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Assigning Tasks

You can use the Assign Tasks pop-up to immediately assign tasks from an existing standard template to an employee to complete. The Assign Tasks pop-up allows you to select a single employee or a group of employees as the subjects or targets for tasks, indicate the due date for the tasks you assign, specify whether you want to assign tasks to the target employees, the manager of the target employees, or a specific employee, and choose routing options for tasks.

Standard task templates allow you to group related tasks under a common process, such as benefits enrollment, for reuse to save valuable time as you assign tasks to employees. Contact your system administrator for assistance with setting up task templates.

If you want to assign tasks towards employment eligibility for an employee, refer to the Assigning a Task with a Form I-9 Attachment to an Employee procedure of the Ordering an Employment Eligibility Verification for an Employee topic.

You can also automatically assign credentials to employees by assigning a task template to the employee that system administrators configure to use a task form collection attachment and that includes a form that uses the Employee Credentials form type. Refer to the Viewing and Managing Qualifications and Credentials topic for more information on this functionality.
ClosedHome Dashboard - Assign Tasks Fields

 

* - indicates a required field
Field Definition
Task Template Drop-down field used to select the task template you want to assign.
Employees Displays the names of the target employees for the tasks from the task template, or the employees to associate with the tasks from the task template. If you select the Employee option from the Assignment Type field on the Edit Task Assignment pop-up, this indicates that you want to assign the tasks to the employees that display in the Employees field.
Add* Button used to search for and select the target employees you want to add using the Adding Employees pop-up. Once you select the employees you want, the names of the employees display in the Employees field.
Task Scheduling

Section that displays a list of the individual tasks from the task template and includes the following fields:

 

Field Definition
Task Name Displays the name of the standard task.
Due Date* Text field you can use to type the due date, in MM/DD/YYYY format, for the corresponding task in the Task Scheduling list.
Task Assignment Section that displays the assignment, routing, and finalization settings for the corresponding task.
Edit Task Assignment Icon used to modify the current assignment, routing, and finalization settings for the corresponding task via the Edit Task Assignment pop-up.
Submit Button used to assign the tasks.
ClosedAdding Employees Fields

 

Field Definition
Department Drop-down field used to select the department of the employees you want to locate.
Reports to Me Checkbox used to indicate that the employees you want to locate report to you.
Location Drop-down and text field used to select the location type and then type the name or other criteria for the location type. The Location text field refreshes to display as a drop-down field with values that match the criteria you type once you click Get, and you can select the location for the employees you want to locate from the drop-down field.
Get Button used to submit your criteria and refresh the Location text field to display as a drop-down field with values that match your criteria.
Last Name Text field used to type the last name of the manager associated with the employees you want to locate.
Update Results Button used to update the Employees list based on your selected filter criteria. You must use the Department, Reports to Me, Location, or Last Name fields to select at least one type of filter criteria to apply before you click the Update Results button.
Employees List used to select the employees to which you want to assign the task. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees.
Select All Checkbox used to select all employees in the Employees list.
Done Button used to add the selected employees from the Employees list to the Employees field on the preceding pop-up.
ClosedEdit Task Assignment Fields

 

Field Definition
Assignment Type*

Drop-down field used to select the employee type for which you want to assign the task. The option you choose for this field indicates the task assignee, or the employee, manager, or system user that should be responsible for completing the task from the My Open Tasks section of the Home dashboard. The individual you select as the assignee can differ from the individuals you select for the Employees field if the task you want to assign involves activities related to, or on behalf of, the employees, such as an annual review or a salary bonus form. Options for the Assignment Type drop-down field include:

  • Employee - Indicates that you want to assign the task to the employees directly related to the task.
  • Manager - Indicates that you want to assign the task to the manager of the employees you select for the Employees field.
  • Specific Employee - Indicates that you want to assign the tasks to a specific employee that is not directly related to the task. If you select this value, you can use the Assign To fields to select the specific employee.

The Assignment Type option you select impacts prefillable employee signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use an Assignment Type of Employee, this indicates that the task assignee and target employee are the same employee. In this case, the employee signature field prefills with the name of the target employee and task assignee during the task completion process. Similarly, if you configure the task to use an Assignment Type of Specific Employee, the employee signature field prefills with the name of the task assignee you select for the Assign To field, which may differ from the target employee, during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable employee signature fields.
Assign To*

Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee or task assignee to which you want to assign the task. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second drop-down field displays with the names of the employees that match your criteria and you can select the specific employee to which you want to assign the task. You can also click Reset to clear your criteria and perform a new search.
Routing Type*

Drop-down field used to select the employee type that you want to assign as the task reviewer for the task. The option you choose for this field indicates the employee, manager, or system user that is responsible for accepting or rejecting the task via the Tasks for My Review section of the Tasks tab on the Home dashboard once the task assignee you select for the Assignment Type and Assign To fields marks the task as complete. Options for the Routing Type drop-down field include:

  • Employee's Manager - Indicates that you want the managers of the employees you select for the Employees field to accept or reject the task once the task is marked as complete by the task assignee.
  • Specific Employee - Indicates that you want to select a specific employee to accept or reject the task once the task is marked as complete by the task assignee. If you select this value, you can use the Route To fields to select the specific employee.
  • Route to None - Indicates that you want to skip the task review and approval process. If you select this value, the task is closed once the assignee marks the tasks as complete.

The Routing Type option you select impacts prefillable manager signature fields within PDF forms that you attach to tasks during the task completion process. For example, if you configure the task to use a Routing Type of Employee's Manager, the manager signature field prefills with the name of the manager for the target employee during the task completion process. Similarly, if you configure the task to use a Routing Type of Specific Employee, the manager signature field prefills with the name of the employee you select for the Route To field during the task completion process. Contact your system administrator for assistance with configuring PDF forms to include prefillable manager signature fields.
Route To*

Drop-down field and text field used to select search criteria, perform a search for, and then select the specific employee that you want to assign as the task reviewer for the task. Once you select a lookup type option from the initial drop-down field, type lookup criteria in the text field, and then click Get, a second drop-down field displays with the names of the employees that match your criteria and you can select the specific employee you want as the task reviewer for the task. You can also click Reset to clear your criteria and perform a new search.
Upon Completion Notify Reviewer Checkbox used to indicate whether you want to send an e-mail notification to the task reviewer associated with the task once the task assignee marks the task as complete. Under these circumstances, the subject and body content for the automated notification is based on the TaskCompletedEmailBody and TaskCompletedEmailSubject Metadata settings. Contact your system administrator for assistance with configuring the subject and body content for this automated notification.
Done Button used to save your changes and return to the initial pop-up.

* -indicates a required field.

To Assign a Task Template

  1. From the Tasks for My Review section on the Tasks tab of the Home dashboard or the My Employees section of the Manage Employees tab on the Manager dashboard, click the Assign task icon. The Assign Tasks pop-up displays.
  2. Select the task template you want to assign from the Task Template drop-down field. The Individual Task Scheduling list refreshes to display the individual standard tasks associated with the task template.
  3. Click the Add button next to the Employees field. The Adding Employees pop-up displays.
  4. Do one or more of the following to select criteria to locate the employees to which you want to assign the task template in the Employees list:
  5. Click Update Results. The Employees list refreshes to display the employees that match the criteria you selected.
  6. Select the employees to which you want to assign the task template from the Employees list. You can press and hold the CTRL key and click multiple employees or hold the Shift key and then click to select a range of employees. You can also click the Select All checkbox to select all employees in the list.
  7. Click Done. The Assign Tasks pop-up refreshes to display the names of the employees you selected in the Employees field.
  8. Type the due date, in MM/DD/YYYY format, in the Due Date field for the first task in the Individual Task Scheduling list. You can also click the Calendar icon to select the date you want.
  9. Click the Edit Task Assignment icon to modify the current assignment, routing, and finalization settings for the corresponding task via the Edit Task Assignment pop-up as necessary. If you do not need to update the current assignment, routing, or finalization settings, continue to Step 15.
  10. From the Edit Task Assignment pop-up, select the employee type for which you want to assign the task from the Assignment Type drop-down field. If you select the Specific Employee option, select a lookup option from the Assign To drop-down field, type criteria for the employee in the Assign To text field, click Get, and then select the specific employee to which you want to assign the task from the refreshed Assign To drop-down field as necessary.
  11. Select the employee type of the employee you want to assign as the reviewer for the task from the Routing Type drop-down field. If you select the Specific Employee option, select a lookup option from the Route To drop-down field, type criteria for the employee in the Route To text field, click Get, and then select the specific employee that you want to assign to review and then accept or reject the task from the refreshed Route To drop-down field as necessary.
  12. Click the Upon Completion Notify Reviewer checkbox to indicate whether you want to notify the task reviewer once the task assignee marks the task as complete.
  13. Click Done. The Assign Task pop-up refreshes and the Task Assignment section within the Task Scheduling list reflects the changes you made to the assignment, routing, or finalization settings for the task.
  14. Repeat steps 8-13 to update the due date, assignment, routing, or notification settings for other individual tasks in the Task Scheduling list as necessary.
  15. Click Submit.
 

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