Table of Contents
Creating a Task Template
Click on the blue ➕ button in the bottom right of the grid to go to the 'Create Template' screen.
The 'Create Template' screen is split into several sections of settings. Configure each one to match your needs.
When you finish configuring your new task template, click Save in the bottom right of the screen.
The Templates grid will load and you will see your new template has been added to the list.
Configuring Templates
Templates have a variety of settings that can be configured, split into the following different sections:
Template Settings
Applicable To
Assign To
Due Date and Task Documentation
Email Notification Settings
Documents Upload and Destination
Notes
Keep reading below 👇 to learn how to fill in each section.
Template Settings
Here you can choose the Task Type and Task Category via their respective dropdown menus, give the template a Task Name and toggle whether it is Active or not. You can also decide to make it visible only for certain companies in your tenant, by selecting them in the Company in Use field.
Applicable To
This section controls to which employee the task will be applied (i.e. who it will be about). Update the Field and Value. You can add more than one of this particular setting to the same template from the blue ➕ button on the far right of the grey box.
Choose whether to tick:
Either 'Applicable to all employees in your tenant': tick this to make the template available to all employees across all companies of your tenant.
Or 'Applicable to all employees in selected companies': once you select a list of companies in the Templates Settings, this checkbox becomes available.
📋 Note: ticking one of these checkboxes will automatically exclude the other. You can leave both checkboxes unticked.
Assign To
Choose who to assign the task to from the Employee Type dropdown, and whether to Always assign to the applicable employee or not. This will determine who will see the template in the list of Available Templates when creating a task via import.
Employee Types
Choose from the following Employee Types: Manager, Group of Employees, Specific Employee. The other fields in the Assign To section will change accordingly.
Manager
Manager
After selecting 'Manager' in the Employee type dropdown, the field to the right becomes a dropdown named 'Level'. Choose from 1st and 2nd Level Manager.
Group of Employees
Group of Employees
When selecting 'Group of Employees' in the Employee type, the next field becomes a dropdown called 'Group'. Choose from: Occupation, Cost Centre, Department, Section and Unit. The last field changes depending on your choice in the Group dropdown.
After making your Group choice, click on the ✏️ pencil icon in the next field to open the Select value(s) for pop-up. Tick as many values as needed, then click Select.
Specific Employee
Specific Employee
If you choose Specific Employee in 'Employee Type', you need to pick an employee in the next field. Click ✏️ Edit in the Employee(s) field to open the Select specific employee drawer, highlight the required employee, then click Select.
You can also use the Search and Filter tools in the drawer's header to help you find the right employee.
⚠️ Important
Onboarding tasks: An employee can only be assigned tasks when they have an employment date.
Offboarding tasks: You can only create an Offboarding task applicable to an employee when they have a termination date.
Due Date and Task Documentation
You can set the task's Due Date as:
None: the task will have no due date and can never expire.
On employment/termination date: the task will be due on the respective date (employment date for Onboarding tasks, termination date for Offboarding tasks).
Number of Days before/after employment: if you tick the 'Days' checkbox, you will then choose from the before/after dropdown, and enter the number of days in the textbox after 'employment:'.
You can also choose if an 'Upload of a document is required for this task to be completed' or not, by ticking the checkbox.
Email Notification Settings
Configure the information to be sent to the employee assigned the task from here.
You can tick several, all, one, or none of the fields, depending on what information you want to be included in the notification email: Name and surname, Occupation, Department, Section, Unit, Cost Centre, 1st Line Manager, Employment/Termination date.
Documents Upload and Destination
Drag and drop a file into the dotted area, or click to browse your device.
The uploaded file will be visible to the employees assigned to the task generated from the template.
A default destination folder path is shown under the upload area. The path is determined by the previously selected Task Type.
The Change Folder Destination button allows you to change the folder path so that all the uploaded files will be stored in your preferred folder.
Notes
This section has a textbox with various formatting options, letting you add remarks or information about the task that can't be recorded elsewhere in the template.
Ticking the 'Include in email notification' setting below the textbox will make sure the notes are added into the email notification sent to the assigned employee.
Editing a Task Template
Click on the Edit button for the template entry you wish to edit.
In the Edit Task Template screen, update the settings as needed.
When you have finished editing, click Save on the bottom right.
Click Save in the confirmation message.
The screen will return to the Templates grid and notify you that the template was saved successfully.
Deleting a Task Template
Click on the Delete button for the template entry you wish to delete.
Indigo will prompt you with a confirmation pop-up. Press Delete if you're sure you want to delete the task template, or cancel to go back to the Task Template grid.
After clicking Delete, the pop-up will close and return you to the Task Templates grid. You will see the deleted task template no longer show in the list.
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