Tasks with an owner, a date and a clear history
Task Management is a ready-made product for creating, assigning and tracking tasks in SharePoint Online. It adds a maker and checker option for work that needs a second review, and keeps every status change on record.
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What it does
What it does for your teams
The core of the product is a simple task, with the controls that regulated teams ask for.
Task creation
Create a normal task or a recurring one, and assign it to a person.
Maker and checker
A second person reviews finished work before the task is closed.
Priority and bucket
Set a priority and place each task in a bucket so work is easy to group.
Action history
Every status change, remark and date extension is recorded with who did it and when.
Task reopening
Reopen a closed task when the work needs another pass.
Four statuses
Not Started, In Progress, Completed and Closed.
New task
Create a task in one form
A new task takes a name, an assignee, a priority, a bucket, start and end dates and a description. Documents can be attached, and the task can be set to recur daily, weekly or monthly.
- Task name and assignee
- Priority and bucket
- Start and end dates
- Description and attachments
- Normal or recurring task
In progress
Update the status and keep the history
The assignee updates the status and adds a comment. The Action History table lists each change with the person, date and remarks, so nothing is lost between people.
- Status updated as work moves
- Comments on the task
- Action History with person, date and remarks
Extend the date
Ask for more time, with a reason
If work will run late, the assignee switches on Extend End Date, enters a new date and gives a reason. The change is recorded in the history.
- Extend End Date switch
- New end date
- Reason recorded in the history
Maker and checker
A second pair of eyes before closing
When maker and checker is switched on, the checker reviews the completed work and approves or rejects it. This suits teams in financial services and other regulated work.
- Maker and checker named on the task
- Checker remarks
- Approve or reject
- Task reopened if it is rejected
Who it is for
Built for
Team leaders who assign work. Compliance and finance teams that need a second review. Operations teams with recurring tasks. Staff who need one list of what is due.
- Clear ownershipEach task has one owner, a due date and a status anyone can see.
- Checks before closingA checker confirms the work before a task is closed.
- Reminders that helpAlerts go out before a task is due and when it slips.
- A history of actionsEvery change to a task is logged with who made it.
How it works
How a task moves
These are the steps a task goes through, from creation to close. Maker and checker roles are set during installation.
Create
A task is created once or set to repeat on a schedule.
Work
The assignee updates progress and adds comments.
Check
If you use maker and checker, the checker reviews the work.
Close
The task is closed, and can be reopened if something changes.
Task Management: questions we hear often
What is task management?
Creating tasks, giving them an owner and a date, and tracking them until they are done.
How do I create a task?
Choose New Task, fill in the task, assignee, priority, bucket and dates, and save.
Can I set a deadline?
Yes. Every task has a start date and an end date, and an end date can be extended with a reason.
Can tasks repeat?
Yes. A task can be set to recur daily, weekly or monthly.
Can I attach files?
Yes. Documents can be attached to a task.
What is the maker and checker option?
It asks a second person to review finished work before the task is closed.
Can I see what changed on a task?
Yes. The Action History lists each status change with the person, date and remarks.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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