Carry out one due occurrence, save evidence and completion notes, and review individual or bulk outcomes.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Open Recurring Tasks → Task Instances → Upcoming Instances. Use the standard scope or a definition's View Instances action when you need a particular obligation. Each instance has its own identifier, due date, assignment, state and outcome.
You need View dashboard to read recurring work and Manage settings to start, assign, complete, skip or reschedule an occurrence and for the bulk actions. Check your effective permissions as well as the assigned responsibility.
Identify the occurrence by both its definition and date. Weekly calibration record review — 14 September and the following week's review are separate records. Completing the first does not complete the second or stop future generation.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Read the definition name, occurrence name, standard, due date and status. For rescheduled work, inspect Originally as well as the current date.
State | Meaning |
|---|---|
Pending | Generated work that has not been recorded as started or completed. |
In Progress | Work is underway and the outcome remains outstanding. |
Overdue | The due occurrence is outstanding beyond its deadline. |
Completed | The occurrence has a saved completion result, actor and time. |
Skipped | The occurrence was deliberately not performed, with its reason recorded. |
Cancelled | The occurrence has been ended through its applicable originating workflow. |
Upcoming Instances collects outstanding work. Completed History focuses on completed outcomes. Use the calendar with the appropriate status and period when reviewing other outcomes, including skipped work.
Inspect dates alongside status, particularly around a newly passed deadline. An empty filtered list is not a completion record. Clear filters, or choose Load more when Showing N of M indicates further occurrences, when looking for a known occurrence.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Choose View Details. Confirm the due date, occurrence name, schedule, standard, assignee or responsible role, and current state. Read the definition's detailed instructions so that you understand what evidence and result are required.
For completed work, inspect the recorded completion actor, time and notes. For skipped or rescheduled work, inspect the reason, actor and changed date. Match evidence references to the actual occurrence rather than assuming that a file used for another month proves this one. A completed occurrence with evidence shows Evidence and the file name; select it to download the file.
If another person is already working on the task, coordinate before recording an outcome. When the record has changed since you opened it, reload and review the current state before applying a new action.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Perform the activity described by the definition and review the result.
Select Complete Task, or Mark Complete from the occurrence details.
Enter Completion Notes describing what was checked, the outcome and any follow-up.
Tick Attach evidence files when the result needs an evidence file, then drop one file on the drop zone or click to browse (any file type, up to 100 MB). While the box is ticked, Complete Task stays unavailable until a file is chosen; untick it to complete without one.
Choose Complete Task and wait for the saved outcome.
Open Completed History, reopen the occurrence and verify the completion notes, actor and time. Use its Evidence button to open the stored file.
For example: “Reviewed the calibration register for all 12 active instruments. Certificates were current for 11; created follow-up for instrument C-104. Attached the reviewed register.” State the actual result rather than using “Done” where the work needs an explanation.
Cancel leaves the occurrence uncompleted. If the upload or completion fails, the dialog reports it and keeps your notes and file; resolve the message and choose Complete Task again. The file becomes evidence only when the completion is saved.
Where the occurrence is bound to a process step, also inspect the linked process run after completion. The process can have additional prerequisites, actors or parallel work before it can advance. A notification is useful for hand-off; the saved occurrence and process state are the records to review.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Use Skip when the organisation has decided that this occurrence will not be performed. Confirm the activity and date, then enter a meaningful reason of up to 1,000 characters.
For example, “Instrument retired before this week's review; retirement record approved on 11 September” explains a decision. If the activity will still be performed on another date, use Reschedule instead.
Confirm once, then reopen the occurrence and check Skipped, its reason, actor and time. Cancel keeps the existing state. Skipping one occurrence leaves the recurring pattern in place and records a different outcome from completion.
If the obligation itself stops applying, review the definition separately and decide whether to deactivate future generation. Preserve the explanation and records for the occurrences already created.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Choose Reschedule, enter New Due Date and a reason of up to 1,000 characters. The date must be today or later. Confirm that the revised deadline is appropriate for the obligation before saving it.
For example, move a specific Monday review to Tuesday because the equipment is unavailable, while keeping future reviews on Mondays. Edit the definition only when the recurring pattern itself changes.
After saving, reopen the occurrence and compare the current due date, Originally, reason, actor and time. Review the calendar for its new position. The displayed reschedule details describe the latest date change; retain any additional decision evidence required by your organisation.
If another user has already changed the occurrence, reload its current state and decide whether a further change is still needed. Keep any approved deadline change attached to the correct occurrence.
Product location: /qms/recurring-tasks/instances. Select Upcoming Instances. Confirm the definition, date and current state before acting.
Select the intended rows and check the selection count before opening a bulk action. Select all selects eligible rows currently presented; review that selection after changing filters or pages. Choose a batch only when the same outcome and explanation apply to every selected occurrence.
Action | Shared information | Saved result to verify |
|---|---|---|
Complete All | Optional shared completion notes | Each successful occurrence is Completed with its actor, time and notes. |
Skip All | One required reason, up to 1,000 characters | Each successful occurrence is Skipped with that reason. |
Reschedule All | One date today or later and one required reason | Each successful occurrence has the new date and recorded reason. |
Use single-occurrence completion when evidence or results differ between tasks. For example, two inspections with different findings should each retain their own explanation.
While the request runs the dialog shows Updating N task(s)…. It then reports how many tasks were updated and lists each failed task with its reason. Failed tasks stay selected: resolve the reasons, then choose Retry N failed to resend only those; tasks already updated are not sent again. If the whole request fails, The request failed; no task was changed appears and your selection is kept.
After a batch, check the relevant list or calendar and reopen representative records, including every failed or unexpected result. Cancelling a confirmation before submission leaves the selected work unchanged.
Product location: /qms/tasks/{taskId} (fallback: /qms/recurring-tasks/calendar). Use an accessible recurring instance ID. Review its assignment, due date and state before acting.
A task link can open the recurring occurrence at its task-detail page. Use the instance ID, rather than the definition ID, when following or sharing a product link. Review the recurring activity, current assignee, due date and lifecycle before acting.
The page shows the occurrence's own status and, when a role holds it, Assigned to role: ROLE. Use Start Progress on a Pending or Overdue occurrence when beginning work, and check that it shows In progress. Use Assign (Reassign when someone already holds it) to record the responsible person and confirm the result after reopening. When the work is complete, choose Mark Complete and record the notes and any evidence file in Complete Task Instance. If someone changed the occurrence meanwhile, the page reloads it and reports This occurrence was changed elsewhere; the saved state has been reloaded.
Return to the occurrence list or calendar to check the same record. A skipped occurrence remains a skipped outcome; a completion needs its own saved completion record. For tasks originating in other workflows, follow that workflow's lifecycle and requirements.
