Create an Ad-hoc Task

Sometimes there is a need to send out ad-hoc tasks to BMS users for them to complete. Tasks that can be assigned to users are of the below types:

  • Approval Task: Approval Tasks require the assigned users to approve the related items, then provide a comment and an affirmative or negative response. Once a response has been received, the task is considered complete.
  • Confirmation Task: Confirmation tasks can be used to ask questions of assigned users. A user must answer affirmative or negative to the question posed, and once the user has done so, the task is complete.
  • Feedback Task: Feedback tasks require a text input from the assigned users before they can be submitted. Once submitted, the tasks are considered complete.
  • Information Task: Creating information tasks provides messages to the assigned users, which they can acknowledge. Acknowledged tasks are considered complete. No other action can be taken on an information task.
  • Review Task: Review Tasks require the assigned users to examine the related items, then provide a comment and an affirmative or negative response. Once a response has been received, the task is considered complete. 

To create a new ad-hoc task for an item:

1. In Modeler, access the properties of the item to which you want to link the task

2. Click the General tab (1) and then the Tasks sub-tab

3. Click the ‘Add New Tasks’ button to the right of the tasks sub-tab and select the task type you wish to create. 

4. Complete the details for the task as appropriate and click OK

Notes:

  • Only one assignee is allowed per task
  • For Release: You can create the task against libraries that are in particular published release states (Draft, Proposed, or Final) or all three published release state
  • Required publishing before available: If checked, the task will only become active following the next publication of the library (of the nominated release state). Leaving the box unchecked makes the task appear in the selected published library immediately.
  • Start, Due and Reminder Dates: The dates the task becomes active, is due, and if required when a reminder email will be sent (if the task has not been completed) 
  • Description of work: The description of the work you require the assignee to perform
  • Enable escalation, Escalate (period), and Escalate to:  If required, you can choose to have the BMS escalate the task to an appointed person if the task has not been actioned within the chosen timeframe
  • An item can have more than one task at any one time. Tasks only appear on the item’s task sub-tab until they have been completed. At that point they are automatically removed and can be accessed in Modelpedia under the ‘My Completed’ tab of your Task List

Managing your own Favourites List

You can add items to your own favourites list. This list is available to you from device to device – be it desktop, iPad or iPhone.

To add an item to your favourites list:

  • Click the favourite icon located on the item’s context menu

Result: The favourite icon for that item displays as black  and the item is added to your favourites for that library

To review all of the items that you have added to your favourites:

  • Click the hamburger menu at the top right of the published model to expand it

Result: Any items you have added to your favourites appear in an alphabetical list grouped under the ‘Favorites’ heading.

Subscribe (AKA 'watch') items to be notified of changes

Users can subscribe to items in the library to be informed when:

  • The item has been amended
  • Someone has commented on the item

1.      Click the icon located on the item’s context menu

Result: The watch icon for that item displays as black  and the item is added to the Watch List for that library

To review all of the items that are being watched

1.      Click the hamburger menu at the top right of the published model to expand the MDR model’s activity statistics, your favourites, and other items

2.      Click the Watch List

Result: The Watch List displays.

Note: Items can be de-watched from this list or from the item’s context menu



Accessing an item's task list

A user can access the tasks just for a particular item (as opposed to the tasks for an entire library):

1.      Click the icon located on the item’s context menu

Result: The item’s task list opens

Note:  Depending on your level of authority and the open tasks on that item, the user can see:

  • All tasks for an item over time (the user must be a Task Administrator to see the full list of current and historical tasks)
  • All current tasks on the item including their own task
  • If there are no open tasks on the item and they are not a Task Administrator, the individual item’s task list will be blan

Accessing your Task List

The Task List shows the user the tasks which are assigned to them in the current published website state. In addition, the user can examine their completed tasks, everyone’s uncompleted tasks and everyone’s completed tasks for the current published library state.

To access your task list:

1.      Click the hamburger menu at the top right of the published model to expand the MDR model’s activity statistics, your favourites, and other items

2.      Click the Task List to open the list of tasks for that library:

Result: The task list opens

Note: Tasks are grouped into four tabs:

1.      My Tasks (all uncompleted tasks assigned to you)

2.      My Completed (all tasks completed by you)

3.      All Uncompleted (all uncompleted tasks for the library - requires administrator permission)

4.      All Completed (all completed tasks for the library - requires administrator permission)

 

 

Accessing your notifications

Modelpedia published websites direct users to any relevant information they should be made aware of, be it changes to their content or tasks to keep the content current. Modelpedia does this by:

·         Sending an email to the users (once per day where required); and

·         Directing uses to access their notifications and tasks in Modelpedia

The Notifications menu displays the notifications applicable to the current user in the current published website. Clicking on a notification takes the user to the appropriate area; a task notification opens the task in question, while a watched item notification displays the item about which the notification was raised. The badge on the menu displays the number of unread notifications. Notifications are considered read when the Notification menu is opened.

Each published website state has its own set of notifications. Notifications for Draft published websites usually don’t cross over with notifications for Proposed and Final websites. Therefore, users logging into different versions of the published website may experience an array of different notifications

To access your notifications:

1.      Click the Notifications button located on the top left of the published website

Result: The Notifications list opens

Note: You may not see the red bell symbol if you do not have any new notifications - if you do have notifications, once you open the notification list, the red bell disappears.

Note: All notifications stay in the notifications tray. They are ordered with the most recent notifications at the top of the list. Unopened/unread notifications are highlighted in grey.

Search

The Modelpedia search function allows users to search the library for specific items. Searches can be made using key words, but can also be filtered to include only specific Item Types.

To perform a search in Modelpedia,

1.      Click on the Search button on the top right corner of Modelpedia.

Result: A search bar will appear.

search.png

2.      Type in the keywords you wish to search for and then press Enter or the Search Button.

Result: A list of items containing the key words will appear.

Note: You may use search operators “ ” to narrow down your search.

You can streamline your search results by filtering the types of items being searched. To filter a search by type:

1.      Click the Settings button in the search bar

Result: The search bar will display Search Criteria Settings

2.      Click the  button to the left of each Item Type Group to show individual Item Types in each Item Type Group

3.      Click the check box to disable or enable searching each Item Type or Item Type Group.

Note: As a guide, the filled check box signifies that the Item Type will be searched, while the empty check box means that the Item Type will not be searched.

Note: You can click the Revert button to restore the settings to the last saved settings.

4.      Once done, click on the Back button to go back to the search results.

5.      Click the Search Button or perform a new search.

Result: The search results displays only items meeting your keywords and search criteria settings.

Working with Prerequisite Libraries

Library layering using prerequisite libraries allows general purpose or baseline items to be shared across multiple project or extension libraries. 

Each prerequisite library forms a layer in a virtual library composed of all prerequisite layers and the working layer. The library that you open becomes your working layer, and its prerequisite libraries correspond to the prerequisite layers.

Here are the simple steps to add a prerequisite library (with all of its content) to an existing library

1. Check out and open your library

2. Open the Libraries Properties editor

3. Click the second tab 'Prerequisites'

 

4. Click the '+' to add a new perquisite

5. Choose the library you wish to be the prerequisite by selecting the ellipsis [...] to the right of the library name

6. Find the library you want and click OK to confirm your selection

7. Click OK to save the updated library properties

Note that the updated prerequisite libraries content will not be loaded to your library until you close and reopen your library. 

Copy to/remove from working layer (and edit items in teamwork)

To copy a prerequisite item to, or to remove a prerequisite item from the working layer:

  1. Right click the item and select Properties 
  2. Select the General Tab
  3. Click 'Make Editable (Lock)'

Make Editable (Lock)

  • Clicking on the 'Make Editable (Lock) button copies the item to the working layer, locks the item to the user for teamwork  and overrides any prerequisite layer item with the same type and name
  • If the item is already in your working layer (and also exists in the prerequisite layer), and you want to remove it, click the Cancel Editing (Unlock) button

Removing an item from the working layer takes effect once the library is saved, closed and reopened.

Removing an item from the working layer deletes it from the currently open library - the item will not be deleted from any prerequisite library. Next time you open the library, the prerequisite-layer-item with the same type and name becomes visible again.