Tasking Events in MAVEN

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Tasking is a way to communicate with a MAVEN user (or users) about a specific disease case. Unlike "Sharing", Tasks allows you to include a note or instruction, which tells the recipient what you would like them to do with the case. Click  here  for a document with more details on how to Share in MAVEN. In addition, a notification e-mail will be sent to the recipient any time a case is tasked to them, and you will receive an e-mail notification any time the recipient updates the task.

Access the event you wish to task to another MAVEN user. Once in the event, scroll to the bottom of the page and click on the tab labeled Task.

After you click on the Tasks tab, you will see a table titled Tasks. It may or may not be empty, depending on whether the case had been tasked to someone previously. To add a task, click the "Add Task" button

You will be brought to a new window, where you will enter the task information. You start by selecting anything in the dropdown menu for "Type" based on the type of task you’re assigning, but typically we recommend using the Assignment type.

For Status, Priority, Assigned Date, Due Date, Due Time, Start Date, and Complete Date fields you can keep the default options.

Next, complete the Description and Notes sections, based on what you would like the recipient(s) to do with the case. Please be aware that whatever you put in the Description will appear in the notification e-mail the recipient receives, so do not include personally identifiable information here.

Next, assign to a user. In this dropdown menu, you will find every user in MAVEN. When you click on the Assign a user dropdown and hover your cursor over a name, you can begin typing the name of the recipient you wish to assign it to, and it will find them in the dropdown list.

If you would like, you can assign it to multiple users at once by assigning a case to a user group. For most practical purposes, you can assign a case to an entire town’s user group by clicking on the dropdown menu and scrolling down to the list of the cities and towns in Massachusetts. All dropdown lists are in alphabetical order, and all cities/towns are preceded with “LBOH –.” If you would like to assign a case to Brookline, find “LBOH – Brookline” in the dropdown menu.

*Please do not select any other user groups except the town user groups when assigning Tasks.*

*Also, make sure the recipient of the Task has access to the official city or town of the event. Only the recipients with access to the official city or town can access it.

Once you have selected the user(s) you would like to assign the task to, click Save in the bottom left hand corner.

After clicking Save, you will be brought back to the Task tab and will see your new task populating the table.

Once the task is assigned (after you click Save), the system will send out an e-mail to the recipient letting them know that you sent them a task. A call should also be made to the recipient letting them know you assigned them a task.

The task will also begin populating your “Open Tasks Created by Me” workflow, which will allow you to keep track of tasks you’ve assigned out. Similarly, there is a workflow for “My Open Tasks” where you will see cases assigned to you. “My Open Tasks” is also where the task will appear for the recipient.

If you are on the receiving end of a task and wish to complete it (to remove it from your workflow) you only need to do one thing. Go into the task (either by going to your task workflow and clicking on it, or by going into the case you were tasked and going to the task tab) and click the Update Task button.

You will be brought back to the Task Information page. Click on the Status dropdown, select Completed and click Save. This will remove the case from your workflow, and will send out a notification e-mail to the person who assigned the case notifying them that it is complete.