How to create and edit multiple monitoring tasks at once

If you want to track your progress through your monitoring season, then you'll probably want to use recurring monitoring tasks. You can create these one by one from within each record, or you can use Data Viewer to speed up the operation and create tasks for a bunch of records at once.

Adding tasks to multiple records at once

From Data Viewer, create a view of the records you want to add the tasks to. This will likely be 'All Stewardship Sites', since stewardship sites are used to indicate those records for which you have some stewardship obligation, and often this involves annual monitoring.

Select the records you want to add the forms to, or select all by clicking the top left box (1). Then, select 'Add tasks'. Note that 'Add tasks' will not appear until you have made at least one record selection.

Enter the task name and type (likely 'Annual Monitoring'). Then enter when the start by date and complete by (due on) dates are. If this is annual monitoring, then you want the start by date to be the first of the year and the complete by date to be the last day of the year. If you want to assign these tasks to a user, you can do so by selecting them in 'Assigned to'. Change the option under 'Repeat' to 'Years', and make it repeat every year.

Note that any of these fields can be customized according to your own workflow. For example, if you want to monitor every two years instead of one, set the repeat interval to '2'.

Click 'OK' when you're done.

To check that the tasks were added, navigate to an affected record and open the Tasks tab:

Adding a Work Requirement to multiple Tasks at once

You may also want to add or change a Work Requirement for these tasks all at once; for example, if you want Landscape to double check that a Report with a type of 'Annual Monitoring' has been generated before the Task can be marked as 'Completed.'

Back in Data Viewer, start with a view of incomplete annual monitoring tasks. This time, when you select all of the records you wish to update, choose the option to 'Change Required Work':

Select the work category and type that you want to be 'Completed' before the Task may also be marked 'Completed':

For the majority of organizations updating annual monitoring tasks, this is an Annual Monitoring Report item. Choosing the report instead of the site visit to indicate task completion ensures that the site visit is documented in an archivable format.