Linking Tasks to Workflow in In Vivo

In Vivo streamlines task management by connecting tasks directly to the workflow data capture tool. This enhances task execution, tracking, and progress management, improving efficiency and collaboration for in vivo studies. 

To avail of this functionality you must have Task management with calendar view enabled as well as the new feature to link your tasks to workflow. This cannot be used with the legacy system using Task templates. Please contact support@benchling.com to request this to be enabled on your tenant.

Tasks can still be executed manually without using a linked task.

Creating Linked Tasks

1. Access Study Settings:

   • Go to study settings during or after study creation.
   • Select Add Task.

2. Define Task Type:

   • Choose from five options: Measurement, Sample, Observation, Dosing, or Other.
   • Use Other if no specific type matches the task's needs.

3. Set Execution:

   • After selecting the task type, a new Execution step appears.
   • Configure the workflow setup (e.g., task sequence, specific observations).
   • This setup is applied to all instances of the task but can be adjusted at execution.

Executing Tasks in Workflow

Access Tasks:

• • Navigate to tasks via the study schedule or calendar.
  • Use the Search Bar or Date Picker to locate tasks.

Execute Tasks:

• • • Select tasks for a single day from the schedule.
    • No more than one of each task type (samples, measurements, observations or dosing) can be selected on that day. E.g Two separate measurement tasks cannot be selected, these must be combined into a single task to execute this way.  
      • The user can select one task and then subsequently add the additional measurement manually using the workflow setup.
    • Click Execute Task
    • Execute Task can also be clicked for a single task at the bottom of the task details from the calendar or schedule. 
    • Tasks are executed on their designated date not today.

Confirmation execution order:

• • Verify task sequence (e.g., body weight before necropsy)
  • Set the next step after completing these tasks using the dropdown for After save 
    • Focus search bar is used with locating animals using a scannable ID system
    • Move to next animal is used when using human readable IDs
  • Click Continue to open the pre-defined workflow setup
  • Specify the Search by and Display ID fields using the relevant dropdowns (e.g., tag, tail, ear).
  • Click Continue to launch the workflow at the defined first step.
  • Workflow will only show animals assigned to the selected tasks.

Exit Filtered Workflow:

• • • Use the Exit Task Execution button to include all animals. This is not reversible.
    • Exiting a task will retain the workflow setup as it was set from the previously applied task. 
    • Reapply animal filter by returning to the schedule and selecting the tasks that you wish to execute once again.

Tracking and Updating Tasks

1. Progress Indicators:

   • Mark tasks as In Progress or Done.
   • Completed tasks are shown with a tick in the calendar and schedule views.
   • Filter tasks by status (e.g., To-Do, In Progress, Done).

2. Show all study tasks:

   • The Schedule will show tasks from today by default, to show all task use the Clear button in the date picker. 
   • You will see an indication at the top right corner of the page of the number of Overdue tasks, click on this to display these tasks.
   • 

3. Updating Tasks:

   • Edit execution details, assignees, or schedule frequency from the study settings.
   • Changes only apply to tasks not marked as Done.
   • Task type and target cannot be updated after creation. 

Points to note

• Restricted Editing: Task type, schedule type, and target animals cannot be changed after creation.
• Manual Updates: Users must manually update task progress.
• Single-Day Execution: Tasks must be executed on their designated date, grouped by the same day.

Frequently Asked Questions (FAQs)

• Can I edit task settings after creation?

  • Yes, except for task type and target animals. Updates apply only to incomplete tasks.

• How are overdue tasks displayed?

  • Overdue tasks are clearly marked as such. 

  • Since the schedule show todays tasks at the top of the page, you will see an indication at the top right corner of the page of the number of overdue tasks, click on this to display these tasks before today. Otherwise clear the date using the date picker to display all tasks for this study. 

• Can I view completed tasks in the calendar?

  • Yes, or you can filter the workflow to focus on in-progress or to-do tasks.

• What happens if no workflow is set for a task?

  • Tasks can still be executed manually without a linked task.