Note: You must have the authority, "Open Tasks," (User Setup: System Group) to access the Tasks List screen and view the tasks. Other authorities include: Deleting or transferring a task to another user.
When logging in to Diamond (Base), the first screen shown is the Task List. Depending on how your Diamond System is set up, this may be configured differently. The Task List screen resembles a "To Do List," as it contains many different tasks generated from various functions within Diamond, such as "Pending" new business policies or Diary Items.
If any open items exist and have been assigned to you, these are automatically displayed in the Grid View. Should no items exist, the Task List is displayed, showing "No Records."
Functions on the Task List Toolbar include:
Search Options: Returns a Search Options screen where users can select different criteria to narrow their searches for items.
Refresh: Updates the Task List after changes have occurred.
Transfer: Allows users to transfer Tasks to other users (providing they have the proper authority).
Delete: Allows a user to delete their Tasks / Diaries (providing they have the proper authority).
Add Diary: Lets users add Diary items.
Configuration: Allows a user to modify those items appearing on their Task List.
Print: Prints a list of all of a users Tasks.
Show Calendar: Displays a calendar that allows users to view the total tasks for each day.
This returns a pop-up to enter your search criteria. Fields to select or enter include:
Filter Type: Select from the combo box: Policy Number, Claim Number or Insured Name.
Filter Value: Based on "Filter Type," enter a corresponding value to define your search.
User Category Filter: Select Employee, Client, Agency or Guest.
Display Items for User... field defaults to the signed on user. Any tasks open for the signed on user are shown. (Note: This combo box is enabled or disabled based on a user having or not having the authority "View Others Workflow" (Workflow group.)
Originated by: Defaults to the signed on user; all tasks created for the user display. This can be changed by making a selection from the combo box.
Belonging to Queue: Defaults to "Any Queue;" can be changed by using the down arrow to make a selection.
Display For Date Range: Defaults to the first day of three (3) months prior to the present date and one (1) month after the present date.
Show Transferred Tasks Only: Providing a user has the authority, "Can View Transferred Tasks," placing a check mark in this box allows you to view any tasks that may have been in your possession at one time but were transferred to another user.
Show Quotes Only: Selecting this field places a check mark in the box; only quotes are displayed upon selection; defaults blank.
Refresh Automatically: This option is used when changing the Search Criteria, such as when a user changes the currently selected user in the combo box. When a check mark is placed in this field, the Task List screen is refreshed. When a user selects an Open Task (e.g., a "Pending" policy) from the Task List, rates / issues the policy, returns to the Task List, that task will still be there. When selected, the user receives a validation: "This task has been deleted by another user / process. Your list will be refreshed." Clicking OK then removes the task from the list.
Remember Search Option Values: When checked, all of the search values selected are retained for the next time a search is initiated.
Hide Milestones: For future use.
In the column to the left of an existing item, various symbols are displayed:
Open Folder: When selected, displays the item.
Page (With Hand): Displays details (e.g., Date Added, Policy / Claim Number, LOB, etc.)
Open Box: Placing a check in this box and selecting Delete from the Task's toolbar deletes the item from the list. The system prompts a warning, prior to the deletion of a task: "Task From Policy / Claim (#####) Successfully deleted." Click OK.
If an item is highlighted in red, this indicates the workflow item has been marked as "Urgent."
A calendar has been added to the Task List to allow users to view the total tasks for each day. The week count, the day, height, and the "Tasks vs. Totals" option can be changed per user and is saved so that these options are retained even after the Browser is closed. While in "Tasks" view, new Diaries can be created by right-clicking on Any Day, and a Diary will be opened with the Due Date set to the selected day. Also in "Tasks," View Any Task" can be right-clicked and edited, viewed or deleted. Tasks marked as “Urgent” will appear with a red background and bold, white lettering.
Nine (9) workflow types are color coded so that all Tasks with the same workflow type will display the same color. Tasks not associated with these nine (9) will also display in the same color. Whenever a day is selected on the calendar, the Task List below will display only Tasks for that Due Date. Multiple days can be selected on the calendar, and the Task List will display Tasks for each selected day. The Search Options on the Task List can be used and will affect both the calendar and the Task List. This calendar is not available when using "View Tasks" from the Claim Detail.
If users do not want to display the calendar on the Task List, they can use the Hide Calendar button.