Creating Tasks

Overview

Tasks enable you to assign and track imaging review work across your clinical trial. You can create tasks individually for specific data or in bulk for multiple containers. Each task references a protocol that defines the form and viewer configuration for data collection.

Tasks can be created at three container levels:

• Session - Review all imaging data from a study visit
• Acquisition - Review a specific imaging series
• File - Review an individual image or file

Creating a Single Task

You can create individual tasks directly from any container (session, acquisition, or file) in the Flywheel hierarchy.

From a Container

To create a task directly from a container:

1. Navigate to the session, acquisition, or file you want to review
2. Right-click the container row or click the ellipsis menu
3. Select Create Reader Task from the context menu

1. The Create Task dialog opens with the project and container pre-selected

Configuring the Task

The Create Reader Task dialog is organized into sections:

Read Protocol and Container

1. Read Protocol (required) - Select the protocol that defines the form and viewer configuration
   • Protocols are filtered by the selected project
   • Each protocol shows its version number
   • Only active protocols are available for selection

Task Detail

1. Task Description (optional) - Additional instructions or context
   • Provide any special instructions for the reviewer
   • Maximum 250 characters
2. Due Date (optional) - Target completion date
   • Use the calendar picker to select a deadline
3. Priority (optional) - Task importance level
   • Blocker
   • High
   • Medium (default)
   • Low
4. Task Tags (optional) - Organizational tags for filtering and grouping
   • Start typing to see existing tags
   • Select from the dropdown list
   • Create new tags by typing a name that does not match existing tags
   • Multiple tags can be added to a single task

Assign Task

1. Assignee (required) - Who will complete the task
   • Select an individual user by name
   • Or select a staffing pool
   • Pool members can claim tasks assigned to their pool

After configuring all required fields, click Create to create the task. The Create button is disabled until all required fields are complete.

Creating Multiple Tasks (Bulk Creation)

Bulk task creation allows you to create multiple tasks at once for a set of containers. This is useful when you need to create reading tasks for many subjects or imaging sessions.

Starting Bulk Creation

To create tasks in bulk:

1. Click Tasks in the left navigation

1. Click + Create button (top right)

1. The Create Reader Task dialog opens for bulk task creation

Configuring Bulk Task Creation

The Create Reader Task dialog for bulk creation is organized into sections that mirror single task creation but with additional container selection capabilities.

Task Linking Section

This section determines what containers will have tasks created for them:

1. Project (required) - Select the project containing the containers
   • All subsequent options depend on project selection
2. Read Protocol (required) - Select the protocol that defines the form and viewer configuration
   • Protocols are filtered by the selected project
   • All created tasks will use the same protocol
3. Container Type (required) - Choose the level at which to create tasks:
   • Acquisition - One task per acquisition (most common for imaging reviews)
   • Session - One task per session
   • File - One task per file
4. Container Filters (optional) - Use filters to select which containers to include:
   • Click the Container Filters dropdown to expand filtering options
   • Include - Select one or more Data Tags to include only containers with those tags
   • Exclude - Select one or more Data Tags to exclude containers with those tags
   • See Tag Management for more information about Data Tags

1. Container Count - The dialog displays how many containers match your filters
   • Example: "7 of acquisition(-s) Found"
   • This shows how many tasks will be created

Task Detail Section

Configure settings that will be applied to all created tasks:

1. Task Description (optional) - Additional instructions or context
   • This description will be added to all created tasks
   • Provide any special instructions for reviewers
   • Maximum 250 characters
2. Due Date (optional) - Target completion date for all tasks
   • Use the calendar picker to select a deadline
   • All tasks will share the same due date
3. Priority (optional) - Task importance level for all tasks
   • Blocker
   • High
   • Medium (default)
   • Low
4. Task Tags (optional) - Organizational tags applied to all tasks
   • Start typing to see existing tags
   • Select from the dropdown list
   • Create new tags by typing a name that does not match existing tags
   • Tags help with filtering and organizing large batches of tasks

Assign Task Section

1. Assignee (required) - Who will complete the tasks
   • Individual User: All tasks assigned to one person
   • Staffing Pool (recommended for bulk tasks): Tasks distributed across pool members
     • Pool members can claim tasks from the shared queue
     • Enables load balancing across multiple readers
     • Better for large batches of tasks

Creating the Tasks

After configuring all sections:

1. Review the container count displayed in the Task Linking section
   • Verify this matches your expectations
   • Example: "7 of acquisition(-s) Found" means 7 tasks will be created
2. Ensure all required fields are complete:
   • Project
   • Read Protocol
   • Container Type
   • Assignee
3. Click Create to create all tasks

The system creates tasks asynchronously. Large batches may take several minutes to complete. You can continue working while tasks are being created.

Task Configuration Options

Protocol Selection

The protocol determines:

• Form fields and validation rules
• Viewer configuration (measurement tools, label colors, display settings)
• Whether electronic signature (e-signature) is required
• Data collection requirements

Always select the protocol version that matches your study requirements. Task-protocol associations are immutable after creation, ensuring consistency.

Assignee Options

Individual User Assignment:

• Task appears in the user's task list
• Only that user can complete the task
• Use for specific expertise or responsibility

Staffing Pool Assignment:

• Task appears in all pool members' task lists
• Any pool member can claim and complete the task
• Use for load balancing across multiple readers

Priority Levels

Priority helps organize and prioritize work:

• Blocker - Critical tasks blocking progress
• High - Urgent tasks requiring immediate attention
• Medium - Standard priority for routine work
• Low - Tasks that can be completed when time allows

Priority does not affect permissions or functionality, only task list sorting and filtering.

Due Dates

Due dates help track progress and deadlines:

• Tasks show days remaining until due date
• Overdue tasks are highlighted in red
• Due date filters help identify urgent work
• No automatic notifications or escalations occur at due date

What Happens Next

After you create a task:

1. Task Status - The task status is set to "To-Do"
2. Assignee Notification - The assigned user or pool members see the task in their task list
3. Task Appears in Lists - The task is visible in:
   • The assigner's task view
   • The assignee's task list
4. Assignee Can Begin Work - The assigned user can open the task in the V3 Viewer and begin the review

Tasks remain in "To-Do" state until the assignee opens them in the viewer and saves a draft. Once in "In Progress" state, they can continue to be edited and saved as drafts until completed.

Related Topics

• Staffing Pools
• Task Lifecycle
• Protocols Overview