Grouping similar event tasks in events
Summarize
Summary of Grouping similar event tasks in events
In Business Continuity Management (BCM) starting with release 9.0.x, theSimilar tasks groupsfeature in events helps ServiceNow customers eliminate redundant tasks created when the same plan is activated multiple times. This functionality groups duplicate event tasks from multiple plans focused on similar scenarios, streamlining task management and reducing duplicated effort during complex exercises or events.
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Key Features
- Automatic grouping: Tasks with similar recovery references are automatically grouped; tasks with internal dependencies or that trigger related plans are excluded or grouped separately.
- Task progression management: Within a group, one task is designated as the original task and moves to the Open state, while duplicates move to the On hold state and cannot be assigned or modified directly.
- Duplicate task handling: Duplicate tasks remain on hold until the original task is closed, at which point duplicates are marked as Closed duplicates automatically.
- Flexibility: Users can unlink tasks from their groups or remove them from events to take action on duplicates if needed.
- Accurate reporting: Time and status roll-up for duplicate tasks rely solely on the original task, ensuring effort is not double-counted in activated plans and assets.
- Re-triggering behavior: If an original task is re-triggered, duplicates remain closed and unaffected.
Practical Impact
By grouping similar event tasks, ServiceNow customers can reduce redundant task execution, improve operational efficiency, and simplify task tracking during BCM events. This leads to more streamlined event management, clearer task ownership, and more accurate reporting of effort and status across activated plans.
In BCM, when the same plan is activated multiple times, it can result in multiple redundant tasks. Starting with BCM release 9.0.x, the Similar tasks groups tab in events helps you to eliminate redundant tasks by grouping duplicate tasks from multiple plans for similar scenarios. This functionality streamlines event task management and reduces duplication of efforts.
Progression of original and duplicate tasks
The Similar tasks group functionality enables event users to group similar tasks from multiple plans aimed at resolving specific situations. The system automatically designates an original task within a group and the duplicate tasks are moved to the On hold state. Upon completing the original task, event users mark it as closed. The duplicate tasks are then marked as Closed duplicates.
The progression of both original and duplicate tasks is as follows:
- Initial task state
- When a task is part of a group, it initially moves to the On hold state instead of the Open state. The first task to enter the On hold state is automatically designated as the original task.
- Transition to the Open state
- The original task in a group is then moved to the Open state when all the other tasks are moved to the On hold state.
- Handling duplicate tasks
- Duplicate tasks remain on hold until the original task is closed and are not assigned to users. When the original task is completed, the duplicate tasks in the group are automatically marked as Closed duplicate.
- Modifying duplicate tasks
- Duplicate tasks cannot be modified directly; to take any action on them, you must first remove them from their associated group.
- Reporting and time calculation
- For duplicate tasks, the original task's state and time fields are used to roll up to the activated plans and assets. The time taken by duplicate tasks is not included in the Total effort field on the activated plans and assets.
- Re-triggering original tasks
- If the original task is re-triggered, the duplicate task remains in the Closed duplicate state, unaffected by the change of status of the original task.
- Task grouping rules
- Tasks with similar recovery task references are automatically grouped together by the system. Tasks that have internal dependencies cannot be grouped together, but they can be added to different groups. Tasks that trigger related plans cannot be added to the Similar tasks group.
Flexibility and control
You can unlink tasks from a similar task group or remove tasks from the event tasks.
By eliminating redundant task execution and enhancing task management, this feature significantly improves operational efficiency during complex exercises or events.