TABLE OF CONTENTS

• Explanation of term
• Configuration
• Behaviour in the system
• How our customers use this
• More articles on this topic

Explanation of term

Portal tasks prompt onboardees üvia the employee portal to take an action or inform them üabout an action of the HR department. The totality of all tasks in an employee portal result in a checklist that the onboardee can use to track the process progress of his or her onboarding.

Configuration

See: Creating a portal task

Behaviour in the system

• Portal tasks have an internal naming (name) and an external naming (title).
  It is advisable to name the tasks in such a way that it can be recognised whether it is a notification for the onboardees or a request.
  Examples of names
  - Health insurance membership certificate requested.
  - Company car provided
  Examples of titles
  - Send us your health insurance membership certificate.
  - Your new company car is parked in the staff car park!
• Task Purpose
  You must specify a task purpose when creating a portal task. Depending on the selection, the onboardees in the employee portal are given a corresponding option for action:
  • Inform onboardee
    The portal task appears in the employee portal in the  We're on it card. The onboardees are informed; no action is required.
  • Request acknowledgement
    The portal task appears in the employee portal in the My Tasks card. The onboardees are informed about a content and can mark the task as completed by opening the task and pressing the button Requested acknowledgement.
  • Request confirmation of participation
    The portal task appears in the employee portal in the My Tasks card. Onboardees are invited to participate in any event (place, time, date etc. is specified in the task text). They can mark the task as completed themselves by opening the task and clicking on the button Confirm participation.
  • Request Action
    The portal task appears in the employee portal in the My Tasks card. Onboardees are encouraged to complete the task themselves (e.g. buy themselves suitable work shoes and send in the invoice). They can mark the task as done by opening the task and clicking on the button Done .
  • Request furster information
    The portal task appears in the employee portal in the My Tasks card. Onboardees are asked to submit further information üvia a form. They can mark the task as completed by opening the task, filling in the form and clicking on the button Submit .
• Forms
  Forms to fill in can be displayed to onboardees by creating a portal task with the task purpose Request further information.
  There is also the option of linking one or more forms that have already been created.
• Pictures
  Portal tasks can be provided with an image, which is displayed as soon as the onboardees click on the task.
  Allowed file formats: jpg, gif, png, svg. Maximum file size: 250 KB. Recommended width: at least 800 pixels.
• Attachments
  Portal tasks can receive an attachment that can be downloaded by the onboardees.
  The following formats are possible: PDF, word processing (docx, rtf, odt, txt), spreadsheet (xlsx, ods), image (jpg, png, gif, tiff) Maximum file size: 10 MB
• Display in the employee portal
  • Portal tasks of type Information about finished tasks are only displayed when they have been completed
  • For portal tasks of the type Tasks for the Onboardee you can decide when they should be displayed: Now, When soon due or When overdue
  • Portal tasks are displayed in the header area of the employee portal. Either under the category My Tasks or We're on it.
    These areas will only be displayed if at least one portal task has been published. 
  • Portal tasks are bound to tasks and will only be displayed if the underlying task reaches a predetermined task status.
  • In the employee portal, all portal tasks appear next to a checkbox. The checkbox is unchecked when the underlying task has the task status Completed.

How our customers use this

Our customers use the different task types to report to their onboardees üthroughout the onboarding process on the status of the process and any to-dos that are still needed.
The more open and appreciative the information is, the more likely the onboarders will feel welcome and cared for, which can strengthen employee loyalty in advance.