Configuring Tasks

Introduction

After you access the Government Source Selection Settings site, you can view the Tasks page. Tasks are the individual items within an approach. To add tasks to an approach template, you must create a library of tasks.

This page describes how to configure tasks needed to create your organization's approaches.

Task types

Tasks can be one of four types:

• Confirmation: This type of task requires a user to enter a date to confirm the task has been completed.

  

• Attach Document: This type of task requires a user to upload a specific document.

  

• Create Document from Template: This type of task requires a user to create a specific document from the provided document template.

  

• Review: This type of task requires a user to approve, reject, or request changes on a task.

  

Viewing Tasks

You can view the Tasks page in one of two ways:

• From the Welcome page, click TASKS.
• From the left navigation menu, click Tasks.

To filter the lists of tasks, select a phase from the dropdown list or enter a search term in the Tasks field.

See the Managing tasks section for more details on changing or adding tasks.

Managing tasks

You can add an individual task or import multiple tasks from an Excel spreadsheet. You can also edit existing tasks.

Add an individual task

If you only need to add a few tasks, you can add them one at a time.

To add an individual task:

1. From the Tasks page, click ADD TASK.
2. Enter a Task Name.
3. Select a Task Phase.
4. Use the Assigned Group picker to select the group that should be responsible for the task.
5. Select the Task Type.
   • If the Task Type is Attach Document, select a Document Type.
   • If the Task Type is Create Document from Template, select a Document Type and a Document Template.

6. Click ADD TASK.

   

The new task will be available in all new evaluations, select approach setup tasks, and new and existing approach templates.

Add multiple tasks by importing from Excel

If you want to add many tasks at once, you can import tasks from an Excel spreadsheet.

To add multiple tasks:

1. From the Tasks page, click IMPORT TASKS.
2. Download and open the Sample Import Excel File.
3. Add tasks to the spreadsheet by filling out the following fields:
   • Task Name: The display name for the task. There is a 50 character limit. Task names must be unique, or the task won't be imported.
   • Task Phase: The phase that the task should be grouped with. The valid values are any phase listed on the Phase page.
   • Assigned Group: The group that will automatically be assigned the task. The valid values are all business groups that are in the GSS application. For example, Contracting Officer or Contract Specialist. See the Groups Reference Page for a list of the out-of-the-box groups.
   • Task Type: The type of task. Out-of-the-box, the valid values are Confirmation, Attach Document, Review, and Create Document from Template.
   • Document Type: Only required if Task Type is Document Upload or Create Document from Template. If the Task Type is something else and a value is entered in this field, it will be ignored. Out of the box, the valid values are Vendor, Factor, Evaluator, Recommendation, and Consensus.
   • Document Template: Only required if Task Type is Create Document from Template. If the Task Type is something else and a value is entered in this field, it will be ignored. Out-of-the-box, the valid values are: Exercise Option Letter Template, Consensus Template, and Recommendation Template.
4. Save the spreadsheet.
5. On the Tasks page, click UPLOAD and select the AS GSS TMG Sample Task Import.xlxs file that you just modified.

6. A list of the columns from the spreadsheet displays. Map the columns from the Excel sheet to the task fields. If you used the template without modifying the column headers, these should all match up automatically. Click NEXT.

   

7. The tasks fields that you entered display. Verify all of the fields are correct and there are no validation errors.
8. Click ADD TASKS TO APPROACHES to create a new approach to the tasks you just imported.

9. Click ADD TASKS to add the tasks to the library of tasks.

   

Edit tasks

To edit a task:

1. From the Tasks page, click the name of the task you want to modify.
2. Modify the Task Name, Task Phase, Assigned Group, Task Type, and/or Document Type or Document Template.

3. Click SAVE CHANGES.

   

All processes that reference the task will be updated. Evaluations that are in progress will not be affected.

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