Overview

The Workflow Scheduling system in Odyssey enables printshops to efficiently track, manage, and complete tasks. This guide provides an in-depth look at the scheduling features, including task organization, search functions, and task assignment.

Accessing Workflow Scheduling

Printshop Employee View

• Navigate to the ‘Printshop workflow’ menu.
• Under the ‘Staff and workload’ section, select ‘Workflow schedule’.

Production Staff View

• Tasks can be accessed via selecting the ‘Individual tasks’ tab.
• This view includes:
  • Tasks assigned to the logged-in user.
  • Unassigned tasks available for claiming.

Workflow Schedule Screen Overview

The ‘Workflow schedule’ screen is divided into multiple sections for efficient scheduling and management.

Column Layout

• Backlog: Displays jobs that are In Progress. 
  • Tasks are automatically sorted with overdue items listed first.
• Today: Includes all tasks scheduled for the current day, along with any overdue tasks.
• Done: Displays completed tasks for the current day. This list resets daily.

Additional Task Tabs

• Work in Progress:
  • Displays a table summarizing:
    • Total tasks per job.
    • Completion percentage.
    • Due dates.
  • Select the ‘eye’ icon to view the processes for each job
• Unassigned:
  • Lists tasks without an assigned staff member.
  • Users can self-assign or assign tasks to others.
    • Select the 3 dot menu
    • Select ‘Assign task’
    • Select or search for an employee
    • Select the green plus next to their name
    • The task will now be assigned to the selected employee
  • Users may also mark a task as complete
    • Select the 3 dot menu
    • Select ‘Mark as done’
    • The job is removed from the ‘Unassigned’ tab

Above: Individual tasks tab

Above: Work in progress tab

Above: Unassigned tab

Search Functionality

• Within each tab, there is a search bar
• Users can locate specific jobs or tasks based on keywords.

Task Sorting Options

• Tasks in the ‘Backlog’ and ‘Today’ columns can be sorted by:
  • Due Date (oldest first for overdue tasks).
  • Job Number (ascending or descending).
  • Task (Process) Name (alphabetical order).
• Select the blue arrow down icon to sort the tasks

Managing Individual Tasks

Each task contains key features for organization and efficiency.

Viewing and Expanding Jobs

• Jobs include a collapsible task list.
• Select the gray ‘down’ arrow within a job to expand its task list.

Task Status and Prioritization

• Completed tasks appear grayed out and marked as complete with a gray checkmark.

• Overdue tasks are automatically prioritized at the top of the list in sorting.

• Task completion follows workflow order—tasks must be completed in sequence as displayed.

Drag-and-Drop Functionality

• Individual tasks can be dragged between columns.
  • Select the 3 bar menu to the right of each task
  • The mouse cursor will change to a hand icon
  • Drag and drop the task to the ‘Today’ or ‘Done’ column as desired.

Above: Dragging and dropping jobs from the ‘Backlog’ to ‘Today’ column

• An entire job can be moved from Backlog to Today if necessary.
  • Select the 3 bar menu to the right of each job number
  • The mouse cursor will change to a hand icon
  • Drag and drop the job to the ‘Today’ or ‘Done’ column as desired.

Task Assignment & Reassignment

Task assignments can be easily managed to ensure workflow efficiency.

Viewing Task Assignments

• Hover over the employee photo of a task to see its assigned employee.

Reassigning Tasks

• Click on the assigned employee's photo to select a new assignee.
• Click an employee from the employee list in order to reassign a task.

Above: List of employees upon selecting an employee's photo next to a task

Auto-Assignment of Completed Tasks

• If an unassigned task is moved to the Done column, it is automatically assigned to the staff member who moved the task.

Work in Progress Tab

The ‘Work in progress’ tab provides a high-level overview of jobs in production.

Key Features

• Search functionality to quickly locate jobs.
• Progress tracking, displaying:
  • Required tasks for each job.
    • Select the ‘eye’ icon to view the tasks within each job.
  • The overall job completion percentage.
  • Job due date

Unassigned Tasks Tab

This tab helps ensure that all tasks have assigned employees.

Key Features

• Search functionality for quick filtering.
• Direct links to:
  • Open up the tasks associated with the job
  • The associated product for each job.
• 3-dot menu options allow users to:
  • Assign the task to a staff member.
    • Select the 3 dot menu
    • Select ‘Assign task’
    • Select or search for an employee
    • Select the green plus next to their name
    • The task will now be assigned to the selected employee
  • Mark the task as done.
    • Select the 3 dot menu
    • Select ‘Mark as done’
    • The job is removed from the ‘Unassigned’ tab