Task Management System Training

The Task Tracking System is a platform where department staff or the system itself creates task records for employees, and all tasks are monitored and managed. The system assists managers in organizing their departments and prioritizing employee tasks. Employees complete tasks in order, without skipping or forgetting them. Executive managers can monitor multiple departments simultaneously and access comprehensive reports. System-generated tasks may include processes such as materials falling below minimum or safety stock levels, approval workflows within the PDM module, and many other operational steps. The Task Tracking System operates based on department registrations. A user must be registered in a department to use the system. The system is displayed through structures called “Workspaces.” Each user can register to only one department, and tasks assigned to that department become their primary responsibility. Department managers can assign department pool tasks to users, and users may also open private workspaces aside from their department workspaces. However, these private workspaces remain invisible to the system for automatic task assignments. The system always uses department workspaces. Inside each workspace, there is a key structure called the “Board.” Think of boards as dividers used to track tasks more effectively. To explain with a simpler analogy: If the workspace is your department's office, the Boards are the whiteboards inside that office. The tasks written on those boards are the “Task Cards.” There are two mandatory boards in every workspace: “Unassigned” and “Closed.” These boards are essential for the system to automatically assign tasks and mark completed ones as closed. Beyond these mandatory boards, you may create additional boards for different scenarios. If you do not need all boards at the same time, you can hide them as needed.

Now, let’s log into the Task Tracking System. To access the system, simply navigate to the homepage. You can do this by clicking the IQ logo or expanding the Homepage accordion, where you will see the Task Tracking System option. Click on it to enter the interface. Since the interface offers different viewing modes, you should select the one that best fits your workflow. The first mode is the “Kanban View,” which is also the default. This view is ideal for department managers to assign tasks easily and for staff to monitor tasks efficiently. The second mode is “List View.” In List View, you can see not only the tasks assigned to you but also the tasks you have created, filter them, or search for specific records. Additionally, tasks you create will not be closed unless you approve them. Therefore, if you want to locate tasks you created, confirm completed ones, or return them to the related department, this view is the most suitable. The final view mode is the “Calendar View.” This view is especially useful for creating reminder tasks for yourself or other departments. Tasks are listed chronologically and are color-coded based on their priority. This makes it very helpful when managing task order. For now, let’s continue with the default view: “Kanban View.”

At the top section of the screen, you can see the workspace you are currently in. This workspace is automatically generated according to your department registration. You can create new workspaces using the “Add Workspace” button or delete existing ones using the “Remove Workspace” button. On the right side of the top panel: You can create new boards using “Create Board,” Create tasks using “Create Task,” Create chain tasks using “Create Chain Task,” Manage selectable operations for departments during task creation using “Manage Operations,” Hide unused boards with “Board Filter,” Move boards using the “Drag Buttons” on the left of each board, Edit or delete a board using the “Edit Menu” on the right of each board, And create task cards directly inside a board using the “Add Card” button.

Now let’s perform actions together.

Click on the “Create Workspace” button. Name the workspace and write a description, then click “Create” to add it. Once the screen reloads, you will see the newly created workspace in the “Workspaces” list. Next, click “Create Board,” fill in the “Board Name” and “Board Description” fields, and create the board. Click on “Create Task.” On the screen that appears, you will find: “Title,” “Description,” “Status,” “Priority,” “Assigned Department,” “Due Date.” Fill these fields and assign the task. When you assign a task, you won’t see it in “Kanban View.” To see the task, switch to “List View.” You also need to switch to List View to examine task details, view comments, or approve the completion of a task. Tasks first fall into the department pool. Department managers can assign these tasks to users, or users may claim tasks themselves. Every user can only start one task at a time. If you want to start another task, you must pause the current one first. To start a task, add comments, pause it, add members, reject it, examine details, or transfer it to another user or department, you must open the task detail window by clicking the task title. This will take you to the task details page in Kanban View. Now let’s click “Create Chain Task.” Chain tasks consist of sequentially connected tasks. A workflow is defined, and each task becomes active only when its preceding task is completed. This structure is ideal when multiple actions must be taken sequentially. For example: If a sample must be produced and sent to a customer: the design department prepares documentation, the production department manufactures the sample, and the shipping department sends it to the customer. This entire flow can be managed with a single “Chain Task.”

The “Title” and “Description” fields belong to the Chain Task itself. Fill these based on the nature of the operation. In the “Chain Cards” section, each “step” corresponds to a “Task Card.” Add your steps, define the cards, and create the chain task using the “Create” button. To track the chain task, switch to “List View” and open the task details. A unique section called “Chain Information” will appear. Here, you can view the progress percentage, see which tasks are completed, which one is next, and the total number of tasks within the chain.

Now it’s time for “Task Operations.” Task operations allow a department to choose an operation from a predefined list when creating a task. This helps ensure correct task routing.

To manage task operations, click “Manage Operations.” If you do not see this button, don’t worry—it is only visible to system administrators. If you are not one, you should contact your system administrator. After clicking the button, select your department. Once selected, you will see fields for “Operation Name” and “Description.” Fill these fields to create an operation. From that point on, this operation will be displayed in the operation list whenever a task is assigned to that department.

Now, you too can manage all your processes from a single screen.