Task Setup Data Elements

Task Management Screen

Run Task Assignment Process

Button

Kicks off the task assignment process via the UI.

Run Task Escalation Process

Button

Kicks off the task escalation process via the UI.

Queue Setup

Queue Name

Required

Text - 50 characters max

Hide Queue

Optional

Checkbox

When this box is selected, the queue is hidden from the Task menu on the UI in the "All Tasks" grouping. When unselected, the task queue will appear/reappear on the menu.

Task Setup - General Tab

Task Grid

Task Type

Read Only

Text

If any of the following task types are chosen, the Document Setup tab will become available for editing:

• Review Student Document(s)

• Review Conflicting Information Document(s)

• Review C-Code Resolution Document(s)

• Review Verification Document(s)

• Review PJ Document(s)

• Review All Actionable Documents

• Review Facilitate Military Review Document(s)

Triggering Event

Read Only

Text

Queue

Read Only

Text

Due Date Offset

Read Only

Text

The number of days after creation, that the task is due.

Active

Read Only

Text

• Active

• Inactive

More than one active task can be set up, using the same task type, at any given time, however, they must filter into different task queues.

Description

Read Only

Text

Triggering Event Details Section

Task Type

Required

Drop down

Populate with the list of all task types available in the system.

Triggering Event

Read Only

Display the triggering event based on the type chosen.

Default Queue

Required

Drop down

Populate with the names of the task queue set up on the Queue setup tab.

For the following task types, regardless of what task queue the current task is in (the task could have been moved to a different task queue since it was created), a new task should not be created if the current task is not Completed, Closed, or Waived and there has been no change.

• Review Student Document(s)

• Review Conflicting Information Document(s)

• Review C-Code Resolution Document(s)

• Review Verification Document(s)

• Review PJ Document(s)

• Review All Actionable Documents

• Review Facilitate Military Review Document(s)

Default Priority

Required

Drop down

• Urgent

• High

• Medium

• Low

Default Status

Optional

Drop down

• Open

• In Process

• Completed

• Waived

• Closed

• Re-opened

• On-hold

Active

Required

Checkbox

Indicates if the triggering event is active, or not (in use by the institution or not)

Description

Required

Text - 255 characters max

Task Description based on Task setup

Task Priority Escalation Section

Date Used for Task Escalation

Optional

Drop down

• Task Creation Date (default)

• Admitted Date / Graduation Date

This date is to be used to calculate the final due date of the task.

If "Task Creation Date" is selected, Regent Award will look at the date the task was created, and add or subtract the offset days entered on the UI, to calculate the due date of the task.

If the "Admitted Date / Graduation Date" is selected, Regent Award will look at both dates, per the task, and use the following logic in order to calculate the due date of the task:

• If the task created date is less than or equal to the Admitted Date, then use the Admitted Date to set the task's due date (with the option of also indicating a number of days offset), OR

• If the task created date is greater than the Admitted Date, then use the Graduation Date to set the task's due date (with the option of also indicating a number of days offset)

• If the Admitted Date and Graduation Date are null on the SBL, the task due date will also be null.

• If the priority of the task is manually set, Regent Award will respect that value and the process will not override that value.

Due Date Offset

Optional

Numeric - 3 digits max

Allow positive and negative numbers

This field determines the number of days after task creation, that the task is due based off of calendar days with no consideration for weekends, holidays, etc.

If the field is left blank, the task will not be assigned a due date. The due date will be null, and editable by the end user.

If 0 is entered, the task due date will be the date chosen in the "Date Used for Task Escalation" field.

If a negative number is entered, the due date will be that number of days before the selected "Date for Escalation". If a positive number is entered, the due date will be that number of days after the selected "Date for Escalation".

Low

Optional

Numeric - 3 digits max

Allow positive and negative numbers

The same number of days cannot be entered in the Low, Medium, High, and Urgent fields.

• The value entered in "Low' must be greater than the values entered in all other fields.

• The value entered in "Medium" must be greater than the values entered in "High" and "Urgent", but must be less than the value entered in "Low"

• The value entered in "High" must be greater than the value entered in "Urgent". but must be less than the values entered in "Low" and "Medium"

• The value entered in "Urgent" must be less than the values entered in all other fields.

Medium

Optional

Numeric - 3 days max

Allow positive and negative numbers

High 

Optional

Numeric - 3 days max

Allow positive and negative numbers

Urgent

Optional

Numeric - 3 days max

Allow positive and negative numbers

Document Setup Tab

Select All Document Use Types

Optional

Checkbox

• Selected

• Unselected (default)

If this box is selected, hide the Document Use setup portion of the screen. If unselected, hide Status selection.

Available Statuses

Optional

Multi-select list box

• Satisfied

• Unsatisfied

• Needed

• Received

• Incomplete

• Waived

By selecting these statuses, you are creating a task trigger that will trigger a task when documents with any use type (i.e. all student documents) are in one of the selected statuses.

For example:

If you choose Waived, Satisfied, and Received - all of the student's documents must be in one of these three statuses in order to trigger the task.

Task Trigger For

Required

Drop-down

• All (default)

• Each

This selection will determine if a task is triggered "Each" time a document of the selected document use type is placed in one of the statuses selected (if an open task of the task type chosen on the general tab does not already exist in a status other than Closed, Completed or Waived);

OR

if a task is triggered when "All" documents of the selected document use type are in one of the statuses selected (if an open task of the task type chosen on the general tab does not already exist in a status other than Closed, Completed or Waived). The "All" functionality may be used in two ways:

1. If you choose multiple document use types on a single task setup, that use "All" - then the task will trigger when all documents, on the student's record, of any one of those use types meet the status options chosen (think of this as an "or" between the various document use types you've chosen).

2. If you choose only one document use type, setup with "All" on a single task setup, then the task will trigger when all documents, on the student's record, of that use type, meet the status options chosen.

Selected Statuses

Optional

Multi-select list box

Display those statuses chosen from the "Available" list

Add Task Trigger

N/A

Button

Task Trigger For

Required

Drop-down

• All

• Each

Determines if the configured task trigger will look at the set of all documents of the selected use type(s) or each document of the selected use type(s). 

Document Use Type(s)

Required

User is able to select from a list of document use types from a pop-up when selecting the "Edit Document Use Type" button

Apply to All Scopes

Optional

Checkbox

• Selected

• Unselected

Edit Document Use Types

N/A

Button

Button opens the Document Use Type selection pop-up.

FAY Scope Value(s)

N/A

User is able to select from a list of FAYs from a pop-up when selecting the "Edit FAY Scope Value" button

Edit FAY Scope Value(s)

Optional

Button

Button opens the Scope Value selection pop-up.

Include Student Scope

Optional

Checkbox

• Selected

• Unselected

If this box is selected, student scoped documents will be considered in the task triggering criteria. If this checkbox is selected, and FAY scope values are selected, then both student scoped documents, and documents with the selected FAY scoped values, will be considered in the task triggering criteria.

Selected Statuses

Required

Displays those statuses that will trigger a task for the selected document use type. I.e., when all of the student's documents that have the document use type chosen are in one of the selected statuses, a task will be triggered.

For example:

• If you have chosen a Document Use type of "Facilitate Verification," and you've also chosen the statuses of Waived, Satisfied, and Received - all of the students documents that are of the Document Use type "Facilitate Verification," must be in one of the three statuses chosen in order to trigger the task.

Edit Statuses

N/A

Button

When the user clicks on “Edit Statuses,” a pop-up window appears where the user can select statuses that will trigger the task for the document use type chosen. 

Delete

N/A

Button

Restrict Process Setup Tab

Tasks can be configured with restrictions to prevent certain activities from occurring. Restrictions only apply to the specific funds for which they are configured. Restrictions apply to all FAYs. Schools with crossover periods should pay careful attention to this functionality since they often have two active FAYs simultaneously, which increases the potential for restrictions to apply.

Available Processes

Optional

Multi-select list box

• Restrict Packaging

• Restrict Positive Disbursements

• Restrict Positive and Negative Disbursements

Note: If any of these restrictions are selected, ‘Export to COD (Positive/Positive and Negative Disbursements)’ is also restricted.

Restrict Process

Optional

Multi-select list box

Displays the selected processes to be restricted.

Restrictions apply when the task is in any of the following statuses:

• Open

• In Process

• On-hold

Restrictions do not apply when the task is in any of the following statuses:

• Completed

• Waived

• Closed

• Reviewed

• Re-opened

Note: The Import Awards and Disbursements (IAD) processes will not be restricted by tasks configured to Restrict Packaging for funds in the IAD file.

Select all funds

Optional

Checkbox

• Selected (default)

This option will select all funds configured for the campus, to be associated with the chosen restrictions.

Available Funds

Optional

Multi-select list box

All funds configured for the campus, both active and inactive.

Assigned Funds

Optional

Displays only those funds chosen from the available funds list.

The task will restrict the processes selected, for the Assigned Funds.

Triggering Funds Tab

Triggering Funds Tab

Optional

Tab

• Disabled (default)

• Enabled

This tab is only enabled for the "Review Overaward for Unpaid Disbursements" Task

Select all funds (including ones that may be set up in the future)

Required 

Checkbox

• Selected (default)

• Unselected

If "Select all funds...." is selected the Task will trigger for any unpaid disbursements in the over-awarded loan period.

If "Select all funds...." is not selected, the user may select specific funds. The Task will only trigger if a loan period has at least one unpaid disbursement from the selected funds. Full task requirements can be found on Regent Award Task Triggers

Available Funds

Optional

Multi-select list box

Funds available at the campus, both active and inactive

Selected Funds

Optional

Multi-select list box

Funds chosen by the user associated with the task trigger.