LP2: Viewing Activity Summary (Key Metrics, Tasks, Linked Activity, Fields, Assets, Products, Briefs and Commercials)

Introduction

Once opened, the Activity provides useful information about the data captured: metrics, work items included, a visual representation of the activity start to finish, resource assignments, any linked activities and any assets uploaded to the activity.

Key Metrics

The Key Metrics tab of the activity shows top-level information:

When it was started
When it's due to be completed
How many work items are included
Who launched (created) the Activity instance and when
Who is responsible for the next task/work item
The calendar & time zone used
The total duration and priority (Urgent / Normal / Low)

(Please refer to our guide on how to edit activity priority.)

Tasks

The Tasks tab of the activity shows each task to be performed in the order of the workflow. This contains information about each task with these columns:

Task name

This is how the task will appear in the assignee's Tasks page.

Note: approval cycles will begin with a 'title' row; the cell under Assignments is empty. The actual approval tasks will start with an arrow ().

Assignments

Displays the name and icon of all users assigned to the task. Clicking the drop-down arrow expands this information to include the users' RACI assignment and completion status.

Status

In the default view, you will see three statuses: Running (tasks that are currently sat with their assignee(s)), Completed, and Pending. Tasks which have been Cancelled are only visible if you click the 'Show Cancelled Items' button at the top of the page.

Current Plan

Start and Finish times under Current Plan show the planned start/finish times calculated at the creation of the activity as determined in the activity template by your organisation.

(For more information on configuring this timeline, please refer to our guide on re-planning.)

Projected/Actual

Start and Finish times in bold lettering show the Actual time the task was started/finished.

Times in italicised lettering show the Projected timeline based on the Actual start/finish times.

Linked Activities

There are two kinds of linked activities: child activities and manually linked activities. Any activity named in this page allows you to navigate directly to that activity by clicking on its name.

Child activities

Should the activity contain a branch to a sub-workflow, the sub-workflow is considered a child activity, with the current workflow being the parent. The Linked Activities tab only shows child activities once the branch within the parent has been reached. The branch will appear in the parent's Tasks list as this icon:

Clicking the arrow beside an activity's name will display any and all currently Running tasks in that activity, including assignees and due dates. You must open the child workflow from the Linked Activity tab and click the Tasks tab to view all work to be done in each child.

Manually linked activities

Just under the activity toolbar is the 'Manually link activity' button. This feature allows users to make connections to other existing workflows and navigate to them easily.

Fields

Any form values captured during the life of the Activity are stored in workflow fields which are visible in the Fields tab.

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Assets

The Assets tab shows any assets (files) uploaded to the activity via an Asset Upload task or the 'Upload Reference File' button on this page. It will also show assets that have been passed to the activity from a connected activity.

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Note: not all users will have the option to upload reference files depending on their RACI assignment.

Commercials

Any completed commercial briefs will be shown here.

If the option to add a PO Number is ticked within the configuration of the approval - this will display here under the PO Number header. The value will display when the approval is completed as seen below.

This page also shows the brief approval status: if the approval is rejected and a new commercial brief will be triggered, which will be displayed here.

(Please refer to our guide on how to complete a commercial brief form.)

Briefs

The Briefs tab will show any briefs that have been completed, the tab will show you all the information about the brief such as status, Brief name, Activity and when it was created, etc. If you user clicks on the task name 'Create Brief' this will then direct the user to the Brief.