Temporary tasks allocations can be done in the case when the user is on leave and you want to allocate another user to take care of the tasks in their absence. Please read the instructions below on how to reallocate the task and how to cancel it when required:

When it is known in advance that a position won’t be available to complete their tasks during a period of time, these future tasks can be temporarily reallocated to one or more positions.

This function is extremely useful know periods of staff leave. Set the date range, choose the position, choose the tasks from the list. The date range may need to thought about in every single task’s case because Temporarily Reallocation is first about when the task is generated (more important), and second when the task is due.

Administrators can Temporarily Reallocate any Position’s future Tasks. Every other position can only Temporarily Reallocate their own future tasks. Ask your Administrator to apply Temporary Reallocation of your team members Tasks as circumstances may require.

You can select a time period and have all future tasks that are to be generated to that position, in that time period, temporarily reallocate to be generated to one or more positions. During that selected time period, the tasks that would normally generate to that position’s Current Tasks list, will instead generate to the temporarily reallocated other position’s Current Tasks list.

It is very important to note when tasks are generated (i.e. the task reminder date), because this is when the task is allocated to the Actioned By position. For all tasks that are to completed (i.e. the task due date) in the reallocation date range, look to see (use the future schedule) to see if the task is also generated (i.e. the task reminder date) in this date range. If the task reminder date is before the start of the reallocation date range, change the From date to be at least be the task reminder date.

This function is not for the tasks that are already generated and displaying in your Current Task list; use a transfer if you wish those tasks to be done by another position.

Note:

(1) This function only affects future Tasks that have not yet been generated yet.

(2) The Temporarily Reallocate task list is restricted to the security access of the Temporarily Reallocate Toposition.

** It is highly recommended to review the from Position’s Future Schedule for the required time period before hand. Create a Future Schedule using both Reminder Date and Due Date options.** Exporting this list and then use it as a checklist to ensure all tasks catered for. This is particularly useful for Task Team tasks.

Use the Future Schedule to determine if the Date Range needs to be from Date A to Date B rather than the actual leave period Date C to Date D.

Temporarily Reallocate Date Ranges

Using Date Range A to B, Temporarily Reallocates the first two tasks, only. Leaving the last task to be actioned by our original Position when they return as we deem they will need something to do.

Using Date Range C to D, Temporarily Reallocates the second and last task, only.

Using Date Range A to E (or D or F), Temporarily Reallocates the all three tasks.

As the Temporarily Reallocate task list is restricted to the security access of the Temporarily Reallocate To position, once again it is highly recommended to first view the Future Schedule for the dates of your selected time period. Export this list and refer back to it as you go through the Temporary Reallocate steps. All the tasks listed in this Future Schedule report will be the tasks you will want to temporarily reallocate, so be sure not to miss any tasks because of your reallocated position(s) is not having the right security access.

** A Task Temporarily Reallocates to a date range in which that task is not generated, has no cost; i.e. the task is not generated and hence not Temporarily Reallocated to the selected position.**

The ‘Temporarily Reallocate Future Tasks’ page

The ‘Temporarily Reallocate Future Tasks’ page

The Task List

Selecting the Reallocate To position will trigger a list of tasks this Position has security access, to be displayed. This not a full future schedule list, but rather it is a list of only the very next task to be generated. So Reminder Date and Due Date may not be relevant to your selected date range; use a Future Schedule report to determine tasks that are important to your date range.

The purpose of the Task List is to allow selection of the tasks, for the selected Reallocate To Position.

This list is security restricted to the Reallocate To Position. You cannot allocate outside of their security access.

This displayed list of tasks (across the tabs) is not restricted to the From and To dates you just selected for the reason in the first note;** this allows you to see tasks before and after your selected period because New Tasks are generated on the Reminder Date. Reallocation starts on the specified From Date and you may need to set the From Date earlier to ensure the Task is generated to the Reallocate To Position. At the other end of the time period, task generated close the To date can have a Due Date after the To date, hence if you don’t temporarily reallocate these tasks, they will still generate to you and be waiting for you in your Current Tasks when you return and they will not be overdue yet.

The reallocating Position’s Future Tasks are displayed and organised into tabs for each module.

This is a security filtered list. Only tasks that the Reallocate To’s position has access to, are displayed. So special care must be taken (check back to the Future Schedule you created above) that all other tasks not displayed for this Reallocate To are also temporarily transferred to another position with the correct access.

Tasks are generated on the ‘Reminder’ date, hence You may need to consider moving your ‘From’ date forward if you do not want some tasks generated to you before you go.You may also consider not temporarily reallocating tasks that are generated before your ‘To’ date but are not ‘Next Due’ till after your ‘To’ date; you may wish to complete these yourself on your return.

In the displayed Task lists, tick the boxes next to the Tasks, in your time period, that you want to temporarily reallocate. Selecting Tasks outside of your time period will not have an effect on who the task is generated to; only tasks generated inside the To and From time period will be sent to the temporarily Reallocate To position(s). So it is fine to use the select all check box, knowing that only task generated inside the time period are temporarily reallocated.

Use the Task Team tab to temporarily reallocate all task to be Actioned By the your position in that task team. The temporarily reallocation must be to a position outside that task team as one positions cannot do two same tasks.

Procedures

Access Future Schedule

There are two ways to access the Future Schedule:

1. Option 1: From the main menu, click the My Summary tab. The My Summary page displays. Hover over, or click, the Options menu 1 icon. Click the Future Schedule 2 option.

   

2. Option 2: Hover over (or click) the User Icon 4. The User window displays. Click the Future Schedule 5 menu option.

   

The ‘Future Schedule’ Page is displayed with today as the default From and To dates.

View a Future Schedule

To View a Future Schedule:

1. Access the Future Schedule

   

2. Set a From Date Range using the From Date 1 selector.

3. Set a To Date Range using the To Date 2 selector.

4. Select to use either Due Dates or Reminder Dates 3 dates.

5. If required, unselect the ‘Only my Tasks’ checkbox 4.

6. Click the ‘Display Schedule’ 5 icon to display a list of Future Scheduled Tasks that are due for completion within your specified Date Range.

   

7. If required, further filter the displayed list using the grid filtering and sorting facilities.

8. To view a Task Record, click a Task Record link in the List.

Note: You can also export the content of the Future Tasks List. See Export a Future Schedule.

Export a Future Schedule

1. Access the Future Schedule

2. View a Future Schedule

3. Hover over the Options 1 icon, then click the Export 2 icon to display the export options. Click an option 3 to export the current list of Future Schedule Tasks to that file format.

   

Note: If you are using Internet Explorer, always use the SAVE AS option.

Access Temporarily Reallocate Future Tasks

1. From the main menu, click the My Summary tab. The My Summary page displays. Hover over, or click, the Options menu 1 icon. Click the Temporarily Reallocate Future Tasks 2 icon.

   

2. The ‘Temporarily Reallocate Future Tasks’ window opens.

   

Administrators Temporarily Reallocate Future Tasks all Positions option

1. Administrators have the option to Temporarily Reallocate Future Tasks from any Position in the Drova GRC system. If a staff member has gone on leave without temporarily reallocating future Tasks, contact your Administrator to complete this requirement for you. Administrators can click the ‘Select User’ field and choose the Position whose Tasks they want to temporarily reallocate.

   

   Note: This field is only available to administrators. All other Positions can only temporarily reallocate their own future Tasks.

Temporarily Reallocate Future Tasks

Please review About Temporarily Reallocate Future Tasks before commencing this procedure.

Step 0: Create a Future Schedule of the Temporary Reallocation time period for referral in Step 6.

1. Access Temporarily Reallocate Future Tasks.

2. If you are an Administrator, select the Position.

3. Enter a reason for the reallocation.

   

4. Use the ‘From’ and ‘To’ Date/Time Selectors to set the date range for which you want to temporarily reallocate future Tasks.

   

   Note: Only tasks generated on the Reminder day between the ‘From’ and ‘To’ are temporarily reallocated.

5. Click the ‘Reallocate To’ drop-down list and select the target Position to whom you want to temporarily reallocate the future Tasks.
   ​

   

6. Selecting this position will trigger Tasks tabs 1 to appear. Each Task tab will display the list of tasks the Reallocate Toposition can be temporarily reallocated.
   
   Either, select the all tasks 2 option on each tab, or select individual tasks 3 as required.

   

   Note: Only tasks generated on the Reminder day between the ‘From’ and ‘To’ are temporarily reallocated.

7. If the Tasks Teams 1 tab appears, either, select the all Task Team 2 option, or select individual Task Teams 3 as required. The Future Schedule created in Step 0 will indicate if this is necessary, and for which teams.

   

   Note: Only tasks generated on the Reminder day between the ‘From’ and ‘To’ are temporarily reallocated. The temporary reallocation must be to a position not in that task team, because one position cannot be allocated the same task twice.

8. Click the icon to reallocate all the selected Tasks. A Confirmation dialog is displayed. Click the OK button to proceed.

   

9. The ‘Existing Reallocations’ tab is displayed, showing all reallocated Tasks.

   

10. Repeat Steps 5 through 8 as required to cover all tasks identified in Step 0.

11. Click the ‘Close’ icon to close the window.

12. An email is sent to advise the Reallocate To Position of the reallocation.

    

13. From the My Summary Menu Option, click the Current Reallocations 2 option.

    

14. The Current Reallocations window appears. Select the From 1 or To 1 Position to see the list of allocations. Each records displays allocation information including the period 3.

    

    Neither, either or both the ‘From’ or ‘To’ tabs may be displayed depending on the reallocations done From or To the selected Position 1.

    The ‘To’ tab (when displayed) shows Tasks that have been temporarily allocated to this Position 1 From another Position.

    The ‘From’ tab (when displayed) shows Tasks that this Position 1 has temporarily allocated To another Position.

Repeat this process if you want to reallocate more Tasks to different Positions, repeat this procedure but select a different Position from the ‘Reallocate To’ drop-down list.

Cancel Temporary Future Task Reallocation

1. Access Temporarily Reallocate Future Tasks.

2. If you are an Administrator, select the Position.

3. On the ‘Existing Reallocations’ 1 tab, either, select the all tasks 2 option on each tab, or select individual tasks 3 as required.

   

4. Click the icon to cancel all the selected Tasks reallocations. A Confirmation dialog is displayed. Click the OK button to proceed.

   

5. These task are removed from the list. Click the ‘Close’ icon to close the window.