Tasks

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Task Templates are used to schedule yourself in reminders to complete a Task in the future, such as:

  • Obtaining copies of updated licenses and certificates.
  • Completing employee reviews
  • Checking FairWork for award or pay updates

Task Templates can be created as a once off instance, a recurring task and has the ability to be escalated if not actioned.

In this article we'll be going through:

  • Elements task template creation
  • Workflow of setting up a task template
  • How to create a task (with/without template)
  • How to action a task when due


If you're experiencing difficulties following these steps or have any additional questions, please don't hesitate to Helpdesk

Task Elements

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!

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.

Below we'll be discussing each element of the task form and its behavior.

Task Templates

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1. Task Name: Give your task template an easily identifiable name.

2. Description: 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.

3. Task Due: 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.

4. Assign To: 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.

5. Send Notification: Choose when to send the first notification of a new task to be actioned.

6. Reminders: Send notifications every __ days before the due date and after the task is created, and send reminder notifications every __ days when overdue.

Escalation

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Enable Escalation: Choose if you would like to escalate the task.

Escalate Before Due Date: If the task has not been marked complete within ___ days of due date, it will notify the Escalate To contact.

Escalate To: 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)

Recurring

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Set as recurring: Would you like to set this task to repeat on a regular basis?

Recur Every: Select how often you would like the task to recur; Daily, weekly, fortnightly, monthly, annually, Nth_X_of_month (set day each month).

Set Repeat: 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.

Create Task Template

Now that we've learned about the different fields available in a Task Template, let's create our first template!

Example:

  • We need to set a task up for our store manager Amy Adams
  • Amy needs to conduct annual reviews for staff members with surnames beginning with letters A through to E.
  • We want to give Amy enough notice of the due date of this task.
  • If Amy doesn't mark this task as complete, we need to escalate to the retail manager Jim Bob.
  • Our task will repeat each year on the 3rd of February.



Following the layout of the template fields, we can easily build our template based on the example information provided.

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1. Task Name: We've called our task template Annual Staff Reviews. This name is clear and obvious to anyone who sees this task.

2. Description: We have briefly described the action; anyone with a surname that begins with the letters A, B, C, D, E will require an annual review.

3. Task Due: Our due date will be set 2 months 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).

4. Assign To: Amy is a store manager who has rosters and timesheets created in Wageloch, as such she is a staff member. When Staff Member is selected, we can pick who to assign the task to from the existing Wageloch staff list.

5. Send Notification: When the task is created (7th September) Amy will receive her first task notification tomorrow (8th September).

6. Reminders: 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.



Task-escalation-enabled.png

Enable Escalation: We've enabled our Annual Reviews task to escalate if Amy has not marked the task complete.

Escalate Before Due Date: 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.

Escalate To: 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.



Tasks-details-aspects.png

Set as recurring: We've enabled this template as a recurring task.

Recur Every: This task will recur annually.

Set Repeat: The task will appear on February 3rd each year and commence sending notifications.

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.

Below we'll learn how to create a task through both methods - you'll likely notice they're fairly similar.

Task-icon.png

  • Click on the Task icon in the top right corner.
  • In the Tasks screen you'll see:
    • Any Incomplete tasks waiting to be actioned, indicated by the Incomplete drop menu in the top right.
    • A Search bar to look for a particular task.
    • A drop menu filter to see tasks that are Incomplete, Complete or All.
      • TIP: Feel free to change between List and Grid view to change the layout of the Tasks screen.


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From Task Template

  • Click New Task +
  • When your New Task window appears, click Create Task from Template.
  • Select the name of your template: Annual Staff Review.
  • You'll notice this will pre-fill some information based on the template we created.



Create-task-new-temp.png New-task-escalation.png New-task-recurring.png

Task Details

  • Due Date: 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..
  • Assign To: As per the template, Amy is selected to receive notifications about these annual reviews. We can change this if need be.
  • Notify On: Set your desired start for Amy to start receiving notifications.
  • Notify Every: 5 days when not marked as complete, and 1 day if task is overdue.



Escalation
As per our template, we have escalation enabled which will notify our retail manager Jim Bob 7 days before the due date. We can edit this if the escalation point has changed.

Recurring
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.





Once Off Creation

Actioning Tasks