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Create and Manage Task List Templates

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The Task Lists feature enables you to create a response plan before a critical event strikes, deliver the plan to stakeholders or a crisis management team when the critical event begins, and monitor the response plan as employees complete each step. You can create Task List Templates to make planning your emergency response easier and speed up your crisis response time. This article will explain how to add, modify, and delete Task List Templates in the Mass Notification system, formerly CivicReady, web application.

 

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Create a Task List Template

  1. Sign in to the Mass Notification system if you have not already
  2. Navigate to Incident Management, then select Task Lists
    Incident Management and Task Lists options in the left menu.
  3. Click the Manage tab
    A Manage tab within the blue page header that opens the Task List Templates page.
    Note: You must have the Manage task lists permission to access this section to create, modify, and delete Task List Templates.
  4. Click the green, circular plus-sign icon
    A green, circular plus-sign icon that allows you to to create a new task list template.
  5. Fill in the Template information fields
    Template fields that are used to define the title, subtitle, folder, and created-on date for the new template.
    • Task List Title: Enter a title for the task list
    • Task List Subtitle (optional): Enter a subtitle for the task list if desired
    • Folder: Enter a name for the Task List folder this template will be saved in
    • Created On: This field will auto-fill with the date the template was created after it has been submitted
  6. Fill in the (optional) Incident fields to associate the Task List Template with a Named Incident, if desired
    Incident fields that are used to set the incident status and to connect the task list to a specific incident.
    • Incident Priority: Select the appropriate radio button to indicate if the incident is an emergency or related to operations
    • Incident: Select a named incident from the drop-down list that you would like to associate the new template with
  7. Click the Add Task button to add a task to the template
    A blue, rectangular Add Task button that allows you to create a new task for the task list template.
    Note: At least one task must be created before a Task List Template can be saved.
  8. Fill in the Tasks fields
    Tasks fields that are used to name and describe a task.
    • Task Title: Enter a title for the task
    • Task Detail (optional): Enter details that explain the task
    Notes:
    • The Task Title field is limited to 80 characters, and the Task Detail field is limited to 4,000 characters.
    • The Task Detail field is optional but recommended and can provide more information to assignees.
  9. Repeat Steps 7 and 8 as many times as necessary to add additional tasks if needed
  10. To reorder tasks, click and hold the drag handle (two horizontal lines icon) to the left of a task's name, and then move the task to the desired location
    Two short, black horizontal lines form the drag handle icon, which can be clicked and dragged to reposition a task within a list of tasks.
  11. To delete a task, click the white Delete button in the bottom-right corner of its task creation card
    A Delete button that can be used to remove a task that is no longer needed.
  12. Add Groups to the Task List Template, if desired
    1. Click the Select Groups button to add groups to the template
      A blue, rectangular Select Groups button that allows you to add one or more groups to the task list template.
    2. Check the checkboxes to the left of the names of any groups you wish to add to the Task List Template
      A column of checkboxes next to a column of group names that can be checked to indicate which groups should be added to the task list template.
      Notes:
      • Enter the name of a group in the Search Groups search box to quickly locate the group.
        A Search Groups field that allows you to search for a group by name.
      • Click the Previous Page and Next Page arrow buttons to view groups that do not appear on the current page.
        Previous and Next Page arrows that load groups that do not fit on the current page.
    3. Click the Save button to add the selected group(s) to the Task List Template
      Save button.
    4. On the Create Template screen, check the permissions checkboxes to the right of each group's name to indicate their appropriate Task List permissions
      A set of checkboxes that are used to establish group permissions for the task list.
      • Manager: Group members can view and edit the template
      • Activator: Group members can activate the template and monitor the completion of activated task lists
      • Assignee: Group members can complete, skip, or comment on tasks
      • Watcher: Group members can monitor task completion and view individual tasks' status and comments
    5. Click the trash can icon to the right of the permissions checkboxes for a group to remove it if needed
      A gray trash can icon.
  13. Add Users to the Task List Template, if desired
    1. Click the Select Users button to add users to the template
      A blue, rectangular Select Users button that allows you to add one or more users to the task list template.
      Note: The template creator is automatically added to the Users list during creation. Their permissions can be adjusted if needed.
    2. Check the checkboxes to the left of the names of any users you wish to add to the template
      A column of checkboxes next to a column of user names that can be checked to indicate which users should be added to the task list template.
      Notes:
      • Enter the name of a user in the Search Users search box to quickly locate the user.
        Search users field.
      • Click the Previous Page and Next Page arrow buttons to view users that do not appear on the current page.
        Previous and Next Page arrows that load users that do not fit on the current page.
    3. Click the Save button to add the selected user(s) to the Task List Template
      A blue, rectangular Save button that applies any user changes to the Task List template.
  14. On the Create Template screen, check the permissions checkboxes to the right of each user's name to indicate their appropriate Task List permissions
    A set of checkboxes that are used to establish user permissions for the task list.
    • Manager: The user can view and edit the template
    • Activator: The user can activate the template and monitor the completion of activated task lists
    • Assignee: The user can complete, skip, or comment on tasks
    • Watcher: The user can monitor task completion and view individual tasks' status and comments
  15. Click the trash can icon to the right of the permissions checkboxes for a user to remove them if needed
    A gray trash can icon.
    Note: The current user must be the manager and cannot be removed from the task list.
  16. Click the Submit button to save all changes
    A blue, rectangular Submit button that can be clicked to create the Task List template.
  17. The Task List Template has been created

 

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Edit a Task List Template

  1. Sign in to the Mass Notification system if you have not already
  2. Navigate to Incident Management, then select Task Lists
    Incident management and task lists options in the left menu.
  3. Click the Manage tab
    A Manage tab within the blue page header that opens the Task List Templates page.
  4. Select the desired template
    Example task list in the task templates list.
  5. Edit the Template information fields as desired
    Example Template fields with title, subtitle, folder, and creation details.
    • Task List Title: Title of the task list
    • Task List Subtitle (optional): Subtitle of the task list
    • Folder: The name of the Task List folder this template is saved in
    • Created On: This field auto-fills with the date the template was created and cannot be edited
  6. Edit the (optional) Incident fields that associate this Task List Template with a Named Incident, if desired
    Incident fields.
    • Incident Priority: Select the appropriate radio button to indicate if the incident is an emergency or related to operations
    • Incident: Select the named incident associated with the task template, if necessary
  7. Edit the Tasks list as necessary
    1. Click the title of an existing task to expand and update it
      A highlighted example task title within a set of two tasks.
      • Edit the Tasks fields as necessary
        Filled-in title and detail fields for an example task.
        • Task Title: Enter a title for the task
        • Task Detail (optional): Enter details that explain the task
          Notes:
          • The Task Title field is limited to 80 characters, and the Task Detail field is limited to 4,000 characters.
          • The Task Detail field is optional but recommended and can provide more information to assignees.
    2. Click the Add Task button to add a new task to the template
      A blue, rectangular Add Task button that allows you to create a new task for the task list template.
      • Fill in the Tasks fields
        Filled-in tasks fields that name and describe the example task.
        • Task Title: Enter a title for the task
        • Task Detail (optional): Enter details that explain the task
    3. To reorder tasks, click and hold the drag handle (two horizontal lines icon) to the left of a task's name, and then move the task to the desired location
      Two short, black horizontal lines form the drag handle icon, which can be clicked and dragged to reposition a task within a list of tasks.
    4. To delete a task, click the white Delete button in the bottom-right corner of its task creation card
      Delete button.
      Note: Task List Templates must have at least one task to be saved.
  8. Edit the Groups for this Task List Template, if desired
    1. Click the trash can icon to the right of the permissions checkboxes for a group to remove it if needed
      A gray trash can icon.
    2. Click the Select Groups button to add groups to the template
      A blue, rectangular Select Groups button that allows you to add one or more groups to the task list template.
      1. Check or uncheck the checkboxes next to group names to indicate the groups that will be associated with this Task List Template
        A column of checkboxes next to a column of group names that can be checked to indicate which groups should be added to the task list template.
        Notes:
        • Enter the name of a group in the Search Groups search box to quickly locate the group.
          Search groups field.
        • Click the Previous Page and Next Page arrow buttons to view groups that do not appear on the current page.
          Previous and Next Page arrows that load groups that do not fit on the current page.
      2. Click the Save button to add the selected group(s) to the Task List Template
        A blue, rectangular Save button that applies any group changes to the Task List template.
    3. On the Create Template screen, check or uncheck the permissions checkboxes to the right of each group's name to indicate their appropriate Task List permissions
      A set of checkboxes that are used to establish group permissions for the task list.
      • Manager: Group members can view and edit the template
      • Activator: Group members can activate the template and monitor the completion of activated task lists
      • Assignee: Group members can complete, skip, or comment on tasks
      • Watcher: Group members can monitor task completion and view individual tasks' status and comments
  9. Edit the Users for this Task List Template, if desired
    1. Click the trash can icon to the right of the permissions checkboxes for a user to remove them, if needed
      A gray trash can icon.
    2. Click the Select Users button to add a user to the template
      A blue, rectangular Select Users button that allows you to add one or more users to the task list template.
    3. Check or uncheck the checkboxes next to user names to indicate the users who will be associated with this Task List Template
      A column of checkboxes next to a column of user names that can be checked to indicate which users should be added to the task list template.
      Notes:
      • Enter the name of a user in the Search Users search box to quickly locate the user.
        Search users field.
      • Click the Previous Page and Next Page arrow buttons to view users that do not appear on the current page.
        Previous and Next Page arrows that load users that do not fit on the current page.
    4. Click the Save button to add the desired user(s) for this Task List Template
      A blue, rectangular Save button that applies any user changes to the Task List template.
    5. On the Create Template screen, check or uncheck the permissions checkboxes to the right of each user's name to indicate their appropriate Task List permissions
      A set of checkboxes that are used to establish user permissions for the task list.
      • Manager: The user can view and edit the template
      • Activator: The user can activate the template and monitor the completion of activated task lists
      • Assignee: The user can complete, skip, or comment on tasks
      • Watcher: The user can monitor task completion and view individual tasks' status and comments
  10. Click the Update button to save all changes to the Task List Template
    A blue, rectangular Update button that saves and applies all changes to the Task List template.
    Note: If changes were made in error, click the Cancel button to reset the template to its original state.
  11. The Task List Template has been updated

 

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Delete a Task List Template

  1. Sign in to the Mass Notification system if you have not already
  2. Navigate to Incident Management, then select Task Lists
    Incident Management and Task Lists options in the left menu.
  3. Click the Manage tab
    A Manage tab within the blue page header that opens the Task List Templates page.
  4. Locate the desired template
    The highlighted name of an example task list template in the templates list.
  5. Click the three-dots icon to the right of the task list title and description to open the Actions menu
    A three-dot Actions menu icon next to the name of the example task list template.
  6. Click the Delete option to delete the template
    A Delete option within the Actions menu for the selected template.
  7. Click the Confirm button on the Confirm deletion pop-up to confirm the deletion of the template
    A blue, rectangular Confirm button on the Confirm pop-up that can be clicked to affirm the desire to delete the template.
  8. The Task List Template has been deleted

 

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