How-to Changed in this version
Managing Tasks
Changing the status of the tasks of a production job, giving tasks an assignee and a due date, adding new tasks and setting the reminders.
Every job opens with a default checklist. The tasks are on the Tasks card of the job page.
| Task | Required |
|---|---|
| Copy-editing | Yes |
| Typesetting | Yes |
| Cover | Yes for books and children's books, no for other types |
| Proof and author approval | Yes |
| Metadata check | Yes |
| Identifiers (DOI/ISBN) | Yes |
| Licence and access | Always |
| Final approval | Always |
The "Licence and access" and "Final approval" tasks are always required. For the other tasks, you can change the Required task box in the edit dialog.
Changing the status
- Open the job and scroll down to the Tasks card.
- In the list on the row of the task, select To do, In progress, Done or Skipped.
A status you pick with the mouse is saved at once. With the keyboard, the arrow keys move between the statuses and save nothing. Save the status you chose with Enter. If you leave the list without pressing Enter, or press Escape, the saved status comes back.
A required task cannot be skipped. The status of the job changes automatically with its tasks. When all required tasks are done, the job becomes Ready to release. The row of a completed task shows who completed it and when.
Assignee and due date
- Press the Edit button with the pencil icon on the row of the task.
- Select the person in the Assignee list.
- Enter the due date in Due.
- Optionally enter a Note.
- Press Save.
The assignee gets a notification. Even without the production permission, they can update the status and the note of their own task.
New task
- Press Add task.
- In Task, enter a name of at least 2 characters.
- If the task must be done before release, tick Required task.
- Optionally enter an assignee, a due date and a note.
- Press Add task in the dialog.
Only tasks added later can be renamed.
Reminders
For an unfinished task with a due date, the assignee gets one e-mail and one panel notification before the due date. How many days before is set by the Production task reminder (days before the due date) setting on the Site settings → Workflow tab. The default is 3 days, and 0 switches the reminder off. If the due date is moved later, a new reminder goes out for the new date.
No reminder goes out for a task whose due date has passed. The task is marked Overdue on its row, and the job counts as overdue on the board.
When the assignee's account was closed, the task's row shows the Account closed label and the assignee gets no reminder. Assign the task to someone else. The reminder e-mail names the task in the recipient's language.