TABLE OF CONTENTS
Definition
Tasks are planning elements in the onboarding process that are scheduled and carried out by responsible persons.
Configuration
See Create task.
Behavior in the system
- Purpose
In order to achieve the goals of an onboarding phase, the necessary actions are created as tasks. Tasks remind those responsible which specific action they or other people should perform in order to move the onboarding process forward. - Tasks for individual or multiple onboardees
Depending on whether it is a very specific task that is only required once for one onboardee or one that is required for many onboardees, these are created in different ways. See: Create task incl. task package and task template - Due date
Tasks are defined with a time reference to the dates of the onboarding schedule. This time reference is called due date. A task therefore becomes due X days before or after a deadline in the schedule. Depending on the due date, a task falls into the phase before or after the schedule date. In the task list, colors show the task status.
Calendar page red = Overdue
Calendar page yellow = Soon due (between 0-7 days)
Calendar page blue = Later due (more than 7 days in the future)
Calendar page green = Resolved - Responsibility
Each task is assigned to exactly one responsible user. Responsible users can be selected for automatic notification. - Documents in tasks
Documents can be added to tasks using placeholders. See Create, update and store documents in tasks - Properties of tasks
In a list of tasks, icons with a mouse-over description indicate which property a task has.
= Finish Automatically
= Automatic Assign
= Assignable Task
= Portal Articles
= Portal Task
= Correspondence Template - Sending address of tasks
The email sender is always the company as entered in the master data and stored during onboarding. This cannot be changed. - Automate tasks automatically
If you have created tasks so that they can be finished automatically, there are a few things special:- Automated tasks are only recommended if no person is really supposed to do anything with regard to this task.
- Cases in which an automated task makes sense:
- A message should be sent automatically to the onboardee at a certain time.
- A portal article should be published automatically at a certain time.
- Such tasks are automatically set to the task status Resolved on the configured due date of the task.
- If a non-permanently visible portal article is assigned to this task, this portal article is automatically displayed in the employee portal when the task is completed.
- For tasks that are finished automatically, the associated email is sent from 6 a.m. CET, regardless of whether it is summer or winter time. Other time zones receive the messages according to our time.
- Comments on completed tasks
If a comment is entered for a completed task, a note will appear under the comment field indicating which conditions it will be informed separately about this comment. - Deletion/renaming and more
Further details on task packages and task templates can be found in the respective article linked in this sentence.
How our customers use this
Many customers have created task packages that contain many task templates. These are often linked to a certain reason for joining, so that the tasks are automatically added to an onboarding process.