Task Re-mapping Process

Overview

Introduction

We have recently introduced ‘Task recurrence based on previous completion’. This has led to a desire for re-mapping of tasks from some of our customers where they want to move to the new structure as it better suits what they want to achieve.

What is ‘Task recurrence based on previous completion’?

 Previously our tasks recurred on a fixed date each year e.g. 30^th September + 1 year.

 Now you can trigger recurrence for each user based on their previous completion

Example: I complete the task ‘early’ on the 12th September 2024. My next task will have a deadline of 12th September 2025.

What are the benefits of moving to this type of task?

We've moved to a dynamic compliance cycle to enhance accuracy and ensure even greater alignment with regulatory standards. By basing renewal dates on individual completion times, we ensure compliance is maintained seamlessly and at the most appropriate intervals for each person.

Example scenario:

Initial task deadline 30^th September 2024, recurs yearly, 30 days to complete:

• On time completion:

  • Learner completes: 30^th September 2024

  • Next task deadline: 30^th September 2025

  • Issued: 30^th August 2025

• Early completion:

  • Learner completes: 19^th September 2024

  • Next task deadline: 19^th September 2025

  • Issued: 20^th August 2025

• Late completion:

  • Learner completes: 10th October 2024

  • Next task deadline: 10th October 2025

  • Issued: 10^th September 2025

In short, whether a user is early or late they will still be compliant for +1 year from this point so the date should be set dynamically based on this.

Setup instructions:

Should you wish to use the new settings yourself, the below guides you to doing this:

1. Content: Select the content or action you want to task

2. Assigned to: Select who it is assigned to

   1. Individual / Team / Group / Company

   2. If selecting team, group or company: Current, new or both members

3. Set dates: Set the key dates relating to the content

   1. Decide when the task should be set

   2. Set a deadline

4. Recurrence: Select 'Dynamic (last completion date)

   1. Select how frequently it repeats in days / months

   2. Decide when to re-issue the task e.g. 30 days before deadline

   3. Note: If you want users with an existing completion to match the dynamic rules rather than the new joiner rules, set the checkbox ‘If a user previously completed this content, ignore the set dates from the previous step and use the recurrence interval selected above, starting from their last completion date’

5. Advanced settings: Set advanced settings such as who to notify and whether the task is mandatory

6. Summary: Review a summary of the actions

7. Done: You’re done and the task will be issued according to the settings

What can we set up ourselves and what is the outcome?

Note: In all of the below scenarios we recommend turning off recurrence for all existing tasks

Advised:

Example: Wait until current tasks are all complete, then set a new task - 3rd November 2024

Waiting for all current tasks to be complete ensures no duplicates

Not advised:

Example 1: Don’t wait for all users to complete current task and set a new task on 15th October 2024

The below scenario means you will get some duplicates including new emails

Example 2: Delete existing task and issue new task on 15th October 2024

This is not advisable to the majority of customers as you will lose associated completions to the original task. If no-one in your account has completed the task yet, but you still wish to update it, then this may be viable for you.

What can we do with the help of Learn Amp?

We can help you when you want to….

• Keep the current task completion information

• Move the deadline for anyone who has not completed to X

• Ensure there are no duplicates

• Ensure no unexpected emails are received

Or sometimes the volume of changes you may need to make mean it is helpful to get support

For example: Don’t wait for all users to complete current task and set a new task on 15th October 2024

FAQs:

What if the user has no completions?

They will be set a task as a ‘new’ user e.g. a deadline 30 days from the ‘set date’

What if the user has a completion that is over X years ago?

If for example you have a task cycle that is yearly, what happens if a learner has a completion, but it was over a year ago?

They will be set a task as a ‘new’ user e.g. a deadline 30 days from the set date

What if we extend the deadline when re-setting?

For example, what if we move from a yearly cycle to a 3-yearly cycle?

In this case, we will set the deadline 3 years from the previous completion. In most cases this will remove the existing task, and a new task will not be issued until e.g. 30 days prior to the 3-year deadline.

If a learner did complete their previous task 3-years ago they will receive a task now.

Why do duplicate tasks happen?

If a user has an existing task and the meet the criteria for new task rules, to receive another, then they will have two tasks at the same time including associated emails.

How do we avoid duplicate tasks?

If you look at the examples above you will see how you can avoid duplicates yourself. Should you ask us to work with you, we will ensure there are no duplicates.

To avoid duplicates caused by recurrence you can uncheck the ‘Recurs’ checkbox on the current tasks.

Will this stop learners who are currently getting duplicates?

If your learners were currently getting multiple duplicate tasks then this process may resolve it for example if you delete all historic tasks (only do this if you are happy losing historic data) or if we help you to dedupe.

It is worth highlighting that duplicates can happen for other reasons and that this won’t solve all of them:

Group or team movement: When someone joins a new team or group, they may receive a new task. A few things to note to note:

• To prevent it, use broader groups: For example if I have two roles that people typically switch between e.g. Tech Support and QA, then I may want to group a group which says Job Title = Tech Support OR QA. This means when they ‘move’ they are technically still part of the same group

• By design: In some cases you will want different dates for different roles. If this is the case, the duplicate is by design and the user completing one should complete the other

Different deadlines: When there are different deadlines for different teams e.g. 7 days to complete or 30 days to complete, it forces setting of different tasks to support this. This increases the likelihood that the user gets a new task.

• Consolidate deadlines: If you align them all to e.g. have 30 days to complete this will mean you can set a single task for multiple people

What if someone completes the same content, mid-cycle?

Currently: They will receive the task based on the previous completion (it will not be changed by the completion mid-cycle)

Planned: We’re working on a solution that would mean the below:

On occasion you will want to set a one-off task to re-certify someone e.g. if there is a ‘near miss’ for a health and safety incident you may require one or more people to re-complete.

In this case, the dynamic setting based on completion will shift forward. For example:

• Original deadline based on completion = November 30th 2025

• Complete again on June 3rd 2025. New deadline = June 3rd 2026