Step 7. Use of documents in tasks of training company solution

Use of task notes

Activity of training agency often requires different kinds of documents for most of the tasks, for instance, instructions that the training manager gives to trainers to expound tasks to them.VIP Task Manager allows to specify these instructions in the form of notes. Task notes are a special section of a task, and the trainers can easily read notes through Notes Panel. At the same time, the notes section can be applied to quick reporting (trainers can write short reports in it, so that the training manager will read the reports after execution of a certain task) and to saving of text information that concerns the tasks (e.g., e-mail correspondence, training course descriptions, customer address, etc.).

Use of task attachment
Effective group collaboration within training agency requires proper file organization and documentation sharing. Training agency has a big number of documents, training guides, training programmes, and training schedules. In order to combine tasks with all these materials and to strengthen employee collaboration, training agency needs a tool like Attachment Panel in VIP Task Manager . This tool allows to attach the documents in any file format directly to the tasks, so these documents can be easily opened in single mouse click. For instance, the group of the training analysts has prepared a training programme which should be verified by the programme manager. The training analysts can attach the file of the programme in MS Word format to corresponding task and set the task status to 'Complete'. The programme manager receives the task notification and opens this file, makes some changes in the programme if needed, applies changes and sets the task status to 'Verified'.

In this context the idea to export task list view from VIP Task Manager into MS Excel sheets will give extra advantages to the training agency staff members. For example, the training manger can export to-do lists contained in the task group 'Business Training' in order to use these data in activity tracking and analyzing. To export task list view from VIP Task Manager into Excel, there is option "Export View To Excel".VIP Task Manager exports the tasks with all active and shown columns, so if needed, the training manager can export a part of the task list (e.g., only outstanding tasks or tasks modified today) and also use Filter Bar to hide unnecessary tasks.

• Step 1.Software solution for training agency
• Step 2.Employee management tool for training agency
• Step 3.Managing training agency workflow
• Step 4. Task customization in training agency solution
• Step 5. Task planning in training agency solution
• Step 6. Sharing training agency tasks
• >> Step 7. Use of documents in tasks of training company solution
• Step 8. Tracking training agency tasks
• Step 9. Reporting training agency tasks
• Step 10. Managing training agency KPIs