enmnhtransactions > Tasks
This tab is used to note tasks that need to be performed at a later date to complete a transaction or improve the transaction record. Tasks may include:
Adding or modifying data to ensure that the transaction record is accurate and complete
Cataloging an acquisition
Closing a loan after a condition has been met (for example, after one year if specimens are reported lost)
Because tasks may not be completed for years and contacts for individual collections may change over time, the best practice is to assign all tasks to Position records created for this purpose. The position records can be found by searching the Parties module using Party Type = “Position”. Records have been created for each of the four collection managers (which will direct the task to the current collection manager) and the registrar (which will direct the request to the NMNH- MinSciRegistrar resource account).
Description
Field |
Value |
|---|---|
ItemPrompt |
Task Description |
ColumnName |
TasDescription_tab |
DataKind |
dkTable |
DataType |
Text |
A description of the task to be performed
Usage
Required when task is created
Format
Provisional guidance
Description should start with an upper-case key phrase in square brackets that describes the type of task. Additional information can follow if needed.
Bracketed key phrases under consideration include:
[CATALOGING PENDING] describes an acquisition that needs to be catalogued and reconciled. This is used to identify records representing the backlog.
[DATA PENDING] describes an outgoing loan for which no data has been returned
[ACTION PENDING] describes any other action that must be completed at a later date
Key phrases would be used for searching/reporting and must be entered exactly.
Examples
[CATALOGING PENDING] Collection of roughly 400 object stored in the NW corner of E433
[DATA PENDING]
[ACTION PENDING] Close if recipient can not locate samples within one year
Assigned To
Field |
Value |
|---|---|
ItemPrompt |
Person Assigned To Task |
ColumnName |
TasPersonAssignedToRef_nesttab |
DataKind |
dkNested |
DataType |
Reference |
RefTable |
eparties |
The position of the person responsible for completing the task
Usage
Required when task is created
Format
Reference to Parties. Best practice is to link to the position record in Parties for the appropriate collection manager
Assigned By
Field |
Value |
|---|---|
ItemPrompt |
Task Assigner |
ColumnName |
TasTaskAssignerRef_tab |
DataKind |
dkTable |
DataType |
Reference |
RefTable |
eparties |
The person who assigned the task
Usage
Required when task is created
Format
Reference to Parties
Result
Field |
Value |
|---|---|
ItemPrompt |
Task Results |
ColumnName |
TasResults_tab |
DataKind |
dkTable |
DataType |
Text |
The result of the task once completed
Usage
Required when task is completed
Format
Provide a brief description of the result of the task, including metrics if applicable (for example, the number of catalog records created). If the task will not be completed (for example, if a loan recipient locates missing specimens before a transaction is scheduled to be closed unbalanced), note why the task was not performed.
Start Date
Field |
Value |
|---|---|
ItemPrompt |
Commencement Date |
ColumnName |
TasCommencementDate0 |
DataKind |
dkTable |
DataType |
Date |
The date on which to start the task
Usage
Required for time-dependent tasks (like closing a loan after a certain amount of time)
Format
Notify On
Field |
Value |
|---|---|
ItemPrompt |
Notify Date |
ColumnName |
TasStartNotifyDate0 |
DataKind |
dkTable |
DataType |
Date |
The date on which to notify the contacts in the associated Notify grid
Usage
Required for time-dependent tasks (like closing a loan after a certain amount of time)
Format
Notify
Field |
Value |
|---|---|
ItemPrompt |
Commemcement |
ColumnName |
TasCommenceNotifyRef_nesttab |
DataKind |
dkNested |
DataType |
Reference |
RefTable |
eparties |
List of positions to notify when the task is due to start
Usage
Required for time-dependent tasks (like closing a loan after a certain amount of time)
Format
Reference to Parties. Include the Mineral Sciences registrar at a minimum. Consider also including the appropriate collection manager.
Completed
Field |
Value |
|---|---|
ItemPrompt |
Completed? |
ColumnName |
TasCompleted_tab |
DataKind |
dkTable |
DataType |
Text |
Whether the task has been completed
Usage
Required when task is created
Format
Yes if the task has been completed, No otherwise.
Note that you should use Yes even if the assigned action did not need to be completed after all (for example, if a loan recipient locates missing specimens before a transaction is scheduled to be closed unbalanced).
Hours Taken
Field |
Value |
|---|---|
ItemPrompt |
Time Taken On Task |
ColumnName |
TasTimeTakenOnTask_tab |
DataKind |
dkTable |
DataType |
Float |
Not used
End Date
Field |
Value |
|---|---|
ItemPrompt |
Completion Date |
ColumnName |
TasCompletionDate0 |
DataKind |
dkTable |
DataType |
Date |
The date on which the task was completed
Usage
Required when the task is completed
Format
Notify On
Field |
Value |
|---|---|
ItemPrompt |
Notify Date |
ColumnName |
TasEndNotifyDate0 |
DataKind |
dkTable |
DataType |
Date |
Not used
Notify
Field |
Value |
|---|---|
ItemPrompt |
Completion |
ColumnName |
TasCompletionNotifyRef_nesttab |
DataKind |
dkNested |
DataType |
Reference |
RefTable |
eparties |
Not used