Task-Tracked Attributes
How tracked event attributes and roles become project-management tasks on an event, how values get reviewed, and how to change tracking for one event.
Some of an event's data is not just nice to have, it has to be collected before the event can run. Task tracking turns that requirement into work. When an attribute or role is tracked, an unfilled field becomes a task in project management, so the gap shows up in the same place as the rest of the team's work instead of being something someone has to remember to chase.
This is the same idea advancing already uses, where unanswered questions surface as tasks. Event attributes and roles apply it to the event's own profile.
Where Tracking Comes From
Tracking starts with the event type. When organization admins build a type, they choose which of its attributes and roles are Tracked, which also need Review, when each task is due, and who it is assigned to by default. Every event of that type starts with those defaults. Setting them up is covered in Tracking Defaults.
On a single event, the team can change any of this for that event only, without touching the type. That is covered under Changing Tracking for One Event below.
How a Tracked Item Becomes a Task
On an event, tracked attributes and roles appear as tasks in project management, grouped under the event's profile and source-tagged so it is clear they come from the event's profile rather than from an advance. Each task starts with the due date and assignee the type sets. Because they are ordinary tasks, you can still change their assignee, reviewer, and due date in the task panel just like any other task.
Filling and Completing
A person assigned a tracked attribute or role sees it in their own task list on the event dashboard. Selecting the task takes them straight to the matching field in the event profile, expanding its section so they can fill the value in place. There is no separate form to find.
Filling the field advances the task: entering a value for an attribute, or assigning a person to a role. Each field shows its status inline on the profile, moving from To do to Done as it is completed. Empty required fields are flagged until they are filled.
Reviewing a Value
When review is on for a tracked item, a filled value is not finished until a reviewer approves it. Instead of going straight to Done, the field moves to In review. A reviewer can approve an attribute's value directly from the event profile, and approves a role from the task list. Once approved, the field shows as Done.
Review is only available on items that are tracked, since the review approves the generated task.
Tracked attributes and roles reuse the project-management task system, so everything you already know about assignees, reviewers, due dates, and statuses applies here too.
Changing Tracking for One Event
Sometimes one event needs something the type does not ask for, or does not need something it does. Each attribute and role in the event profile has a menu for changing how it is tracked on that event only.
Open the field menu
Choose an override
The menu offers these options:
- Mark required or Mark optional changes whether the field is required on this event.
- Track task or Stop tracking task turns tracking on or off. Stopping tracking on an attribute also turns its review off.
- Require review or Don't require review changes whether a tracked attribute's value needs approval.
- Set due date... picks a specific due date for a tracked item's task on this event.
Once you have overridden something, the menu also offers Use type default, such as Use type default (tracking), to return that setting to whatever the type says.
When the Type Changes
If an event's type changes, or an admin removes an attribute, role, or section from a type or stops tracking it, the tasks for items that no longer apply are set aside rather than lost. If the event switches back to a type that includes them, or tracking is turned back on, the tasks return.