The offline/manual task is useful in cases where your application process may require an applicant to complete something that cannot easily be integrated and tracked with the current site infrastructure. In this situation, the administrator provides the user with details on how to complete the task from within the site website and once the task has been completed, it is marked complete by the administrator manually.
- How to Create an Offline/Manual Task
- How to Manage an Offline/Manual Task
- Basic Information
- Stage & Group
In order to create this task:
- Click on Edit your Site
- Go to Workflow Designer
- Locate the bottom of the stage you wish to add the task to.
NOTE: If you haven't added any stages to your site, Add a New Stage
- Select the dropdown icon located in the "Add a new task" field.
- Select the applicant group you want to add the task for.
- Select "Offline/Manual"
- Select the "Create Task" option.
- Go to Basic Information and Set a Name for your task
- Go to Stage & Group and set the applicable settings
- Go to Behaviour
i. Decide if your task will be Required
ii. Decide if your task will have a Deadline
- Go to Visibility
i. Decide if this task will be visible to your reviewers or recommenders in the site.
- Save the task
Once your Offline task has been created and your applicants are completing their submissions, you may need to manage the completion of the task. This will vary greatly depending on what the purpose of the task is. For example, applicants may need to complete a process externally to be confirmed by you as as an administrator. In this case the task can be Manually completed. In other cases, perhaps you simply want the task completed, once the submission has been moved into the stage.
- How to Manually Mark an Offline Task as Complete
- How to Automatically Mark an Offline Task as Complete
- Click Manage your site
- Under Submissions, click on the name of your Applicant group
- Search and Select the submission
- Click Task Actions
- Search and Locate for the Offline Task
- Click "Mark as Complete"
In some cases the Offline/Manual task may not require a required external process, or for confirmation by the administrator. Therefore, you may wish for the task to be marked as complete, when the submission is moved to the stage it exists in.
In this case we will use a Trigger to complete this automatic process.
- Click Configure your site
- Go to Triggers
- Create a New Trigger
- Set the Activation based on when the task should be completed.
- Optional: Apply any conditions based on who the task should be marked completed for
- Set the Action to "Mark Manual or Payment task as complete..."
- Click Add Action
- Select the Offline/Manual Task
- Activate the trigger
- Click Save Trigger
|Submissions: A submission has been promoted to a new stage|
|Basic Conditions: Submission is in stage||Is Exactly||Application Round|
|Mark Manual or Payment task as Complete||[Name of Offline Manual Task]|
The Basic Information tab provides a quick overview of the elementary descriptions (Title and Description) associated with the task.
|Name||The name of the task - how it will appear to Applicants within their submission.|
|Set a Description||This description is shown to applicants who complete this task. Specifying a description is optional. When checked, the Visual Editor is displayed, which allows the content to be formatted accordingly|
The Stage and Group tab allows the administrator to select which stage the task will be in, as well as the group the task should be applicable to.
The specific stage the task should be affiliated with can be selected from this drop down menu.
NOTE: This will be set by default based on the stage the task was created in
The Group this task should be assigned to can be selected from this drop down menu.
NOTE: This will be set by default based on the group the task was created for
Select Submission Categories to ensure that only submissions within those categories are able to view and edit this task.
NOTE: This setting will be available if you have created submission categories within your site.
|Assign to All Current and Future Awards||
In an awards site, select to ensure that this task will appear in the Workflow of each award
NOTE: This is only available in an Awards platform
When the above option is disabled, select the specific award(s) that this task should be available for.
NOTE: This is only available in an Awards platform
The Behaviour tab presents critical options that affect the visibility of the task, as well as its importance.
This option makes the task required to progress further in the contest. It is not possible to submit the application if a required task has not been completed.
You can also refer to our article on What is the Difference between Required Tasks and Pre-Requisites?
|Viewable upon completion||
This option will determine whether the user can view their task after completing it.
|Editable after completion||
This option allows the applicant to continue making changes to this task after initially completing it.
Editable after deadline (or before start date)
|This option will allow the applicant to continue to make changes to this task after the deadline has been met.|
|This option will allow the applicant to clear completion data of their tasks.|
Viewable before eligible
|This option will determine whether an applicant can see a task before they can complete it (i.e. before or after a start date or deadline).|
Set a deadline
Deadlines dictate when a user must complete this task by
NOTE: For more information in regards to this you can refer to How to Set Deadlines within your site
The prerequisites option allows an administrator to dictate that an applicant must complete other tasks before being allowed to complete the current task. These tasks can be selected within the box under 'Prerequisites'.
Often with manual/offline tasks, it can be helpful to provide applicants with an external website they can visit directly to get more information on what must be completed.
Enter a URL to redirect your users to an external task to complete
The Visibility tab allows the administrator to specify which groups this task will be visible to.
This option will allow you to hide this task from users in specific groups.