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| <font size="+2"><i>Currently in development</i></font> | | <font size="+2"><i>Currently in development</i></font> |
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| | | Tasks are used to schedule yourself in reminders to complete a Task in the future, such as: |
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| Task Templates are used to schedule yourself in reminders to complete a Task in the future, such as:
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| * Obtaining copies of updated licenses and certificates. | | * Obtaining copies of updated licenses and certificates. |
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| Task Templates can be created as a once off instance, a recurring task and has the ability to be escalated if not actioned.
| | Tasks can be created as a once off instance, a recurring task and has the ability to be escalated if not actioned. |
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| When assigning to a staff member, email address or escalation point, your tasks will be sent as an email with the ability to mark them as complete. | | When assigning to a staff member, email address or escalation point, your tasks will be sent as an email with the ability to mark them as complete. |
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| In this article we'll be going through: | | In this article we'll be going through: |
| * Elements task template creation
| | * How to create a task |
| * Workflow of setting up a task template
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| * How to create a task (with/without template) | |
| * How to action a task when due | | * How to action a task when due |
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| If you're experiencing difficulties following these steps or have any additional questions, please don't hesitate to '''<b>[https://wageloch.com.au/contact Helpdesk]</b>''' | | If you're experiencing difficulties following these steps or have any additional questions, please don't hesitate to '''<b>[https://wageloch.com.au/contact Helpdesk]</b>''' |
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| =Task Elements=
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| When setting up a Task Template or creating a task as a once-off occurrence, the fields in the form are near identical - keep a close eye on what you're doing!
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| The main difference is when using a template to create a task information will be pre-filled based on the Task Template, whereas creating a once-off Task will require you to fill each field out.
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| Below we'll be discussing each element of the task form and its behavior.
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| ===Task Templates===
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| {|
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| |style="width: 40%"|[[File:Tasks-details-aspects.png|500px]]
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| |style="width: 60%"|
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| <b> 1. Task Name:</b> Give your task template an easily identifiable name.
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| <br><br>
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| <b> 2. Description:</b> Provide a brief description of what is required of this task. This is important so whomever the task will be allocated to understands the requirements.
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| <br><Br>
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| <b> 3. Task Due:</b> Select a default due date for days/months after the Task is created. When creating a Task from this template, it will automate the due date according to your selection rather than specifying an actual date.
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| <br><br>
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| <b> 4. Assign To:</b> You can choose who to assign this to, whether or not they are a Wageloch user or Staff member - it only requires a name and email address. This will provide the ability to Complete assigned tasks.
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| <br><br>
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| <b> 5. Send Notification:</b> Choose when to send the first notification of a new task to be actioned.
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| <br><br>
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| <b> 6. Reminders:</b> Send notifications every __ days before the due date and after the task is created, and send reminder notifications every __ days when overdue.
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| |}
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| ===Escalation===
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| {|
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| |style="width: 40%"|[[File:Task-escalation.png|500px]]
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| |style="width: 60%"|
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| <b>Enable Escalation:</b> Choose if you would like to escalate the task.
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| <b>Escalate Before Due Date:</b> If the task has not been marked complete within ___ days of due date, it will notify the <b>Escalate To</b> contact.
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| <b>Escalate To:</b> Select the recipient of the escalation; this can be a Wageloch user, staff member or someone external to the system. Enter/select the name of the escalation point and their email address (only required if non-staff member)
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| |}
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| ===Recurring===
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| {|
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| |style="width: 40%"|[[File:Task-recurring.png|500px]]
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| |style="width: 60%"|
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| <b>Set as recurring:</b> Would you like to set this task to repeat on a regular basis?
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| <br><br>
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| <b>Recur Every:</b> Select how often you would like the task to recur; Daily, weekly, fortnightly, monthly, annually, Nth_X_of_month (set day each month).
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| <br><br>
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| <b>Set Repeat:</b> You can then pick when the repeat occurs based on your selection; Weekly or Fortnightly on a specific day, Monthly or Annually on a specific date, Nth_X_of_month to specify the 3rd Monday of every month for example.
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| |}
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| =Create Task Template=
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| Now that we've learned about the different fields available in a Task Template, let's create our first template!
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| <b>Example:</b>
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| * We need to set a task up for our store manager Amy Adams
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| * Amy needs to conduct annual reviews for staff members with surnames beginning with letters A through to E.
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| * We want to give Amy enough notice of the due date of this task.
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| * If Amy doesn't mark this task as complete, we need to escalate to the retail manager Jim Bob.
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| * Our task will repeat each year on the 3rd of February.
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| <Br>
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| <br>
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| Following the layout of the template fields, we can easily build our template based on the example information provided.
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| <br>
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| <br>
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| {|
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| |style="width: 40%"|[[File:Create-task-template.png|500px]]
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| |style="width: 60%"|
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| <b> 1. Task Name:</b> We've called our task template <b>Annual Staff Reviews</b>. This name is clear and obvious to anyone who sees this task.
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| <br><br>
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| <b> 2. Description:</b> We have briefly described the action; <i>anyone with a surname that begins with the letters A, B, C, D, E</i> will require an annual review.
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| <br><Br>
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| <b> 3. Task Due:</b> Our due date will be set <b>2 months</b> after we create the task using this template. If I create the task today (7th September), the due date will automatically set for 2 months from now (2nd November).
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| <b> 4. Assign To:</b> Amy is a store manager who has rosters and timesheets created in Wageloch, as such she is a <i>staff member</i>. When <b>Staff Member</b> is selected, we can pick who to assign the task to from the existing Wageloch staff list.
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| <br><br>
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| <b> 5. Send Notification:</b> When the task is created (7th September) Amy will receive her first task notification tomorrow (8th September).
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| <br><br>
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| <b> 6. Reminders:</b> We're going to send Amy reminder notifications every 5 days leading up to the due date if she's not marked the task as complete; when the task is overdue she'll be reminded daily to complete the task.
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| |}
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| <br>
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| <br>
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| {|
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| |style="width: 40%"|[[File:Task-escalation-enabled.png|500px]]
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| |style="width: 60%"|
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| <b>Enable Escalation:</b> We've enabled our Annual Reviews task to escalate if Amy has not marked the task complete.
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| <b>Escalate Before Due Date:</b> If Amy hasn't marked the task as complete 7 days before the due date, our escalation notification will be sent to our Escalate To contact.
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| <b>Escalate To:</b> Our retail manager Jim Bob has been nominated as our escalation point. Jim Bob is not a staff member in Wageloch, so we're entering his details manually.
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| |}
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| <br>
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| <br>
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| {|
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| |style="width: 40%"|[[File:New-task-recurring.png|500px]]
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| |style="width: 60%"|
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| :<b>Set as recurring:</b> We've enabled this template as a recurring task.
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| :<b> Recur Every:</b> This task will recur annually.
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| :<b> Set Repeat:</b> The task will appear on February 3rd each year and commence sending notifications.
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| |}
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| =Create New Task= | | =Create New Task= |
| Creating a task is pretty straight forward, we just need to determine if we're going to use an existing Task Template, or create this as a once off task. | | Creating a task is pretty straight forward, we just need to determine if we're going to create this as a once off task, if we need to escalate or would like to set it to have an ongoing occurrence. |
| <br> | | <br> |
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| Below we'll learn how to create a task through both methods - you'll likely notice they're fairly similar. | | Below we'll learn how to create a task with an escalation point and set it to recur. |
| <br><br> | | <br><br> |
| [[File:Task-icon.png]] | | [[File:Task-icon.png]] |
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| [[File:Task-homescreen.png|1000px]] | | [[File:Task-homescreen.png|1000px]] |
| <Br><br> | | <Br><br> |
| ===From Task Template===
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| * Click New Task +
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| * When your New Task window appears, click Create Task from Template.
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| * Select the name of your template: Annual Staff Review.
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| * You'll notice this will pre-fill some information based on the template we created.
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| <br><br>
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| [[File:Create-task-new-temp.png|425px]] [[File:New-task-escalation.png|425px]] [[File:New-task-recurring.png|412px]]
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| <br><br>
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| <b>Task Details</b>
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| <Br>
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| * <b>Due Date:</b> We can now opt to set a new due date or leave the existing one as is, as our template was set for 2 months from task creation date..
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| * <b>Assign To:</b> As per the template, Amy is selected to receive notifications about these annual reviews. We can change this if need be.
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| * <b>Notify On:</b> Set your desired start for Amy to start receiving notifications.
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| * <b>Notify Every:</b> 5 days when not marked as complete, and 1 day if task is overdue.
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| <br>
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| <br>
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| <b>Escalation</b>
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| <br>
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| As per our template, we have escalation enabled which will notify our retail manager Jim Bob 7 days before the due date.
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| We can edit this if the escalation point has changed.
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| <br>
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| <br>
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| <b>Recurring</b>
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| <Br>
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| Our template has pre-filled this area to confirm this is recurring annually on the 3rd of February - again we can edit this if needed.
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| <br><br>
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| * Once you've checked all the information in your task, click the Tick in the bottom right corner to create your task.
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| * This will now send an email to your Assign To contact to advise they have a task to complete.
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| ===Once Off Creation=== | | ===Once Off Creation=== |
