Tasks
Tasks are assignments that you complete as part of a process involving someone.
The default filter "My Opened Tasks" in the Tasks section of the Onboarding (Transitions) Center enables you to view all opened tasks, assigned to you, as those tasks come into play. They continue to be displayed until they are completed or until you choose a different filter in the Refine by list. Other filters enable you to view additional tasks subject to your user type permissions.
| Tasks and Actions | |||
|---|---|---|---|
| Task Type | How to complete the task | Description | Related Source |
| Form Task | Click the corresponding Execute link to display the form. The form might contain mandatory fields and fields that can be edited. The form can be submitted when all required fields have been filled. Submitting the form completes the task. | Assignee is asked to complete a user-defined form. 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. | Read-only view of the task. |
| Correspondence Task | This task is completed automatically when the correspondence is sent. It is displayed in the Tasks list when users select All Tasks in the Refine by list. Users can click the task name and then click the link in the Related Source field to view the message. |
An email message is sent to one or more recipients. | Link to the message template. |
| Manual Task | Click the Complete link. | A task that does not require any support i.e. no form, PDF, correspondence, etc. It can only be completed or canceled. Instructs the assignee to perform an action outside the system, such as phoning the candidate. Details regarding the task are contained in the task description field.) | N/A |
| PDF Task | Clicking the PDF name opens the file and completes the task. You can save the file locally or print it. |
The system administrator assigns a PDF file, which can contain variables to personalize the text, to the assignee as a task. The assignee completes the task by opening and reading the file. | List of PDF documents. |
Each task can be configured to have a standard or customized email sent to assignees when the task first obtains In Progress status. Additionally, each task can have a standard or customized email sent to the process owner upon completion of the task. For both of these actions, the Onboarding (Transitions) Center user can designate a message template different from the one that was initially designated.
Completed tasks trigger various actions that ensure the process progresses automatically. Once tasks are completed, they cannot be undone.
All Onboarding (Transitions) tasks whose status is In Progress have a due date by which they should be completed. The due date is based on the date on which the task was assigned (to the participant(s)) and the expected duration the administrator specified for the task.
All tasks displayed in the Tasks list originate from running processes unless Onboarding (Transitions) Center users have the user type permission required to create their own self-assigned tasks. Self-assigned tasks are not part of any process configured by the Onboarding (Transitions) administrator but rather are created by the users themselves to remind them to take some action. After they perform the action, they indicate that their task as complete. There is no entry in the History section for this type of task.