Source Version

The Source Version is used to keep track of which version of a report a task was first created. This is then used to calculate the Due Date of the task and to update the status of tasks.

Category & Sub Category

Category and Sub Category are used for grouping tasks. This is useful when both creating tasks on the GoPAD App, and also for reporting on tasks GoPAD Portal.

Task List

In order to produce tasks quickly and consistently, GoPAD includes a number of built-in tasks that you can access via the Task List. For example, our fire risk assessment forms include 500+ built-in tasks. Selecting a built-in task from the Task List will automatically populate the Action Required field.

Note that the Task List does not appear in completed reports – it is simply a means of selecting a built-in task on the App.

Action Required

The Action Required field should state what needs to be done. This is a free-text field, but can be auto-populated from the Task List.

Priority

Each task needs a priority. This helps with managing tasks, and also generates the task due date.

Due Date

Each task has a due date, which is automatically generated based on the task priority and the source version. The due date is not visible on the App, but will be visible on the GoPAD Portal and on PDF reports. The due date is calculated by adding a certain number of days to the date that the task was first created (the date the task was created is the date of the source version of the report). So if a task has a source version of 1, the date the task was created will be the date of version 1 of the report.

The number of days added to generate the due date is customizable, but the default settings are:

  • Critical – 0 days
  • High – 28 days
  • Medium – 84 days
  • Low – 365 days
  • Advisory – 1825 days (optional)

Status

To track the progress of tasks, each task is automatically assigned a status. When a task is first created, the status is set to “Identified”. Because the status of new tasks is set automatically, the Status field is not visible when a task is first created. However, as soon as the version of the report is greater than the source version of the task, the Status field will become visible and the status can be updated.

For example:

If you are working on version 1 of a report, you will not be able to change the status of any tasks, as all tasks must have been created in version 1.

If you are working on version 2 of a report, you will be able to change the status of tasks from version 1. However, you will not be able to change the status of tasks from version 1.

The status of a task can be update from the GoPAD Portal, regardless of the report version.