Tasks and Task Groups

This article explains the process of adding Tasks and Task groups to your workflows. These are the containers for questions which users complete whilst following a workflow. In order to manage tasks and questions, you'll need the relevant permission - explained in this article: Managing Workflows - Permissions

TABLE OF CONTENTS

• Creating New Tasks
• Creating Task Groups
• Adding to Task Groups
• Related Articles

Creating New Tasks

Tasks are used to capture information on the system. They hold the questions which users answer, and form the foundation of other features such as pre-populating templates with information. Follow the below steps to add a task to the system. 

Note: You can follow the below instructions to add a task to any task group, but in this example we show how to add tasks to the "Unattached" group - these are tasks not included in any groups.

1. Click Settings
2. Click Tasks (You may need to select a specific workflow area e.g. Tenancies)
3. Click <Unattached tasks> (bottom of the Task Groups list)
   
   

Once you've accessed the <Unattached Tasks> group of the relevant system, its time to add a new task. Proceed with the following steps:

1. Click the "Add" button next to the "Task Types" menu
2. Click "Add New" - this opens a new configuration panel at the bottom of the page. You may need to scroll down
3. Fill in the details of your new task
4. Click Save

Description: this is the name of your task as it appears in the workflow
Notes: You can use notes to add contextual detail as to what this task is for, expectations of users etc. 
Days to Complete: This is how many business days users will have to complete the task when it's added to the workflow.
Task Owner: If you would like this Task to automatically assign to a specific person, select that user from the dropdown. Otherwise leave it blank to assign the task to the case owner. 
Sequence: This is where the task will appear in the workflow in relation to other tasks. We recommend leaving a gap between tasks in case you'd like to add more in the future.
Editable: This enables you to edit the task in the future. 
Can Create Once Off: This enables users to add this task to client records on an ad-hoc basis (i.e. manually)
All Partners: If you are working on a scheme with multiple partners, selecting Yes to this option will share the task with other partners. Be cautious of affecting other partner's workflows.
Repeatable: By default, tasks can only be created once against a record - unless you select yes to this option. More details provided in this article.
AutoComplete: This setting will cause the task to automatically complete when all mandatory questions are answered. 
Options / SQL: These are advanced options used by developers.

Well done, you've created your first task!

If you'd like to skip ahead to learning about adding Questions to your new task - go to this article: Adding Questions to Tasks

Creating Task Groups

Tasks can be grouped together, which enables these groups of tasks to be added to workflows together simultaneously - whether that is via the ad-hoc function or by using Completion Rules. Follow the below steps:

1. Click "Add" on the Task Groups menu
2. Give your new group a name
3. Save

Adding to Task Groups

Once you've created your group, you can add new tasks into the group or you can add existing tasks in. This is useful where you might want a certain task to appear under varying scenarios. Follow the below steps:

1. Select the task group you'd like to edit
2. Click "Add" in the "Task Types" menu
3. Choose Add New or Add Existing dependent on your requirement. Follow the instructions earlier in this article for adding new tasks

Note: When adding an existing task to a group, you create another scenario in which that task can appear. This is useful where you have multiple scenarios where you want a specific task to appear, but there might be other tasks in each group that only appear for their respective scenarios.

Related Articles

Managing Workflows - Permissions

Adding Questions to Tasks

Advanced Task and Question Configuration