What is the Task Management System?
The Task Management feature helps companies organise and automate tasks, such as engagement and/or termination processes that are routinely assigned to employees.
You can find this feature under HR > Main > Task Management.
There is also a widget in the Employee Portal called My Tasks, from which ordinary employees can view their pending and overdue tasks. When either of the counters is at 1 or more, the user can click on the counter to go to My Tasks in Task Management and view any tasks assigned to them.
Accessing Task Management
The view of My Tasks is available to everyone, but can only be accessed via the Dashboard widget, or through an email notification received by an employee when a task is assigned to them.
Accessing and editing other parts of Task Management requires particular permissions. See the table below for the full list.
Permission | Access Given | Notes |
FoundationTenant_TaskRequest | User can assign tasks | Default for admin users; recommended for team leaders and managers. |
FoundationTenant_TaskTemplate | User can create task templates | Default for admin users. |
FoundationTenant_TaskSetting | User can access and edit settings in Setup. | Default for admin users. |
FoundationTenant_TaskCategory | User can access and edit support files in Setup. | Default for admin users. |
Sections
There are five sections in the Task Management feature: My Tasks, All Tasks, All Employees, Templates and Setup.
My Tasks
The first section of Task Management, My Tasks, shows a grid containing all the tasks assigned to the user, along with the main details available for each task. Each task can be accessed by clicking on the arrow on the far right of the task's entry.
All Tasks
The All Tasks section shows all the tasks created across the tenant, using the same grid as in My Tasks.
Users need to have the permission FoundationTenant_TaskRequest enabled to be able to access All Tasks.
All Employees
All Employees shows a grid listing all the employees in the tenant. The user can create tasks that apply to a particular employee by clicking on the arrow on the far right of the employee's entry to open the Task Creation drawer, and then creating a task from there.
This section is visible to users with the permission FoundationTenant_TaskRequest.
Templates
The Templates section allows admins to create task templates that can be used again and again. Creating Task Templates saves time when having to create the same task for multiple employees, either at the same or different times.
Once a task template has been created and saved, it can be loaded in the Task Creation drawer as needed.
The permission FoundationTenant_TaskRequest is needed to be able to access Templates, but creating task templates is limited to those users with the permission FoundationTenant_TaskTemplate.
Setup
The Setup section contains the Categories support files used in the Task Management feature, and will be home to any support files created or added to the feature.
There are two permissions for the Setup section: FoundationTenant_TaskSetting allows users to access and edit any settings within the Setup section, and FoundationTenant_TaskCategory gives access and editing rights to support files in Setup.
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