Algus - Digital Inspection & Audit Management Software

Overview

The Task Priorities feature allows you to categorize and manage tasks based on their importance and urgency levels. Each task type can have custom priority levels with specific time-based duration settings that help teams understand task urgency and manage workloads effectively.

What are Task Priorities?

Task Priorities are configurable urgency levels that help you:

Categorize tasks by importance and urgency
Set time-based duration expectations for task completion
Automate notifications based on priority deadlines
Organize and filter tasks by priority level
Manage team workload and resource allocation

How Task Priorities Work

Priority Structure

Each task type can have multiple priority levels (e.g., Low, Medium, High) with:

Priority Name: Descriptive label for the priority level
Duration: Number of time units allowed for completion
Time Unit: Day, Week, or Month
Status: Active or inactive priority level

Default Priority Levels

The system comes with three default priority levels:

1. Low Priority

Blue tag, typically for non-urgent tasks

2. Medium Priority

Orange/Warning tag, for standard tasks

3. High Priority

Red/Danger tag, for urgent tasks

How to Use Task Priorities

For Task Creation

Go to Tasks module
Click Create New Task
Select a Task Type (which determines available priorities)
Choose from the available Priority options (Low, Medium, High)

Priority-Based Features

Automatic Due Date Calculation

When creating tasks, the system can automatically calculate due dates based on:

Priority Duration: Time allowance for the selected priority
Creation Date: When the task was created
Time Unit: Day, Week, or Month calculation

Notification System

The priority system integrates with the notification framework:

Due Date Reminders: Notifications sent before task due dates
Overdue Alerts: Notifications when tasks exceed priority duration
Assignment Notifications: Team members notified when assigned high-priority tasks

Visual Indicators

Priority levels are displayed with color-coded tags:

Low Priority

Blue/Info color scheme

Medium Priority

Orange/Warning color scheme

High Priority

Red/Danger color scheme

Task Type Priority Relationship

Priority Inheritance

Each Task Type has its own set of priority levels
Priorities are specific to task types, allowing customization per workflow
When creating a task, only priorities for the selected task type are available

Priority Configuration per Task Type

Task Type Setup: Configure priorities when creating or editing task types
Priority Settings: Set duration and time units for each priority level
Template Linking: Link templates to specific priority levels if needed

Real-World Examples

Example 1: Maintenance Tasks

Task Type: Equipment Maintenance
Low Priority: 7 Days (routine maintenance)
Medium Priority: 3 Days (scheduled maintenance)
High Priority: 1 Day (urgent repairs)

Example 2: Project Tasks

Task Type: Project Management
Low Priority: 14 Days (long-term planning)
Medium Priority: 5 Days (standard deliverables)
High Priority: 2 Days (urgent milestones)

Example 3: Support Tickets

Task Type: Customer Support
Low Priority: 7 Days (general inquiries)
Medium Priority: 3 Days (standard issues)
High Priority: 1 Day (critical problems)

Best Practices

1. Priority Level Planning

Keep it Simple: Use the three default priority levels effectively
Clear Understanding: Ensure all team members understand priority meanings
Consistent Usage: Apply priorities consistently across similar tasks

2. Duration Configuration

Realistic Timeframes: Set durations based on actual team capabilities
Buffer Time: Include buffer time for unexpected delays
Team Input: Consult with team members on realistic timeframes

3. Priority Distribution

Balance Workload: Avoid having too many high-priority tasks
Regular Review: Periodically review and adjust priority settings
Team Training: Ensure all team members understand priority meanings

4. Notification Management

Appropriate Timing: Set notification timing that allows action
Avoid Spam: Don't send too many notifications for low-priority items
Escalation Path: Define escalation procedures for overdue high-priority tasks

Advanced Features

Priority-Based Workflows

Automated Routing: Route tasks to appropriate team members based on priority
Approval Workflows: Require approvals for high-priority task changes
Resource Allocation: Automatically assign resources based on priority levels

Reporting and Analytics

Priority Distribution: Track how many tasks are created at each priority level
Completion Rates: Monitor completion rates by priority
Overdue Analysis: Identify patterns in overdue tasks by priority

Integration with Other Features

Task Labels: Combine priorities with task labels for better organization
Custom Fields: Add priority-specific custom fields
Templates: Create templates optimized for different priority levels

Troubleshooting

Common Issues

Priority Not Available

Check: Verify the priority is active for the selected task type
Check: Ensure you're selecting the correct task type
Solution: Contact administrator to activate or create the priority

Wrong Due Date Calculation

Issue: Due dates not calculating correctly based on priority
Check: Verify priority duration and time unit settings
Check: Confirm task creation date is correct
Solution: Review priority configuration in task type settings

Notification Problems

Issue: Not receiving priority-based notifications
Check: Verify notification settings for the priority level
Check: Confirm user notification preferences
Solution: Review notification configuration and user settings

Getting Help

If you encounter issues with task priorities:

Check Priority Configuration in task type settings
Verify Duration Settings for the specific priority level
Review Notification Settings for priority-based alerts
Contact Support with specific details about your setup

Priority Management Workflow

For Task Creators

Select Task Type: Choose appropriate task type for the work
Choose Priority: Select priority level based on urgency and importance
Review Due Date: Confirm automatically calculated due date
Assign Team: Assign to appropriate team members
Monitor Progress: Track task progress against priority timeline

For Task Assignees

Review Priority: Understand urgency level and time constraints
Plan Work: Schedule work based on priority duration
Update Status: Keep task status current
Escalate Issues: Report problems that may affect completion

For Administrators

Configure Priorities: Set up priority levels for each task type
Monitor Usage: Track how priorities are being used
Adjust Settings: Modify durations and time units as needed
Train Teams: Ensure all users understand priority system

Summary

The Task Priorities feature provides a structured approach to managing task urgency and importance. By understanding how to configure and use priorities effectively, teams can better manage workloads, meet deadlines, and ensure critical tasks receive appropriate attention.

The system's flexibility allows customization per task type, while the notification and reporting features help maintain accountability and track performance across different priority levels.

For additional support or questions about specific priority configurations, please refer to the application's support documentation or contact your system administrator.

Task Priorities