This feature allows administrators to create, copy, disable and edit tasks that can then be added to either an onboarding or recruitment workflow as an activity.
How do I add a task?
1. Navigate to Administration → General → Task Library.
2. Click on the New Task button.
3. A new page appears allowing you to draft the template details. You have the following fields to complete:
Task Name: This is the name of the task template.
Description: A brief description of the task template.
Complete In: Allows you to nominate the number of days the task must be completed in.
Approval Levels: Allows you to set a level of approval for this task.
Approval Level Options:
- Manager: The manager who the user directly reports to.
- Second Level Manager: The person the user's manager directly reports to.
- Specific Group: Allows you to nominate a group of users.
- Specific User: Allows you to manually search the system for a specific user who will approve it.
- Specific User on Submit: Allows the user to manually search the system for a specific approver upon submission.
4. Once this section has been filled in, click the Save Changes button.
5. Select the Edit Notification tab and click the Add Notification button.
6. In the pop-up window, complete the following:
Trigger: Select a notification trigger.
Template: Select one of the pre-built notification templates. The list of templates will update based on the chosen trigger.
7. Click the Next button. You can then review the notification and complete the following fields:
Title: The name of the notification template.
Description: A brief description of the notification template.
Send notification: Specify whether the notification should be sent immediately or with a delay.
To, Cc, Bcc: Specify the recipients of the notification.
Subject: The default subject line for the notification.
Body: The text content of the notification.
8. After reviewing, click the Save button. The task notification is now created.
9. Once all settings and notifications are complete, click the Publish button. The task is now available to be assigned.
How do I copy a task?
1. To copy an existing task, navigate to Administration → General → Task Library.
2. Find the task you wish to copy and expand the Actions menu by clicking the dropdown arrow. From the list, select Copy.
3. A pop-up window will appear asking for confirmation. A new page will then appear, allowing you to modify the details of the copied task.
4. Once you have modified the details, click Save Changes.
5. You can then go to the Edit Notification tab to add or modify notifications for this new task.
6. When you are finished, click the Publish button. A confirmation pop-up will appear. Click Yes, publish changes.
The new task is now available to be assigned.
How do I disable a task?
1. To disable (or hide) a task, navigate to Administration → General → Task Library.
2. Find the task you want to disable and expand the Actions menu. From the list, select Hide.
3. A pop-up window will appear asking for confirmation. Click the OK button. The task will now be hidden from the main library view.
How do I re-enable a hidden Task?
To view hidden tasks, select Show Hidden Only from the visibility dropdown menu.
Find the task you wish to re-enable, expand the Actions menu, and select Show. The task will now be enabled and visible again.
How do I edit a task?
1. To edit a task, navigate to Administration → General → Task Library.
2. Expand the Actions menu for the task you want to edit and select Edit.
3. A new page will appear, allowing you to modify the task's details. Once you are done, click the Save Changes button.
4. After saving, click the Publish button. A pop-up window will appear to confirm. Click Yes, publish changes to save your updates.
5. To apply your changes to all existing instances of this task that have not yet been completed, click the Update Task Instances button.
6. A confirmation window will appear. Click Yes, update existing task assignments to update all outstanding tasks.