1. Using Onboarding (Transitions)
  2. Task List

Task List

The tasks displayed in the task list are determined by the selection in the Refine by list and your user type permissions.

Tasks are sorted by name by default. To sort tasks by a different criterion, click the corresponding column header (except the Assigned to, Owned by, and Actions column headers).

The table shows columns in the Task list.
Task List Columns
Column Description
Name The name of the task. Click the name to view details of the task.
Due Date Date by which the task must be completed.
Candidate/Employee The name of the candidate or employee related to the task.
Priority Displays the priority level of the task:

  • Low

  • Medium

  • High
Status Displays the status of the task. Statuses are:

  • Completed: The task was completed with success.

  • In Progress: The task is assigned and ready to be completed.

  • Error: The task had In Progress status but then encountered a problem that prevented completion.
Assigned to The assignees are the individuals who will complete the task.

In the case of multiple people assigned to the same form task, as soon as one them submits the form, the task is completed automatically for all assignees.
Owned by Owner of the process—determined by the system administrator—is the person ultimately responsible for completion of the process overall. Able to view and execute all of the tasks including those that are not assigned to them, owners can intervene when necessary to keep the process moving forward. For a self-created task that is not part of any process, the name of the user who created the task is displayed.
Actions Actions that can be performed on a task. Actions are:

  • Execute

This action displays the form that the individual is to fill out and submit.

  • Reassign

This action enables the user to assign a single assignee to the task from among all SmartOrg users who have access to Onboarding (Transitions).

You can apply filters in the Tasks section to display only tasks of a certain type. Your permissions determine which of the following filters is displayed in the Refine by list. After making a selection from the Refine by list, you click Refresh to apply the filter.

The table shows refine by filters in the Task list.
Task List "Refine by" Filters
Filter Description
All Tasks Displays all tasks in the system (provided you have the Onboarding (Transitions) user type permission "View and execute all tasks assigned to anyone").
All Opened Tasks Displays all tasks in the system that have In Progress status (provided you have the Onboarding (Transitions) user type permission "View and execute all tasks assigned to anyone").
All Tasks with Errors Displays all tasks in the system that have Error status (provided you have the Onboarding (Transitions) user type permission "View all tasks").
My Tasks Displays all tasks assigned to you or initiated by you.
My Opened Tasks Displays tasks assigned to you or initiated by you and that have In Progress status. My Opened Tasks is the default filter.
My Tasks with Errors Displays tasks assigned to you or initiated by you and that have Error status.
Overdue Displays tasks assigned to you or initiated by you and whose due date precedes the current date.
Due Today Displays tasks assigned to you or initiated by you and are due on the current date.
Due in the Next Week Displays tasks assigned to you or initiated by you and are due in the next week.
Keyword After you submit a keyword (a complete word or part of a word), the search engine searches the (task) Name, Candidate/Employee, Assigned to and Owned by fields and then updates the task list accordingly (after you click Refresh).

Recall that the results are subject to your permissions. For example, if you had the permission to view only tasks assigned to you or initiated by you, the updated task list would contain only tasks that reflected both your keyword criteria and were assigned to your or were initiated by you.

If the Onboarding (Transitions) administrator set the Activate Secure Login setting to Yes (Configuration > [Career Section] Settings) and users click a task list item that uses the message template (typically General Validation Request) in the OVI service used to invite candidates/employees and then click the corresponding link, the users are redirected to the OVI partner's site. If they later attempt to return to the career section and the task list by clicking the Back button in their browser, this action is unsuccessful. The users must log into the career section or portal again if they wish to go there. This is by design.

If the Onboarding (Transitions) administrator set the setting to No or if the message template in the OVI service used for inviting people is configured to open in a new window, clicking the Back button typically returns the person to the career section and the task list.