Task Management

Task Management

Tracking task completion in X-CD is made easy through the Task Management area. All tasks, including submission steps, chair disclosures, RSVPs, can be found in the task management area.

Filtering Tasks & Roles and Filter Presets

At the top of the screen are the task and role filters:

By default, you will only see All Tasks & Roles selected.
  1. Click on the tasks dropdown to see the tasks organized by their type (Conference, Session, or Abstract). Select the tasks you would like to review.
  2. Once tasks are selected, roles will be available based on whether or not they are relevant to that particular task. Identify the roles you're looking to review.
  3. Select Apply Filters
This will update the rest of the screen. Before you review task completion, you may decide that this set of filters is a report you want to return to often. You can save this "preset" by clicking save preset. You can create, delete, and update presets, and the system will remember the last preset you used.

Ideas for presets:
- Final Papers: All final papers from all your speaker modules.
- Status Confirmations: RSVPs from all presenters for all submissions with assigned statuses.
- Presenters: Profile update, RSVP, Disclosure, and Speaker Agreement tasks (all the tasks for your presenters).
Make your presets serve your processes!

Reviewing Task Status

After clicking Apply Filters, the task counts and table will be updated below.

Task Counts

Total Tasks: The number of tasks found based on the task and role filters. Ex: If you select Draft Paper, it will show all the draft papers needed.
% Complete: The number of tasks that are complete.
Incomplete: The number of tasks that are not complete.
Incomplete & Overdue: The number of incomplete tasks that have a deadline that has passed.

Participants Grid

The participants grid loads all participants that relevant to the filtered tasks. It show for each task type (profile, draft paper, presentation, etc...) the status of the task(s) assigned to this person. 
Participant Status
You can filter this grid to participants based on their status. A participant is treated as overdue as long as they have one overdue task. Similarly, a participant with no overdue tasks but at least one incomplete task will be considered incomplete.
Emailing
Clicking the email button will save the filters (task, role, and participant status) for future use. So if you decide to send a recurring email to incomplete participants for the selected tasks, the system will check which people fit the tasks, roles, and participant status, every time the email goes out. Use this to distribute the speaker portal link, or send reminders.
Download
Clicking the download button will produce a report which looks just like the grid.

Individual Participant Details

Clicking a row on the participant grid opens a participant details modal.

In the header, you can see the user's name, affiliation, contact information, and roles within the conference. You will also see their conference registration status, and a link to their full contact profile. Underneath, you will see a complete list of their tasks. If the task is complete, some detailed information may also be included.

At the bottom of the modal, is a Send Reminder button. You can edit the template for this email by clicking on the gear beisde the download button on the participant grid:


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