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How do I create custom To Do items, tasks, or activities?

To Do items are tasks listed in the To Do section on the dashboard or home page. These To Do items can be customized by administrators and authorized users. The To Do activities are then added to Item Management Plans as custom activities and implemented during the work process.

For example, when an Evidence item of currency is received, a custom To Do activity of Currency Count can be created and added to the Item Management Plan for all currency. When the Currency Count step is reached in the workflow for currency, the assigned users will receive the custom Currency Count task in their To Do section on their dashboard or home page.

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The custom To Do items can be created in the Custom To Do Master screen in the Item Management subsection of the Admin section.

The following activities have already been configured are are available for use in Item Management Plans. Note: "assigned users" are users to whom the roles related to the specified activities are assigned. For example, if an activity is related to the role of Technician, all users assigned to the Technician security role will receive the alerts, To Do activities, etc., for that activity when the workflow reaches that step.

  • Auction Activity - A To Do activity will be created for the disposition type of Auction. (For example, when an Evidence item reaches the stage in the workflow where it needs to be disposed of via an auction, assigned users will receive an Auction To Do activity in the To Do section of their dashboards/home pages.)
  • Cash Management Activity - A disposition To Do activity of Cash Management will be created for assigned users.
  • Custom Activity - A customized To Do activity will be created for assigned users. (Please see the remaining sections below for more information about custom To Do activities.) The activity name, message, and associated role name will need to be entered or selected in the Item Management Plan.
  • Custom If/Else Activity - A customized To Do activity with if/else conditions based on the outcome of another specified activity will be created for assigned users.
  • Destroy Activity - A disposition To Do activity of Destruction will be created for assigned users.
  • Move to New Location Activity - A disposition To Do activity of New Location will be created for assigned users. When a user clicks on this link in the To Do section of their dashboard, an item transfer screen will open.
  • Request Approver Activity - An Approval To Do activity item will be created for users assigned to the security role related to this activity in the Item Management Plan. The alert message and associated role name will need to be selected for this activity in the Item Management Plan.
  • Request Witness Activity - When this activity is added before another activity in an Item Management Plan, it will require a user to record that they viewed (witnessed) the process. This activity is commonly used before a destruction or cash management activity. The alert message and associated role name will need to be selected for this activity in the Item Management Plan.
  • Return Item Activity - A disposition To Do activity of Final will be created for assigned users.
  • RFET (Request for Evidence Transfer) Activity - A disposition To Do activity of Request for Transfer will be created for assigned users. The requester (agency) name and requester party (agent) name will need to be selected for this activity in the Item Management Plan.
  • Send Alert Activity - An entry in the Alerts section of the dashboard will be created for users assigned to the defined user role (as defined in the Item Management Plan). The message and role name will need to be selected for this activity in the Item Management Plan.
  • Send Mail Activity - An email is sent to the assigned users based on one of the defined notification masters. The name of the notification will need to be selected for this activitiy in the Item Management Plan.
  • Terminate Activity - This activity ends the Item Management Plan workflow.
  • Wait Until Activity - The Item Management Plan workflow stalls at this point, waits until the selected date is reached, and then continues progressing.
  • Wait X Days Activity - The Item Management Plan workflow stalls at this point, waits the selected number of days, and then continues its progress.

Access the Custom To Do Master Screen

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To access the Custom To Do Master screen, expand the Admin section on the Quicklist and then the Item Management subsection, then click on the Custom To Do link.

Create a New Custom To Do Activity

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To create a new custom To Do activity, click the Add Custom To Do button on the Custom To Do Master screen. A section will appear at the bottom of the screen where new To Do activities can be added:

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Enter the custom To Do activity item and click OK. Click Clear to clear the item and start over. Click Cancel to close the Add Custom To Do section without saving changes.

After it is saved, the new custom To Do activity will appear in the list of Activities toward the top of the screen.

Delete a Custom To Do Activity

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To delete a custom To Do Activity, click on the Delete Activity icon associated with the To Do activity in the list. A confirmation dialog box will open:

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Click Yes on the dialog box to delete the To Do activity or No to cancel the deletion process and return to the Custom To Do Master screen.

Edit a Custom To Do Activity

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To edit a custom To Do Activity, click on the Edit Activity (pencil) icon associated with that To Do activity in the list. An Update Custom To Do section will appear toward the bottom of the screen:

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Make the changes to the custom To Do activity name and click OK to save the changes. Click Clear to clear the field and start over. Click Cancel to return to the Custom To Do Master screen without saving the changes.

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