How to create a task
Who can create tasks
Any user for whom task creation is available can create a task. This option is configured by the System Administrator in the Departments tab of the Administration section. Select a department and activate the Can create tasks option. You can also specify which departments the selected department will be able to assign tasks to. Click Save changes when you are done.
By default, a task can only be assigned to a user with a level lower than the level of a task author.
| Task author | Can assign tasks to users of the following levels |
| Administrator | Company, Division, Region, Store, User |
| Company | Division, Region, Store, User |
| Division | Region, Store, User |
| Region | Store, User |
| Store | User |
| User |
To let any user assign a task to users of any level, go to the Objectives tab in the Settings / Parameters section and select No in the Objectives can only be assigned to subordinates, then press Save. Only the system administrator can change this option.
How to create a task
To create a new task, go to the Tasks section, open the Task List tab and click Add Task.
1. Fill in the general information for the task
In the panel that opens on the right, fill in the following fields:
2. Choose an executor
2.1. User
When a user is selected as the Executor, all users available for this task will be displayed. In this case, limit the range of available users, if needed by specifying a specific department or by selecting a specific user level. Users can also be found by name, e-mail, position, or object (store name).
Choose all users of the specified level or department if needed by selecting the Available users box as well as specific users. All selected users will be indicated in the below field.
2.2. Store
If the executor is selected from the Store tab, all organizational units will be visible where executors are available. By default, the Store Managers department is selected, and the range of available executors can be expanded by adding other departments. Executors can also be found by name, e-mail, position, or object (store name).
It is possible to select all objects of a region or a division as well as specific objects. If an executor is assigned to several stores, they shall be displayed in each store.
2.3. Region
If an executor is selected from the Region tab, all organizational units will be visible where executors of appropriate level are available. By default, all departments are selected, and the number of available executors can be limited by excluding departments that are irrelevant for this task. Executors can also be found by name, e-mail, position, or object (region name) in the search bar.
2.4. Division
If an executor is selected from the Division tab, all organizational units will be visible where executors of appropriate level are available. By default, all departments are selected, and the number of available executors can be limited by excluding departments that are irrelevant for this task. Executors can also be found by name, e-mail, position, or object (division name) using the search line.
2.5. Company
If an executor is selected from the Company tab, all available users at this level will be displayed. By default, all departments are selected, and the number of available executors can be limited by excluding departments that are irrelevant for this task. Executors can also be found by name, e-mail, or position.
The list of selected executors is displayed at the bottom of the list regardless of the method of selection. A number next to the executor's name indicates the number of objects assigned to this user. The selected executor can be excluded by clicking on the cross.
Selection of task executor is possible only in one tab, i.e. a user cannot be selected in the Store tab and then in the Division tab. To do this, another task should be created.
3. Choose observers
Select an observer in several ways:
- Manager of executors (the system will show all available executor managers. One or more managers can be chosen as an observer).
- By user level (choose one or more users of the specified level as an observer).
- By department (choose one or more users of the specified department as an observer).
Search by name, e-mail, position, or object.
Combine filters to select the optimal observer for the task.
The choice of an observer is not mandatory.
4. Choose extra options
- Set deadlines to remind about completing the task.
- Make it mandatory for an executor to add a comment to the task, else finish the task will not finish.
- Make it mandatory for an executor to attach the minimum required attachments to the task to finish the task.
- Prohibit attaching photos from the gallery, thus excluding irrelevant photos when checking.
- Make task confirmation obligatory. After the executor has fulfilled all conditions of the task, the result must be confirmed by the author or the observer. Only after that, the task will be completed.
5. Configure notification settings
The task author can set notification parameters for all participants of the process. To do this, activate the corresponding icons for the user:
For push notification;
For email notification.
Click Create. The task will be created and available to the executor.
Scenarios of use
| Tab | When it's more convenient to use |
| User |
|
| Store |
|
| Region |
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| Division |
|
| Company | 1. If the executor should only be a user with the Company level. |