To-Do Item Basics
From within an Activity or via the To-Do List, fields relating to To-Do Items such as the “To-Do Item,” “Assignee,” “Due Date," and “Status” can be easily updated by clicking on the required field.
To-Do Item Statuses
During an Activity, a To-Do Item may need a Status updated to inform all those involved in the To-Do Item and Activity where the To-Do stands concerning its completion. To change the Status of a To-Do Item, click on the dropdown and choose from the appropriate Status.
Please note: Once a To-Do Item is updated from “Not Started” to “In Progress” or “Done,” the overall Activity will also be marked as “In Progress.”
Please note: If an Activity is auto-generated by a transaction in GEMS and that transaction is deleted, GEMS will automatically prompt the Edit User deleting the transaction to either close the Activity and mark that specific Activity as “Not Required” or keep the Activity open.
To-Do Item Dependencies
It is possible to configure To-Do Item dependencies so that only To-Do Items marked as “Ready” can be marked done.
Please note: An Administrator can override a To-Do Item's dependency.
Please note: Users can still update To-Do Items (e.g., add Documents or Queries) that are not “Ready”; the Item just cannot be marked “Done.”
Please note: To-Do Items with dependencies cannot be marked Done if an open Query is in place for the To-Do Item.
Please note: Where multiple To-Do Items for an Activity have been marked as “Done” and a To-Do Item is reopened which other To-Do Items are dependent on, all subsequent To-Do Items will be reopened also.
Marking a To-Do Item as “Done”
When a To-Do Item is ready to be marked as ”Done,” click the Mark Done icon in the “Actions” field.
A prompt will appear to allow input of the date of completion.
If this is the final To-Do Item, a message will appear asking if the user wishes to also close the Activity.
Please note: If specific fields or Documents have been made mandatory, the Mark Done icon will not be available until the records have been updated appropriately.
When a To-Do Item is marked complete, GEMS will record not only the date the To-Do Item was completed but also which user marked it complete.
Please note: A To-Do Item that is dependent on other To-Do Items that have an open Query in place cannot be marked as “Done.”
Please note: Administrators can delete To-Do Items that have dependencies based on other To-Do Items. If such a To-Do Item is deleted, GEMS will confirm with the user before deletion and update the To-Do Items dependent on the deleted To-Do Item to mark them as “Ready.”
A To-Do Item may be reopened if the Activity is active. This is done by clicking on the Actions icon and choosing Reopen To-Do Item.
Please note: Reopening a To-Do Item that has related dependencies to other To-Do Items will also reopen those To-Do Items.
Adding Supporting Evidence
Documents can be uploaded to the Documents section of an Activity or uploaded and assigned within specific To-Do Items, allowing for the addition of supporting evidence to an Activity or to individual To-Do Items.
To add a Document to a To-Do Item, click the Actions icon and then click the Add Document option from the drop-down menu that appears.
Documents that have already been uploaded to GEMS can be selected using the button seen below.
Files can then be searched for by either using a pre-configured saved search or by using the column filters.
If a new file is to be uploaded, this can be completed by either dragging and dropping or selecting the file using the Select Files button.
Once the document has been selected, the properties of the file can then be specified as normal in the Document Properties section.
Once the file has been attached, an icon will appear to highlight how many Documents have been associated with a specific To-Do Item.
To add a Document directly to the Documents section of an Activity, open the Documents section within the Activity page and click the Add Document option. Follow the steps listed above to select and add the Document.
Within the Documents section of an Activity, an overview of all Documents uploaded to an Activity can be seen, and the Documents themselves accessed. Using the ellipsis icon, a Document can be viewed, its details checked/updated, the file deleted, the Status changed, and the filing module.
Please note: Deleting a Document from this page will delete the Document from the GEMS database, not just from the To-Do Item.
Document Generation from a To-Do Item
An advanced report or form, including Assembly forms, can be generated as part of a To-Do Item. During the Activity Workflow configuration process, specific forms or advanced reports can be associated with a To-Do Item, and the next time the Activity and To-Do Item are created, an icon on the specific To-Do Item will appear that signifies a document/form can be generated from within GEMS.
To-Do Items with associated forms or advanced reports will include an icon, seen below, and clicking this will launch this associated form or advanced report.
Raising a Query
Queries can be raised against specific To-Do Items where updates and further information on the status of a To-Do are needed. GEMS users can raise a Query on a To-Do Item by clicking on the Query icon.
Once the Query icon has been clicked, a new Query may be raised via the Add Query button.
Details of the Query can then be entered and saved.
Please note: When creating a new Query, an email will be sent to the Assignee to ensure they are informed of the related Query unless the Assignee has set their user settings for Compliance Tracker emails to receive no emails.
Once saved the details of the Query will be stored against the To-Do Item for others to see and a badge icon will appear against the Query icon to highlight a Query that has been raised. The color of the badge indicates the state the Query is in: red means the query has not been answered, yellow means a response has been provided, and green means the Query has been resolved.
A response to the Query can then be provided by clicking the Query icon again and clicking Respond.
A response can then be provided, and an email notification will be sent to the user who raised the Query.
Queries that have been responded to will display an orange badge icon.
If the response provided has satisfied the initial Query, the Resolve Query option can then be selected to close the Query out.
Please note: A To-Do Item may be marked as “Done” while an open Query is present for that To-Do Item, but this will not close out the Query. Queries can be raised, responded to, and resolved independently of a To-Do Item’s Status.
Adding a Note
Notes may be added to a To-Do Item. It will be then viewable under the Notes section. The figure below shows that clicking on the Actions icon brings up the option to add a Note specifically to that To-Do Item.
Fill in the box with a Note and click Save as shown below.
