The Task & Step Activity data source in Gather Analytics provides a detailed overview of tasks and steps associated with each case. This data source helps funeral homes track the progress and status of both funeral home and family tasks, offering valuable insights into team productivity, workflow efficiency, and overall case management. Each row represents an individual task or step, allowing for granular analysis of operational activities.
Where Does the Data Come From?
The data in the Task & Step Activity data source comes directly from task & step entries recorded by funeral home staff within Gather. This data is updated as tasks and steps are created, modified, or completed, ensuring real-time accuracy in reports. This centralized approach helps funeral homes monitor their workflow efficiency and identify any potential areas for improvement.
Column Definitions for the Task & Step Activity Data Source
Funeral Home: The funeral home location in Gather to which this case currently belongs.
Case Type: The currently applied Case Type: At-Need, Pre-Need, Trade, One-Off. Case Types can be adjusted over the lifespan of a case.
Case Name: The name of the decedent as specified in the Death Certificate. Legal First Name + Legal Last Name. Clicking the name will link to the Organize page. [DC Section = ABOUT]
Case Created On: The date the case was first created in Gather UNLESS the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. This field includes the time if available, which is visible on hover and in the download. Timezone is driven by the funeral home location timezone.
Case Assignee: The currently assigned team member on this case.
Case WorkFlow: Custom WorkFlows allow you to change the way Gather works to fit the way you work so that you can focus more on what matters most. This field represents the currently applied WorkFlow.
Task Type: A Step is categorized as anything related to the physical disposition of the body while a Task is categorized as everything else.
Task Name: The name of the Task. If the Task Name is edited, the edited name will show here.
Task Status: The current status of the Task, which can be Uncompleted, Completed, or Skipped.
Task Assigned On: The date and time the Task was first assigned. If multiple assignments or edits to the assignments have been made, this will use the earliest assignment date.
Task Team Assignee: The team member(s) who have been assigned to complete this Task or Step. Will NOT include assigned family helpers. Use "Is Task Assigned to Family" to check if a family member is assigned to this task/step.
Is Task Assigned to Family: Indicates if the task is assigned to invited family helpers.
Task Resolved On: The date the Task was most recently resolved, meaning it was moved to "Completed" or "Skipped". If a task moves to this status and then back to "Uncompleted" this field will be blank.
Task Resolved By: This field shows the person who actually marked the task complete in Gather, which may be different from the person who actually completed the task, which is represented by the "Task Performed By" field.
Task Days Outstanding: The total time between when the task was first created and when it was resolved, measured in number of days. If not yet resolved, the total outstanding days will go through today.
Task Note: The note added to a particular step. If edited, this field will show the most recent iteration of the Task Note. There is also a Notes Data Source that you can use to view all notes across all cases.
Task Subheader: Sentence explaining additional details about the task. Visible to family helpers.
Case Watcher: One or more individuals can be added as a watcher, allowing them to emulate the case assignee.
Case Death Date: Safest way to filter by date of death. If no death date, the date the case was first created in Gather is used. If no death date AND the Case Type has been converted to a new Case Type (e.g., Pre-Need to At-Need) then the most recent conversion date is used instead. NOTE: If a range is used for an unknown death date, this field will use the earliest date of the range.
KeepTrack #: The unique, 7-digit code assigned to a case when KeepTrack™ is initialized on a case to help maintain an accurate chain of custody. Cannot be changed.
Case Labels: Labels are a helpful way to categorize cases across multiple dimensions. Each applied label will display here.
Case Number: The unique case identifier assigned to the case. Can be adjusted.
Task Details: Paragraph explaining additional details about the task. Visible to family helpers.
Is Task Visible to Family: Indicates if the task is visible to invited family helpers. Admin Helpers can see all family tasks. Guest Helpers can only see family tasks assigned to them.
Is Task Aftercare: Indicates if the task is categorized as an After-Care task as opposed to a Standard Task.
Report Examples: Using Task & Step Activity Data
The Task & Step Activity data source allows for a variety of reports that support workflow management and operational oversight. Here are some example reports you can create:
Task Completion Overview: Generate a report that lists all tasks across cases with their completion status. This report helps managers identify which tasks are on track, overdue, or completed, aiding in workflow monitoring.
Team Member Task Load: Create a report that shows tasks assigned to each team member, including their current status. This report can be used to evaluate workload distribution and ensure that tasks are evenly assigned.
Pending Tasks Summary: Develop a report that highlights tasks that have not been started or are in progress. This report can help teams prioritize which tasks need immediate attention.
Step Progress Report: Produce a report that tracks step-by-step progress within a specific case workflow. This report can be useful for ensuring that critical case steps are completed in a timely manner.
Due Date Alerts: View a report listing tasks and steps approaching their due dates. This proactive report can help teams stay on schedule and prevent overdue tasks from affecting case timelines.
Completed Tasks by Date Range: Create a report that shows all tasks completed within a certain period, helping managers assess productivity and workflow efficiency over time.
Commented Tasks Overview: Generate a report that focuses on tasks with comments or notes, providing insight into tasks that may have required additional context or encountered challenges.
Accessing the Task & Step Activity Data Source
Access to the Task & Step Activity data source can be managed by funeral home admins to ensure that only authorized team members have access to task & workflow data:
Individual Access: Admins can grant or restrict access based on employee roles and responsibilities, ensuring that only relevant team members can view task & step information.
Location-Specific Access: For funeral homes with multiple locations, admins can manage access per location, allowing for tailored permissions that align with specific job duties.
Admin Privileges: Admins automatically have access to the Task & Step Activity data source for the locations they oversee, enabling full visibility into task management and workflow progress.
These controls help maintain data security and ensure that sensitive information is accessible only to those who need it.
Need More Help? 👋
If you have questions about using the Task & Step Activity data source or need assistance with setting up reports, feel free to reach out to our team anytime or call us at (208) 908-0488. We’re here to help!