Note: This feature requires the Material Request & Approval module licensed at your site.
Create an MRAP task to enable requesters and/or approvers to record a new area of product information not covered by existing tasks in your system. When you create an MRAP task, you define the following properties:
● Description: The informative description or title of the task.
● Time to Complete (Hours): The number of hours permitted to complete the task.
● Task Type: The task type determining what information is recorded in the performance of the task and how it is performed. (For details on each available task type, see MRAP Task Types.) The selected task type determines which additional settings/options are available for the task; see below.
Note: After a task is opened in an individual request for the first time, its task type cannot be changed.
● Instructions: Specific instructions on how to perform the task according to its intent. These instructions are displayed to any user performing the task.
● Responsible User Groups: When the task is an approver task in a request, all users in the selected user groups are automatically notified (by email) when the task is open to be performed and have exclusive permission to perform it. This is a default setting only; the task's responsible user groups (and users; see next) can be modified when the task is added to:
● An approver template (see Administration: MRAP Task Templates); or
● The approver task list of an individual request (see Assembling/Editing an Approver Task List).
● Responsible Users: When the task is an approver task in a request, all of the selected users are automatically notified (by email) when the task is open to be performed and have exclusive permission to perform it. This is a default setting only; the task's responsible users (and user groups; see previous) can be modified when the task is added to:
● An approver template (see Administration: MRAP Task Templates); or
● The approver task list of an individual request (see Assembling/Editing an Approver Task List).
● Additional Settings/Options: These settings and options determine the exact behavior of the task, affecting how it is performed and/or the effect of its performance. See the table below for details on each; note that many apply only to tasks of certain types:
| Setting/Option | Applies to Tasks of These Types | Effect of Setting/Option |
Task Configuration: Can Be Picked |
All task types |
● Selected: Task can be added to task templates and to task lists in individual requests. ● Cleared: Task is inactive; it cannot be added to task templates and to task lists in individual requests. |
Task Configuration: Show On Emails |
All task types |
● Selected: If automatic MRAP emails at your site are HTML-based (see MRAP module-specific settings in Site Settings), the final email for any request including this task—the email communicating the final approval or rejection of the request—includes a summary of the task's performance. ● Cleared: The final email for any request including this task—the email communicating the final approval or rejection of the request—does not include a summary of the task's performance. |
Task Configuration: Roll to SDS |
● Selected: Upon the final approval of a request including this task, the data entered in the task is automatically copied ("rolled") to any SDS(s) selected for the request in an SDS or SDS Abbreviated task. ● Cleared: The data entered in the task is not automatically copied ("rolled") to any SDS(s) selected for the request in an SDS or SDS Abbreviated task. |
|
Task Configuration: Use for Responsible Parties |
● Selected: Any locations selected in the task are assigned to its request. If any future task in this request has a responsible user group, the locations assigned to the request are compared to the locations assigned to that group’s users. (For details on assigning locations to users, see Changing Your User Information.) Then: ● If all of the request’s locations find a match in the users’ locations, the automatic email notifications are sent only to the users with matching locations when the task is open to be performed. ● If none or only some of the request’s locations find a match, the email notifications are sent to all users in the responsible user group, as usual. ● Cleared: Locations selected in the task have no effect on automatic email notifications. If any future task in this request has a responsible user group, notifications are sent to all users in the group. |
|
Task Configuration: Show on Requester Tasks |
● Selected: When the task is in a request's approver template, it is automatically added to the requester task list for the requester to perform. Then, when an approver performs the task, it shows the requester's entries, which the approver can modify as necessary. ● Cleared: When the task is in a request's approver template, this has no automatic effect on the requester task list |
|
Task Configuration: Allow Multiple Selections |
● Selected: The performer of the task can enter multiple sets of user-defined data or multiple hazard classification items (as appropriate to the task type). ● Cleared: The performer of the task can enter only one set of user-defined data or one hazard classification item (as appropriate to the task type). |
|
Task Configuration: Enforce Required Fields |
● Selected: The task can be completed only if each required field has an entry. (For details on setting a user-defined field as required, see Administration: User-Defined Records.) ● Cleared: The task can be completed regardless of whether any required field has an entry. |
|
Task Configuration: Require Data for Completion |
● Selected: The task can be completed only if its performer selects or creates one or more SDSs. ● Cleared: The task can be completed regardless of whether its performer selects or creates any SDSs. |
|
Task Configuration: Delay Submission |
● Selected: If an SDS without recorded ingredients is selected or created in the task, this SDS is not submitted to Sphera for ingredient indexing until the request is approved. ● Cleared: If an SDS without recorded ingredients is selected or created in the task, this SDS is submitted to Sphera for ingredient indexing immediately. |
|
Task Configuration: Non-Temporary |
● Selected: If an SDS without recorded ingredients is selected or created in the task, this SDS is not submitted to Sphera for ingredient indexing. ● Cleared: If an SDS without recorded ingredients is selected or created in the task, this SDS is submitted to Sphera for ingredient indexing according to the task's "Delay Submission" setting (see previous). |
|
User-Defined Records |
Select the user-defined records that can be filled in by performers of this task. You can select Material Request user-defined records only. ● To select a user-defined record: Select it in the list on the left and click the add (>>) button. ● To remove a user-defined record: Select it in the list on the right and click the remove (<<) button. |
|
Hazard Classification Category |
Click Select Hazard Classification Category (or the name of the currently selected category, if applicable) to select the hazard classification category from which the performer of this task can select classification items. |
|
Hazardous Lists |
Select the default set of hazardous lists to be reviewed by performers of the task. ● To select a hazardous list: Select it in the list on the left and click the add (>>) button. ● To remove a hazardous list: Select it in the list on the right and click the remove (<<) button. |
|
Use Restrictions |
Select the default set of use restrictions to be reviewed by performers of the task. ● To select a use restriction: Select it in the list on the left and click the add (>>) button. ● To remove a use restriction: Select it in the list on the right and click the remove (<<) button. |
MRAP tasks created at Corporate become available for requests at all local sites using Corporate MRAP values (see Site Settings). Tasks created at a local site become available for requests at that site only.
To create an MRAP task:
Starting at the administrative Tasks page (How do I get there?), do the following:
1. Click Click Here in the lower left.
Fields appear for entering the new task's properties.
2. First select the new task's Task Type, as this determines which other properties you need to enter.
The page shows property fields and settings appropriate to the selected task type.
3. Enter the task's remaining properties. See above for details on each.
4. When all desired properties are entered, click Save in the lower right.
The new MRAP task is saved. You are returned to the administrative Tasks page, which now shows the new task. If the new task shows a Y in the Pick column, this task can now be added to:
● MRAP task templates (see Administration: MRAP Task Templates);
● Approver task lists of individual requests (see Assembling/Editing an Approver Task List).
