Training Task Management - 2025

This article covers our NEW Training Task Management Process launched October 2025

This update ONLY Affects Agency Administrators who Managing Tasks.

IT DOES NOT AFFECT FTO's, PROBATIONERS & SUPERVISORS.

Historically Accurate Data:

COPFTO ensures that training task records remain historically accurate for every probationer, even if tasks are later modified or replaced. This accuracy is preserved because training tasks are assigned to probationers at the time they are launched into the program. We walk through the initial assignment process for new probationers in our article entitled, Setting Up New Probationer (link at the bottom of this article)

Administrative Overview Of Training Tasks

The Agency's tasks for this specific GROUP are maintained as individual tasks on this page. Every task that has ever been added or modified will be in the list of tasks on this page.

When a new probationer is added to COPFTO and their Assign button is clicked, the system creates a snapshot of every active task and assigns a copy of each to that probationer. The probationer then works from these copies, which preserves the historical accuracy of their assigned tasks while giving your agency the flexibility to continue managing its task library (add, edit, inactivate, or retire tasks) as needed.

If a task is later edited or a new one is created, you can assign it to any active probationer. Newly assigned tasks appear immediately alongside all previously assigned tasks, ready to be executed or completed.

Managing Training Tasks

To add, manage or edit your agency's Training Tasks, use the Admin Navigation system to go to:

YOUR NAME => AGENCY SETTINGS => GROUPS => MANAGE [group name] => Training Tasks

Once there you will see your list of tasks for the group you are managing.

Task Table

The Task table is made up of several columns

Number - The task number.
Step - The step you are associating this task with (if any).
Task - The name (title) of the task.
Status - Active, Inactive or Retired.
Last Modified - The date this task was last modified.
Last Modified By - The last person who modified this task.
Duplicate - Allows you to quickly create a duplicate inactive task - You normally duplicate a task when you are going to modify or replace it.
Export - Allows you to export a clean copy of this specific task.

Managing (Adding or Editing) Tasks

Tasks are Created or Edited on the same page, just below the list of tasks.

The Parts of a Training Task

The Training Task Add/Edit section is made up of several parts.

Number

The number of the task, usually something like Task 01, or just 01.

Associated Step

What step is this task associated with (if any) - This is just a reference, tasks can still be executed or completed during ANY step. If your agency does NOT associate tasks to a specific step, we recommend associating all Tasks to step 1.

Training Task Full Length Title

Task title where space is not constrained.

Training Task Shortened Title

Task title where space is constrained. (Sunsetting soon)

Purpose Section

This section is no longer used. It formally held the purpose content which is now maintained in the .docx or .pdf document loaded into the Uniform Method of Execution Section.

Related Tasks Section

This section is not used by most agencies. This section was used to relate other tasks to this task - related tasks will appear above the task document and will be hyperlinked. Most agencies now note related tasks within the .docx or .pdf Document.

Reference Section

This section is no longer used. It formally held the Reference content which is now maintained in the .docx or .pdf document loaded into the Uniform Method of Execution Section.

Files Section

You can upload files related to this specific task, which will appear above the task .docx or .pdf document. These files will also be exported with the task at the end of the program.

Uniform Method of Execution Section

This is where you attach your .docx or .pdf to be used as the task.

Active / Inactive / Retired

This section is where you set the Status of the Task.

Tasks can have one of three statuses:

Active - this tasks is active and will be assigned to all new probaitoners in this group.
Inactive - The tasks is not being used but is not yet retired.
Retired - The task has been replaced and/or will no longer be used by he agency.

Adding A NEW Task

To add a new Training Task, scroll down on the page to the Add New Training Task Section. (if you see Edit Task, scroll up and click the Training Tasks navigation tab button to refresh and reload the page).

Each section of the tasks main sections is hidden by default (when viewed by your fto and probationer). Visibility is controlled by the section's checkbox. If checked, the section visible; if unchecked it is hidden.

On the Add New Task Form:

Enter the task number, usually something like Task 01, or just 01.
Select the Step this task will be associated with. This is just a reference, tasks can still be executed or completed during ANY step.
Enter a Title for this Task, normally the task name.
Enter the Training Task Shortened Title (this shortened title will be sunset October 2025)
Purpose Section is no longer used and will be removed soon.
Related Task Section is no longer used and will be removed soon.
Reference Section is no longer used and will be removed soon.
Optionally, upload any Files that are needed while working on this task. The files will appear above the task .docx or .pdf document. Files will also be exported with the task at the end of the program.
Check the box Uniform Method of Execution file. (checking the box makes this section visible on the front end view of the task)
Select Choose File, and brows to the location on your computer of your task .docx or .pdf.
If you are going to launch this task right away, set the radio button to Active.
Click Add New Training Task.

The page will refresh and you will now be on the EDIT version of the task.

The task is now ready. You can continue to edit the task if necessary.

Assigning the Task to New Probationers

If the task was set to active, there is nothing more you need to do. The Task will automatically be assigned to EVERY new probationer that has their Assign button clicked when they are added to COPFTO.

Assigning the Task to Existing Probationers

If the task needs to be assigned to existing probationer(s), you need to navigate to the tab Training Task Assignments. (link to that article is below)

Editing An Existing Task

To edit an existing Training Task, within the task list, click the Number of the Training Task. The contents of the task will then load into the form below the task list.

Duplicating An Existing Task

To duplicate an existing task, which is normally done when you need to edit or replace an existing task, within the task list, click the orange duplicate task button at the far right of the tasks row. A new duplicate and inactive task will be created. To edit the newly duplicated task, locate the new inactive task at the end of the table of tasks and click the task number to begin editing the task.

Exporting An Existing Task

To export a clean copy of this task, within the task list, click the blue export button at the far right of the tasks row.