TABLE OF CONTENTS

Explanation of term

Task definitions allow you to receive a task after switching to a specific status. This task acts like a to-do and reminds you of a due action in the application process.


Configuration

See Create Task Definition.


Behavior in the system

  • Process
    Task definitions are linked to a specific status. Once an application reaches this status and the time defined in the task definition has expired, a task is automatically triggered.
  • Standard Task Definitions
    When the system is delivered, we provide you with the following example task definitions:
    • Check data protection
    • Documents received?
    • Remind department
    • Provide feedback (timeout)
    • Please hold
    • Please invite
    • Please reject
    • Received appointment suggestions?
    • Appointment survey completed
    • Check hold status
    • Approval granted?
  • Permissions
    A task is only displayed to users who have the permission to edit it, as specified in the task definition.
    Example:
    The HR department has the permission Tasks for HR Role (Standard).
    The task definition was created with Permission to Edit: Tasks for HR Role (Standard).
    Result: All users in the HR role can see this task. The department role has the permission Tasks for Department Role (Standard) and does not see the task.
  • Task Notifications
    You can receive notifications about tasks.
    To do this, in the user area under Notifications, the option Daily Email for Overdue Tasks must be activated. Otherwise, users will only see tasks in the system and will not be notified by email, which could lead to valuable time being lost.
  • Automation
    Linking task definitions with automated status changes enables a certain degree of automation in your workflows.
  • Renaming
    Task definitions can be renamed at any time.
  • Deletion
    Task definitions can be deleted at any time. However, tasks that have already been triggered by the definition will remain. No new tasks of this type will be created.

How our customers use this

For example, if you change a status during the recruitment process, the task definition allows you to receive a relevant task.

Further articles on this topic