TABLE OF CONTENTS

Explanation of terms

Task templates are contained in task packages. Tasks can be bundled as task templates in a task package. These task packages can be linked to entry reasons  so that all included task templates are added to an onboarding with the entry reason.


Configuration

See Create task incl. task package and task template

 

Behavior in the system

  • Purpose
    Task templates are bundled in task packages so that they can be added as a complete bundle to the desired onboardings and can be individually adapted to the specific onboarding.
  • Permissions
    The Permissions to create, edit and delete task templates are included in the Onboarding - Supervisor role in the delivery. However, it can also be added to any other role.
  • Special task template: Invite to the Employee Portal
    In order to provide onboardees with access to the employee portal, the task template Invite to Employee Portal  must be included in onboarding. More on this here: Create task: Invite to employee portal
  • Note on configuration 
    • Title
      The title is only visible to you. We recommend a name that clearly indicates the content.
      Examples: Update telephone list, contract to accounting department, IHK registration
      Personal data should not be used in the task title, as this remains as statistical information in reports even after data reduction.
    • Description
      The description should be designed in such a way that the reader knows what to do. If form fields and additional information on onboardees have been set as usable in tasks, these can be added as placeholders by clicking on the [T] symbol.
    • Due Date
      Select the number of days before or after a milestone to determine when the task must be completed.If the due date is set, this could read like this, for example: 5 days before first working day
      • Number of Days
        A number is entered here
      • Before/after
        How many days before or after an onboarding milestone should the task be due?
      • Onboarding Process Start/Contract/First Working Day/Onboarding Process End
        Select the milestone to which the number of days relates
    • Responsibility
      The responsibility specifies who is to complete the task. In onboarding itself, the persons responsible for onboarding are defined and whoever is selected for a role in the responsibility should complete the task accordingly. The person sees the task under "My tasks" in the task overview and in onboarding. More about responsibilities here: Responsibilities
    • Notify When Done
      If applicable, select the responsibilities that should be notified by email once the task has been completed. If you write a comment on the completed task, the system will inform you directly below the field for the content of your comment which responsibilities will be informed separately about this comment.
    • Finish Automatically
      • Yes: The system completes the task on the due date. 
      • No: You have to complete the task manually.
    • Assignable Task
      • Task Assignee
        The email address of the person who is to complete the task is entered here.
      • Share Attachments
        • Yes: The task recipient should have access to attachments from onboarding.
        • No: The task recipient cannot see any attachments from onboarding.
      • Automatic Assign
        • Yes: The task should be transferred to the task recipient as soon as it receives the task status "Due soon". 
        • No: The task must be transferred manually.
        • Important: If it is a task that the onboardee has to complete, this selection should always remain set to "No". Otherwise, the task will appear for the onboardee in the employee portal, but is already marked as completed with a green tick. Automated completion is a useful option for internal tasks or the activation of portal articles.
    • Employee Portal
      Here you can set whether onboardees should see the task in the employee portal.
      • Portal Article
        If you select portal articles, they will appear for the onboardee as soon as the task has the status "completed". More about portal articles here: Portal Articles
        • Choose one or more portal articles to be displayed in the employee portal as soon as the task receives the task status Completed.
      • Portal Task
        By selecting the portal task, you can display a task for the Onboardee at the top of the My Tasks section. More about portal tasks here: Portal Task
        • Now/When Soon Due/When Overdue
          Here you can define when a portal task becomes visible.
    • Send Message to Onboardee
      Select Yes if a message should be sent to the onboardee when the task is completed. The Correspondence template field is displayed.  
      • Correspondence Template
        Choose a correspondence template. When completing the task, you can edit the message text before sending it.
  • Standard task packages
    Upon delivery, you will receive a few packages with corresponding tasks that you can use as a basis for your own processes.
    • Trainee package
    • New hire basic package
    • Documents
    • Portal tasks
  • Copy or move task template
    It is not possible to copy or move task templates. You should therefore think carefully about which task package the task template makes the most sense in before you create it. This is the only way to avoid creating the task multiple times in several task packages or having to delete it from a package and insert it somewhere else.
  • Renaming
    Task templates can be renamed at any time. The new name is immediately displayed in the list. However, not in the onboardees. Task templates are samples that are loaded into the onboardees once at a time of your choice. If you also want to change a name in onboarding, you must do this in the respective onboarding. 
  • Delete task templates
    If you delete a task template from a task bundle, the resulting tasks will still remain in the onboardings in which you have already added them through the task bundle.
    If you want to delete them there too, you can use the entry reasons of the task package as a guide and change your Onboardings in the Übersicht  accordingly filter and then manually remove the tasks from the onboarding. The Tasks  tab in the onboarding and overview will also help you with this. Here you can remove all standard filters, then click on the filter symbol and enter a word from the title or the entire task title under Task title and filter the list accordingly. You will then see all the corresponding tasks one below the other and can select and delete them.
  • Add task templates to onboardings
    Task templates can be added to an onboarding in several ways via the task packages.
    See Apply task package
  • Copies
    Copies of existing task templates can be created at any time. The   icon can be found in the task overview. The copy contains the following note in the title: (copy)
  • Sorting the portal tasks
    If you select the Employee portal  option in a task template and then click in the Portal task field, you will see a list of available portal tasks. These are divided into two categories: Tasks for the onboardee, which are to be completed by the onboardee, and Information about completed tasks, which is to inform the onboardee that you have completed a task in the onboarding process. The portal tasks are sorted alphabetically.


How our customers use this

Many customers draw up a rough concept of which task templates should be included in which task packages when they first set up the task templates in order to prevent duplicate work.
Often the packages are also packed small enough that only a few thematically related tasks are contained in one package. For example: Company car, vocational school, basic package - commercial trainees