Traktip: Updating Issues with Task Responses

It’s time for another Traktip!

Last month, we talked about creating branching workflows using Task Groups. This month, we’ll discuss updating issues using task responses.

How many times do users forget to update the substatus or close an Issue? Make sure this never happens again by using task responses to update issues!

With Yes/No/NA tasks, you can automatically update the substatus of an issue, cancel any unnecessary open tasks, or close an issue based on the answer to a task. This let’s everyone know exactly where the issue is in its lifecycle as tasks are completed.

Here’s how to do it:

  1. In the Task Manager, select a task to be a Yes/No/NA type, and you’ll see three lines of additional actions to perform depending on the answer selected. Note the two checkbox options and the dropdown for substatus changes on each line.
  1. Next, check Cancel All Open Tasks. This cancels all currently open tasks on the issueExample: Let’s look at a new employee onboarding process. Here are three example tasks:
  • Permanent Employee?         Yes/No/NA
  • Temporary Employee?          Yes/No/NA
  • Contract Employee?              Yes/No/NA
  1. In the Task Group setup, in the “yes” line, you would select the option to cancel all open tasks. So when “yes” is selected on the issue for the appropriate type of employee, the other two tasks are no longer relevant and cancel out.
  1. To close an issue, just check the Close Issue option, and the issue will automatically close when the appropriate task answer is given. Also important to note, if you only check the Close Issue option, the Cancel All Open Tasks option will check by default. That’s because an issue can’t close unless all the tasks are completed or canceled.
  1. Use the Update Substatus dropdown to update the status of an issue, an option for each of the Yes/No/NA values.

You’ll find a lot of use for updating the substatus of an issue, especially when working with tasks that need approval. Example: If you have a task called “approved by management” and that task is marked “yes,” then the substatus changes to “approved.” If it’s marked “no,” then the substatus will automatically change to “rejected.”

Using Yes/No/NA tasks unlocks powerful automation features and dynamic workflow within your Issuetrak system, allowing your processes to become more adaptive.

As always, if you have any questions or would like to see this in action via a quick demo, I’m happy to help!

Topics from this blog: Traktips