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The task view

Where to find it in ISOPlanner: https://portal.isoplanner.app/tasks/alltasks

 

Tasks are a common element in ISOPlanner and can be found in:

  1. My tasks
  2. My requests
  3. All tasks & events
  4. Tab “Tasks & Events” for specific items (e.g. processes, risks and controls)

 

It shows an overview of tasks in that context and has capabilities to let you work with that overview easily.

  1. 1. Task views
  2. 2. View options
  3. 3. Actions
  4. 4. Text filter
  5. 5. Quick filter
  6. 6. Task overview

Task views

in order to avoid setting up the same filters to find specific group of tasks, it is possible to create a view and save it for the future use. New views can be created by clicking on the “+” plus sign at the view tab.

Note: if you are within a view and make any filter changes, they will automatically be applied (indicated by a save icon on the top right)

Each tab/view has its own menu which can be opened by clicking on the “…” (three dots) menu next to the tab name. Standard (ISOPlanner views) have the following options:

  • Clone meaning a copy of that view is being created and it will automatically be added at the top bar
  • Show under Tasks means this tab/view will also be visible as a submenu of the Task menu on the left side
  • Hide everywhere makes  this tab invisible both in the left menu as well as at the top bar of the menu Tasks
  • Manage tabs opens an overview of all the tabs/views which have created and are available in your ISOPlanner.

Views created by users have additional options:

  • Rename – users can rename the views which they have initially created. That means if user A shares a view with everyone, user B will not be able to rename that view.
  • Unshare – users can create their own views and either keep them personal or they can share them with everyone else. Same way as sharing, the user can also unshare their views with others
  • Delete view – this option might not be visible it the view is initially not created by you

Manage tab option menu of each view tab provides the overview of all the views but also the option to manage the views. All tabs can be re-positioned within the tab in the overview and within the manage tabs they can be re-organized; changes will be visible after they are saved.

  • The “eye” icon shows the status of the view as  a tab, at the top bar. (red)
  • When hovering over the (personal) View name, a pencil icon appears and allows the user to change the name of the view. Users cannot change or delete Standard or Shared views which were initially not created by them. (blue)
  • There are still a number of “Standard” views (My Requests, My Tasks…) however those can still be made invisible. When a user creates a view, it is initially a personal view and not visible to others. User can at any point share the view with others and than it will be having a status Shared. (yellow)
  • The option “Reset tab bar to defaults” enables you to “clean up” the tabs and get only the Standard views visible. Any changes made in this menu will be applied only after they are saved.

View options

The following view options are available. Some view options depend on the type of selected view.

  1. Choose columns
  2. Reset quick filter
  3. View type: List
  4. View type: Board)
  5. View type: Schedule
  6. View type: Timeline

Choose column

This option allows the user to make the columns which appear in the standard view invisible. For example, one can make a task checklist invisible in the standard task view.

Reset quick filter

In the course of working in ISOPlanner, one might use a number of different filters to find certain group of tasks. Each chosen filter remains visible even after unchecked. With the help of reset quick filter those filters can be removed from the filter bar.

View type

In all task views, you have the option to switch between 4 types of views:

  1. List
  2. Board
  3. Schedule
  4. Timeline

 

List

In this view, all tasks are displayed as 1 line in a grid. You can:

  1. Click on the name of the task to edit the task.
  2. Sort on each column in the grid by clicking on the column header.
  3. Select columns to display.

 

Board

In this view, all tasks are displayed as cards in vertical lanes per status or assignee. You can:

  1. Drag and drop tasks from one lane to another, modifying the status or assignee.
  2. Click on a card to edit the task.
  3. Add new task to a lane by clicking the + sign above the lane.

Schedule

In this view, all tasks are displayed as 1 line in a grid, with the planning on the right. The planning level can be adjusted. Click the Level button in the View options and choose from:

  1. Year
  2. Quarter
  3. Month

 

Where the task is shown in the planning depends on the start date. When the task is recurring or has subtasks, all tasks for the selected audit year are displayed in the planning. An item in the planning is displayed green when the task is completed, purple when it is in progress and red when the task is overdue. You can:

  1. Click on an item in the planning to edit the task.
  2. Select the audit year by clicking the button Period (next to Level) in the View options.

 

Timeline

In this view, all tasks are displayed in a timeline. Tasks are grouped in horizontal lanes per tag.

  • Tasks are shown as bars. The end date of the bar marks the deadline.
  • Events are shown as milestones. They have a line to the top of the timeline.
  • Lanes are created for each unique combination of tags except for task category ‘Project’. These lanes are always shown with individual ‘Project’ tags.

 

You can:

  • Drag the timeline left and right with your mouse.
  • Zoom-in and -out with the Ctrl key + mouse scroll wheel.
  • Select one or more tasks or events with a single click. After selection, hold shift an click on another task to select a range.
  • With a selection, you can:
    • Drag the selection left or right to move the start dates of the tasks.
    • With a single task selection, you can move the right side of the task to move the deadline.
    • Move the selection to another lane. This will replace the tags with the tags of the destination lane. When the destination lane is of task category ‘Project’, the current tags are preserved.
  • Click on a tag on the left to select all tasks in that lane.
  • Double-click on an empty spot to create a new task.

Main filter

The main filter provides the options to filter the tasks so that you get the overview of tasks falling into the filters set by you. You can choose from:

  1. Standards
  2. Shared with (Business / Premium)
  3. Assignment
  4. Status
  5. Start date
  6. Deadline
  7. Follow-up
  8. Tags
  9. Tag groups
  10. Tag categories
  11. Context
  12. Task types
  13. Template

 

Items that you select within each of these groups are handled with an ‘OR’ operator. Items in different groups are handled with an ‘AND’ operator.

For example, create a filter with

  1. Select statuses: Accepted and In progress
  2. Select deadline: This week and Next week

 

All tasks that satisfy the following condition are now displayed:

(Task status = Accepted OR Task status = In progress) AND (Task deadline = This week OR Task deadline = Next week)

An exception can be made for tags. With tags, you have the option to also apply the AND operator for tags of different tag groups.

When the option Use ‘AND’ instead of ‘OR’ for different tag groups is checked, tasks displayed satisfy following parameters:

Task tags has Source : Pentest result AND (Task tags has Business Unit : A OR Task tags has Business Unit : B)

Note that Business unit : A and Business unit : B have the same tag group (Business unit) so they are included with an OR operator.

When you turn the option off, the condition becomes:

Task tags has Source : Pentest result OR Task tags has Business Unit : A OR Task tags has Business Unit : B

Period filter

In addition to the main filter, a period for the task can be applied; setting a period filter means all task with the start date within that period will be shown.

Actions

The following actions are available:

  1. New task
  2. New from template
  3. Bulk edit
  4. Remove
  5. Reports

Note that all actions listed above may not be available due to your permissions within ISOPlanner.

New Task

Button new opens the framework for creating a new task. Please read more information about creating new tasks here.

 

New from template

You can quickly create a new task from a template by selecting the menu button just at the right of the New button.

Click on a template of your choice and the new task is created with all the properties of the template. If you do not see a template and you wish to create a new one, the first option in the menu is “Manage task templates” which takes you to the menu Content configuration In that menu new templates can be created and the existing one amended.

Bulk edit

When marking two or more tasks, bulk edit button becomes active and enables the user to change some properties on multiple tasks at once. In the example below, 4 tasks are selected and after clicking Execute, the owner of those tasks is changed to Adele. Other properties such as Tags, Assignee, Start&deadline and Status of the tasks can be changed the same way

It can be the case that you have selected tasks for which you don’t have permission to Modify. In that case, the total number of tasks affected in the dialog is updated accordingly with an indication of how many tasks cannot be updated.

 

Remove

You can select 1 or more tasks and click Remove to permanently remove them. There is no undo!

You have to confirm your action by typing ‘I know for sure‘ and click Yes.

 

Reports

Basic task details can be exported to Word and Excel by clicking on the Reports button and choosing Tasks. System provides the option to choose between Format: word or excel and by clicking on the Create button a report will be downloaded.

 

Text filter

Here you can filter the tasks by entering text in the search box. Tasks are filtered by name and description.

 

Quick filter

This section shows the  last used filters. When activating a filter from the main filter list, a quick filter is created so you can activate it the next time with 1 click. There can be a maximum of 5 quick filters. With the help of reset quick filter those filters can be removed from the bar.

 

Task overview

This is the actual list / board / schedule / timeline of tasks, depending on the selected view type. See the section View type for more information about each type.

View List provides the most details on each tasks. Next to the task name and assignee, it provides the information what type of task it is, whether there is a follow-up task, status of the checklist (if one is added) and more. User can decide which columns should be visible in the overview.

 

Resources

  1. Editing tasks
  2. Working with tasks