TaskMap: Processes Made Easy

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Support >> Help Text >> Creating a TaskMap >> Adding Tasks to the Page

Adding Tasks to the Page

Using the Stencil

Generally, it is most effective to begin a TaskMap by adding key tasks to the drawing page. To add a Task, select the task shape from the TaskMap stencil and drag it to the drawing page. Note: If the TaskMap stencil is not displayed in the Visio workspace, refer to If The Stencil is Missing for assistance.

A newly placed Task shape will look like this:

Newly Placed Task

The first Task that you add to a drawing page will cause the Task ID Suggestion dialog box to appear. In the dialog box, the system will suggest both a Task ID character(s) and Task Number for the new Task. The suggested Task ID character(s) will be based on the drawing page name (see Naming TaskMap Drawing Pages). The suggested Task Number will be 01 for the first Task on the page. You can change either the character(s) or number or both, or you can accept the system's recommendations.

The Task ID Suggestion dialog box is shown below.

Task ID Suggestion Dialog

As you add additional tasks to a drawing page, TaskMap will number them automatically based on the ID and Number of the first task on the page. Refer to Task ID for additional information.

Copying Tasks

In addition to dragging new Tasks from the stencil, you can also copy existing Tasks from the current page, a different page, or even a different drawing. You can copy one or multiple tasks at the same time by using any of the usual Windows copy techniques, e.g., Cut/Paste from the Edit menu, or Ctrl+C/Ctrl+V on the keyboard.

If you copy a single task shape to the same or another page, TaskMap behaves exactly as if you had dragged a new task shape from the stencil.

If you copy two or more task shapes and paste them onto the same or another page, TaskMap presents a dialog that allows you to choose whether to preserve the sequence numbers from the original tasks or have TaskMap assign new numbers. You make your choice by clicking the appropriate radio button on the lower portion of the Copied Task ID Suggestion dialog shown below.

Copied Task ID Suggestion

Note that in the upper portion of the Copied Task ID Suggestion dialog, you may accept or change the suggested Task ID Letter(s) for the copied tasks.

All data fields associated with a Task, e.g., Resources, Guidelines, Roles and hyperlinks, will be preserved in the copied Tasks. (See the Task Shape for more details about Task data fields.)

Task Data

As you are adding Tasks to a drawing page, it is often convenient to set the Task Description so you can tell which tasks are which. However, you may want to delay adding additional data for each task until you have the basic TaskMap built.

One reason it's helpful to wait is that your concept of how the process looks may change markedly as you build the TaskMap. There is little value in adding a lot of optional data to a task that you ultimately decide doesn't belong on the page. Similarly, you may decide that what initially appeared to be a single task is really two separate tasks. If you've filled out all of the data for the single task, you'll have to redo the work after splitting the task functions in two. See Adding Task Data.

Hint: To facilitate the capture of process-related knowledge, it is often easiest if you capture the basics -- Task Description and Responsible Role -- first. Then, you can return at a later time to complete the remaining details if they are necessary and valuable to the project.