active until the Tasklist has been saved.
  2. Click the Publish button.
  3. Review Settings: Review the settings and select one of two options: Cancel button: cancels publishing the tasklist Publish button: click to continue publishing the tasklist
    1. Previous Completions: displays the number of users that have completed a current version of the activity. Note: (1) This screen will not display the first time you publish a tasklist. (2) The fields below will only display if users have previously completed the tasklist. Select from two options:
    2. Publish and don’t change users’ completion status: this option keeps a user’s completion status intact and they will not be required to complete it again.
    3. Publish and set users back to incomplete: requires the user to recomplete the activity even if they completed it before.
    4. Publish Notes: Optional. Describe the changes since the tasklist was last published
    5. Click the Publish button
  4. Click the OK button on the Alert (Publish Complete) screen
  5. You will be returned to the Edit Tasklist screen
  6. Click the Close button to close the tasklist
  7. You will either be returned to the:
    1. Content Wizard screen (when you create a tasklist)
    2. Manage Tasklists screen (if you were editing an existing tasklist)

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ASSIGN A TASKLIST

Refer to the articles below to assign a tasklist to your employees

  1. Refer to the Assign Training: Basic Scheduling to learn how to make a one-time assignment
  2. Refer to the Assign Training: Advanced Scheduling to learn how to make a recurring assignment
  3. Refer to the Assign Training: Examples Basic and Advanced Assignments to view examples and an explanation of when you would use Basic or an Advanced Assignment

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PREVIEW THE TASKLIST

Preview on the Edit Tasklist screen

While you are editing a tasklist, follow these steps:

  1. Save the Tasklist prior to previewing
  2. Click the Preview button on the menu bar to preview the tasklist.
  3. Click the “X” button at the bottom of the screen to return to the Edit Tasklist screen.

Preview After Publishing

Follow these steps to preview a tasklist after the tasklist has been published:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Tasklists link on the left menu bar

Preview the Tasklist

  1. Search and locate the tasklist following the directions provided in Using Search article
  2. Click the Preview button to the left of the tasklist. The tasklist will open.
  3. Click the “X” button at the bottom of the screen to return to the Manage Tasklists screen.

Back to Assign a Tasklist or Back to top

 

EDIT A TASKLIST

Follow these steps to edit an existing tasklist:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Tasklists link on the left menu bar
  3. Click the Edit button to the left of the desired tasklist.
  4. Follow the steps below to:
    Add Information Field |  Add Tasks | Reorder Tasks | Copy Tasks | Edit Tasks | Set Tasklist Properties | Media Library: Add Remove Media from a Quiz, Tasklist or Survey |
  5. Click the Save button to save the changes once all edits are complete
  6. Follow the steps to Publish the Tasklist

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COPY A TASKLIST

Follow these steps to copy a tasklist:

  1. Follow the steps to Edit a Tasklist
  2. Click the Save As button located on the Menu bar to create a new version of the tasklist.
    Note: Modifying or reordering a task will not create a new version of the tasklist. A new version is created when a change is made to the content of any task or information field
  3. Type the new tasklist title in the Tasklist Title field
  4. Click the Select a Repository link or the Select button
    Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
  5. Select the checkbox to the left of the desired repository
  6. Click the Select button (you will be returned to the Save As screen)
  7. Click the Save button
  8. Follow the steps below to:
    Add Information Field |  Add Tasks | Reorder Tasks | Copy Tasks | Edit Tasks | Set Tasklist Properties | Media Library: Add Remove Media from a Quiz, Tasklist or Survey |
  9. Click the Save button when your edits are complete
  10. Follow the steps to Publish the Tasklist
    Note: The new version of the tasklist will not be made available to users until the Publish button is selected.
  11. Click the Close button.

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RESTORE A PREVIOUS VERSION OF A TASKLIST

The LMS stores previous versions of tasklists that you have created and allows you to restore any version of any tasklist previously created.
Notes: (1) The Version column on the Manage Tasklists screen indicates the number of previous versions available. When the column reflects 1, there are no other previous versions to restore from. (2) Restoring a previous version will overwrite the current version and is NOT reversible.

Follow these steps to restore a previous version of a tasklist:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Tasklists link on the left menu bar
  3. Search and locate the tasklist following the directions provided in the Using Search article
  4. Click the Edit button the left of the desired tasklist
  5. Click the Previous Versions button on the button bar to select desired tasklist
    Note: The Previous Versions button will not be active if there have not been any previous versions saved.
  6. Click the button to the left of the version to be restored.
    Note: This will overwrite the current version and is NOT reversible.
  7. Click the Revert button
  8. Click the Yes button on the Confirm screen to replace the current version with the selected version.
  9. You will be returned the Edit Tasklist screen
  10. Follow the steps below to:
    Add Information Field |  Add Tasks | Reorder Tasks | Copy Tasks | Edit Tasks | Set Tasklist Properties | Media Library: Add Remove Media from a Quiz, Tasklist or Survey |
  11. Follow the steps to Publish the Tasklist if you have completed the tasklist.
    Note: The new version of the tasklist will not be made available to users until the Publish button is selected.
  12. Click the Close button.

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DELETE A TASKLIST

Deleting a tasklist is generally discouraged as all user completion records associated with that tasklist will also be deleted.
Best Practice: Deactivate a tasklist instead of delete. Refer to the Activities: Deactivate and Activate article for instructions to deactivate a tasklist.

Deleting a tasklist requires that the LMS Administrator be assigned a Master Security Role. If the Delete button is inactive, check with your lead LMS Administrator to request a Master Security Role access. If you are the lead Administrator, refer to the Security Roles: View, Assign, Unassign, Copy article to learn how to assign a Master Security role to an administrator.

Follow these steps to delete a tasklist:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Tasklists link on the left menu bar
  3. Search and locate the tasklist following the directions provided in the Using Search article
  4. Click the Delete button to the left of the desired tasklist name
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete tasklists. Refer to the beginning of this article for the steps to take to request a Master Security Role.
  5. Click the Yes button on the Confirm Delete screen
  6. The tasklist will be deleted from the LMS.

Should a Tasklist be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted Tasklist and restore any user completion records associated with the Tasklist.

 

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CHANGE A TASKLIST'S FILE REPOSITORY

Use this feature to move a tasklist to a different file repository. This feature is useful when a tasklist is stored in the wrong repository.

Refer to the Activities: Manage Activities article for instructions to move a tasklist to a different repository.

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