Creating and Administering a Track
What is a Track?
The concept of Tracks is based on a Kanban board, allowing you to visualise your work items on a number of columns. As work flows from left to right, each column represents the status of the work, for example ‘To-do’, ‘Doing’, ‘Pending response’ ‘Resolved’. You see a shared team view of all the work that is in the system which encourages prioritisation and collaborative working. A track could be used to manage correspondence, referrals, customer service and much more.
What is a Track Item?
An Item is a piece of work represented on the Track, it progresses through the columns until it has been completed. An Item can be given a category, assigned to a member of the team and have Documents and Connected Initiatives attached to it.
Other users can see a Track and its items if they’re a part of the team, as with all ISMS.online Initiatives. You can check who has access to the Track by clicking Team in the top right hand corner of the screen.
Navigating to Tracks
Find Tracks in the Work menu on your main navigation bar.
Creating a new Track
In the Tracks area of ISMS.online, click ‘Create new Track’.
Give your Track an appropriate name and purpose and goals then click ‘Create Track’.
Navigation to Settings
Click Settings in the top right hand corner of your Track, here you can change the name and description of the Track and customise the statuses and categories.
Name and Purpose and Goals
You can change the name and the purpose and goals of your Track at any time, remember to click Save Settings after making amendments.
Statuses form the basis of the Track and help you to track Items as they progress towards completion. They also help you identify any build-ups in the system, so you can ensure work flows freely.
There is a column on the Track for each status. There are two mandatory statuses; ‘To-do’, which is always at the start and ‘Resolved’, which is always at the end. Add, edit or delete statuses in between to meet your needs.
You can have as many statues as you need and the screen will expand to fill your monitor ensuring you can visualise your work across the whole system.
When resolving a track item you are asked to define the outcome of that work, by default the track is configured with four outcomes; Complete, Incomplete; Duplicate and Declined. These can be customised as you need via the settings area of the track. Customising outcomes works in the same way as Status and Category customisation.
Deleting & Archiving
Deletion – Admins of a Track can choose to delete it, doing so will remove the track, all track items and all discussions, documents, notes, tasks and anything else the track contained so this should only be used when you are certain that deleting information is required.
Archiving – We also offer the ability to Archive the Track, this will remove it from your list of active tracks but it can still be accessed via the “Archived” button on the Track listing page, contents of the Track will still be searchable from the main search bar.