Assignees can complete their scheduled activities directly in Assure. Scheduled activities appear in Scheduled Activity Manager, My Tasks and, if they qualify, among the top six activities shown on the homepage.
In Assure, from Scheduled Activity Manager or My Tasks
- Start Record. From Scheduled Activity Manager or My Tasks, the assignee opens the activity and selects Start Record.
If the scheduled activity has an IQ template associated to it, Assure will create the audit with the iQ template, org unit, and linked schedule name already filled in.
If the scheduled activity does not have an IQ template associated to it, the user will be able to select the relevant template before creating the record.
From the Audit module, users can create a new record, if there are scheduled activities which match the record they are creating they will be asked if they are trying to complete that activity.
The user can choose to link to a scheduled activity, or create a standalone audit module record.
Once the record is created, if auto complete is enabled, if the user completes the IQ template before the due date passes, the activity will automatically be marked as completed.
If auto complete is not enabled, the user will be shown a completion modal each time they save the record, until the due date passes.
The messaging will prompt the user if the IQ template is not completed, but the decision is in the hands of the user when they complete the activity.
- Connect Record. If a suitable audit already exists, they can link it to the activity instead of starting a new one. Select Connect Record on the cog wheel
The list will show any Audit module records which match org unit, IQ template, and have an audit date within the visibility window of the activity
Select the relevant record. If the schedule has auto complete disabled, the user will be able to choose if they complete the activity as soon as they connect the record
If auto complete is enabled, the activity will be completed when the IQ template is completed
- Go to Record. Opens the linked record, wherever it is, including the portal queue if that applies.
- Disconnect Record. Unlinks the record from the activity and returns the activity to an earlier status so it can be picked up again.
When a user disconnects a record, they see a confirmation modal. If the activity due date has passed, the activity will be marked as Not Completed and will not be available to complete, or have a record connected to it.
The options the user sees on against the scheduled activity will depend on their permissions and the status of the activity.
For example, reassign is only visible to users who can manage schedules, or have the reassign scheduled activity permission.
Start record and connect / disconnect are only visible to the assignee, or users with override scheduled activity permission paired with either view tasks for other people or being the users manager to give them visibility of the activity.
Guardrails
Any time a scheduled activity is completed, Assure captures the user who did this. With the override permissions, the completion may not be done by the assigned user. This information is visible in the quick report.
Anyone with permission to edit into Audit can edit records which are linked to scheduled activities, there are no record level permissions. If a user edits a record linked to a scheduled activity, they will be presented with information around the impact of their actions, and they can decide whether to proceed. This is particularly important where auto complete with IQ template is enabled. Completion of the IQ template is tied to completion of the scheduled activity, they cannot be different: