Using Provider Task Mode to View and Search Tasks

  • Provider

The Task Mode is used when you want to view data stewardship tasks that have been automatically detected and queued up by Provider Data Management. To view tasks, on the top of the page click Task Queue.

Tasks are created when individual source records are posted to Provider Data Management.

The task is triggered when a source record (identified by the combination of Source + Native ID) that  meets the criteria for a data stewardship task is posted. The task is automatically created and added to the task list, and the Source + Native ID of the triggering record is also recorded in the task.

The source and native ID values for the trigger record are displayed in purple, while all other source and native ID values are in black. The letter “T” displayed to the left of the trigger record. 

Each task in the task list is identified by a unique Task ID – this is an internal Verato ID that is not meaningful outside of Provider Data Management. However, the Task ID is useful because the Task Details view is rendered based on the Task ID. If you copy and paste the URL for a Task Details view into a new browser window, the URL will direct you to the same task – this can be useful if you need to coordinate with a co-worker and provide them with a quick URL link to get to the same task you were looking at.
Task information is based on the state of the Provider Data Management data at the time the task was created.

For example, suppose that a record from Source=A, Native ID=123 was posted on January 4th, 2019 at 10:31 am. At that point, the A:123 source record was a potential match with an existing Provider Data Management identity, which was assigned a Link ID of 12f4, made up of source records A:456 and B:789.

The matching algorithm score between the posted source record (A:123) and the existing Provider Data Management identity was 0.762. This is the information recorded for the data stewardship task (the trigger source record, the creation date time, the score, and so on).

It’s possible that subsequent updates to the A:123 source record or the B:789 source record could change the data – perhaps making the identities more similar with a higher match score, for example. This subsequent update would be visible to the data steward when they retrieve and view the task details, but it will not change the information associated with the original task. The original task will still record the score of 0.762 in this example.

Using the task view and searching tasks

The default Task List view shows all open data stewardship tasks, one task per row. The Task List view is paginated and sorted by task creation date. Each page shows 100 tasks. You can sort the data by clicking the column headings in the Task List view.  

At the top of the task list, click Filter to filter the list by one or more of the following criteria:

  • Source – The source search input field is a drop-down list that displays all the source codes available in your Provider Data Management configuration. You can select specific sources (one or many) by clicking next to the source name. If your Provider Data Management configuration includes a very large number of sources, rather than scrolling through the list you can type part of the source code in the search box at the top of the source list – as you type, the source list is reduced to only those sources that contain the string you typed. The image below shows an example of the source list filtered for only those sources with the text string “pre” in the source name.

  • Category – Select a category from the dropdown. You can select one or more task categories by clicking next to the task category in the list. See Task Categories for a list of types. 

  • Status – The task status search input field is a drop-down list that displays all the available task statuses. You can select one or more task statuses by clicking next to the task status in the list. By default, the task list does not display tasks of status “Closed”. If you want to view closed tasks, you can select the “Closed” status from the task status search list. The example below shows a user selecting a task search for task status values of “Open” and “Deferred”.

  • Creation Date – Use the calendar widget to select a date range to filter the list of tasks created between the beginning and end dates (inclusive).

  • Assignees – Select one or more users from the drop down to filter by user.  

  • Match Score Between – Search based on the matching algorithm score at the time the task was created. The matching algorithm score range runs from 0.0 to 1.0, but typically most data stewardship tasks will be in the score range of 0.7 to 0.8. The task score search input fields are numeric fields, one for the lower end of the range and another for the upper end of the score range. You can type a score value into the field, use the up/down arrows in the field to increment the score, or drag the circles on the ‘slider’ bar to adjust the score range. 

  • Resolution – Select one or more resolution types from the drop down. 

Click Apply to return to the Task List with all search criteria applied.

If you click the browser's back button instead, you will be returned to the default Task List without any search criteria applied.

Assigning tasks

Assigning or changing individual tasks

  1. On the Stewardship Queue page, select a task.
  2. From the Assign Selected menu, select the data steward.

Assigning or changing tasks in bulk

Bulk assignments allow you to assign existing tasks to data stewards.

This will only apply to existing tasks and not newly created tasks.
  1. On the Stewardship Queue page, click Bulk Assignment.
  2. Select the responsible data steward and assign the assignment parameters. When finished, click Assign Tasks.

Only tasks in the current page (up to 100 tasks per page) can be selected for reassignment at a time.

Stale tasks

Provider Data Management takes steps to ensure that unnecessary or redundant data stewardship tasks are not created.

  • If a source record is posted to Provider Data Management and it is a near match for one or more existing identities, but there is no existing data stewardship task between the posted source record and all the potentially-matching source records, Provider Data Management does NOT create a new task.
  • If a source record is posted to Provider Data Management, it is a near match to one or more existing identities, and a data stewardship task already exists between the posted source record and SOME of the potentially-matching source records, Provider Data Management updates the existing task (instead of creating a new one) to include all of the potentially-matching source records as of the most recent posting.

Following the example from the previous section (above), when source record A:123 is posted and potentially matches source records A:456 and B:789, Provider Data Management creates a new data stewardship task. However, if the source record A:123 is posted again the next day (and it still is a near-match with A:456 and B:789), Provider Data Management does NOT create a second task – the second task would be redundant, since the first task already captured the data event.