The speaker profile covers information you need once from everyone. Participant tasks cover everything else, especially items that only certain roles need to complete, or that must be completed once per submission or session. Common examples include:
A conflict of interest disclosure
A presentation upload or slide deck
A recording release or copyright agreement
Travel or audiovisual requirements
Each task has its own form, its own open and due dates, and its own rules for who must complete it.
Add a task
In Participant Settings, click the Participant Task Configurations tab, then click Add Participant Task Configuration.
Complete the task settings:
Setting | Description |
Name | The task's internal name. It's used in admin views only and isn't shown to participants. |
Name Template for Participant View | The name participants see on the portal. Type a name, or click Insert Variable to personalize it, for example with the title of the related submission. |
Open Date / Due Date | When the task becomes available and when it's due. Each task has its own window, independent of your program's submission period. |
Task Should Be Completed By | The participant types responsible for this task. Check every role that needs to complete it. |
Task Should Be Completed | How often a participant must complete the task. See Choose how often a task is completed below. |
Allow Edit After Completion | Lets participants reopen and change a task after they've completed it. |
Allow Submit After Due Date | Lets participants complete the task after the due date has passed. |
Choose how often a task is completed
Because one person can hold several roles across several submissions and sessions, the Task Should Be Completed setting is important. It decides how many times that person sees the task.
Option | When to use it |
Once per Program | The participant completes the task once, no matter how many roles, submissions, or sessions they're attached to. Best for a conflict of interest form or a general speaker agreement. |
Once per Participant Type | The participant completes the task once for each role they hold. Someone who is both an author and a moderator completes it twice. |
Once per Application/Session | The participant completes the task once for each submission or session they're attached to. Best for a per-presentation upload. |
Once per Participant Assignment | The participant completes the task every time they're assigned, once for each role on each submission or session. For example, someone who is both the session chair and a speaker on the same session completes it twice for that session. |
Click Save. Additional tabs now appear for the task.
Build the task form
On the task's General tab, click Edit Form Fields to build the form participants fill out for this task. It works the same way as the speaker profile form builder.
Send a confirmation email (optional)
On the Confirmation Email tab, choose Send this E-Mail to notify participants when they complete the task. You can override the from name, from address, and to address, add CC and BCC recipients, and customize the subject and message using variables.
Limit a task to certain submissions or sessions (optional)
By default, a task applies to every participant in the roles you selected. To narrow it down further, use the Participant Task Application Conditions and Participant Task Session Conditions tabs. For example, you might require a recording release only for sessions in a particular track.
Each tab has two lists:
Meets [all] of the following conditions — Every condition must be true.
Also meets [any] of the following conditions — At least one condition must be true.
Click Add Condition, then choose the Group, Page, and Field to evaluate, a Condition, and whether to compare against a fixed Value or another Field. Click Save.
Export task responses
On the Report tab, choose whether to export All, Complete, or Incomplete tasks, then click Export to CSV or Export to Excel.
Repeat these steps for each task you need. All of your tasks are listed on the Participant Task Configurations tab.
Apply conditions to every task at once
The Participant Task Application Conditions and Participant Task Session Conditions tabs on the main Participant Settings page work just like the task-level tabs, except they apply to every task in the program.
OpenWater evaluates conditions in two layers:
Program-level conditions are checked first. If a submission or session doesn't meet them, none of its participants receive any tasks.
Task-level conditions are checked next, and only for that task. A participant receives the task only if both layers pass.
For example, you could use a program-level condition to exclude withdrawn submissions from all tasks, and then a task-level condition to send a recording release only to sessions in one track.
Next Steps
Give submitters a way to add co-authors, speakers, and moderators to their submissions. See Add speakers to your submission and session forms with the Participants field.