_Release 2.45
Extended task management
Task management is a very important part of your business, ensuring all actions are carried out in a timely and orderly manner. Task management in PeopleXS is closely interlinked with the workflow and has now been extended with new options:
- Task reservations prevent other users picking up tasks you want to own and help to distribute and track tasks to individual users
- Manage tasks outside the control of the workflow
- More options for sending and receiving status notifications by e-mail
- Edit task history
- Mark tasks as private
- More options to manage status and priority
Most of these new options will first come available after they have been activated by your PeopleXS administrator in the menu "Workflow/setup".
Task reservations
With task reservations you can ensure that no other users pick up tasks that you (want to) own. New report options will become available with task reservations, allowing you to view only your own tasks, tasks without reservations, etc. Task reservations will improve the insight in who is doing what.
Task reservations can work as a distribution mechanism for new tasks allowing users to browse through the "Tasks without reservation" report and pick-up tasks.
Task owners and users with recruitment manager permissions can cancel task reservations.
(Private) tasks outside workflow control
Create your own task not linked to the workflow. This will allow you to store quick notes like "call back" actions, without the side-effect that these actions are cluttering or interfering with the overall workflow process.
Tasks that are initiated outside workflow control can be linked to a candidate, a contact, etc, and show in your "My tasks" report. Furthermore you can mark these tasks as private, allowing only yourself to view and edit these tasks.
Status notifications
More options have become available to fine tune send and/or receive e-mail notifications. Company wide settings can be made forcing the sending of e-mail notification either never, always, or left to the decision of the task owner. Another set of settings can override these settings in special cases for example when new candidates arrive through a form on your web site, switching the sending of notifications in this case to "Always" in stead of "Never" (if this was your overall setting).
It can be managed which users on a location should receive e-mail notifications. This can be set per combination of user and location. This will allow you to authorize multiple users to a location (so they can view and manage tasks) but exclude them from receiving e-mail notifications.
Finally, a deep link can be included in the e-mail notification that links to the candidate, lead, or other object in PeopleXS, together with the option to let the sender of the notification include some comment text in the e-mail.
Edit task history
It is now possible to edit task history, you can even delete tasks that are not under workflow control.
Manage status and priority
The status and priority of each individual task can now also be managed. You can use these fields as a filter on your task report, like making a report with only tasks that have priority "High", etc.
More
Other improvements are:
- Calendar function to set the due date
- Keep the workflow open, even when a end-status is reached, until the task is also completed
- Alert on open tasks when archiving or deleting a candidate, a contact, etc.
- Initiate a task on a status/location in a whole new workflow
FAQ:
Q: The options are not available
A: Ask your company's PeopleXS administrator to activate the new options you would like to use.
Q: Why do I need an extra status field? The workflow already indicates the status?
A: The workflow indicates the status an application, a contact, etc. has in the overall process. The task status can be used to manage the status of each individual task within this process.
Q: Why does the workflow remain open when I have moved it to an end-status?
A: This will allow you to do some last activities, like the final paper-work surrounding a hire, etc. Having the workflow open will still remind you of these activities to be done. When you want to close the workflow anyway you can use the checkbox "Workflow completed" at the moment you complete the last task or just pick up the task that has remained open and set it to completed.
Q: The "delete" button sometimes disappears
A: You can only delete tasks that are initiated outside workflow control. Tasks that are controlled by the workflow cannot be deleted and therefore the option is not shown.
.