Collection tasks

A collection task is one unit of work on a request: "search this system for this person's data". Requests are fulfilled by completing their tasks.

Where tasks come from

• Automatically: when a request is verified, the matching workflow template creates its tasks, each pointing at a data source and routed to that source's owner.
• Manually: anyone working the request can add a task from the detail page, for the one-off searches no template predicted.

Each task carries the request's deadline.

Working a task as a team member

Your tasks are in My tasks. Open one to see the request context, upload extracted files (up to 25 MB each), and mark it complete with a result summary. "No records held" is a perfectly good result. Say it explicitly rather than leaving the task hanging.

Working a task as a contact owner

Contact owners (see Data sources and owners) receive an email with a secure link to a standalone task page. They see the task, the reference, and the deadline, upload files, and complete with a note. They never see the requester's personal details and never need an account.

Nudges

Owners are reminded automatically when a task is due within 3 days, and again if it goes overdue. Contact owners get a fresh secure link with each reminder, so the newest email always works.

Watching progress

The request detail page shows every task and its status, so whoever owns the request can see at a glance what's blocking the response. Chase the stragglers early. The deadline belongs to the request, not the task.