HR Tasks and Subtasks
HR specialists can assign tasks to employees, for example, in order to fulfill an HR request or conduct a survey by means of an HR form.
Users with special HRM roles will find more information about working with HR tasks and subtasks in the Agent Interface – HR Tasks section.
Employee Task form fields
| Field | Mandatory | Description |
|---|---|---|
| State | N | The field is populated automatically. Possible values:
|
| Category | N | Specify the task category. Typical categories might be titled as Selection and Recruitment, Documentation, Onboarding and Adaptation, Document management, and Corporate Training. |
| Caller | Y | The field is populated automatically with the name of the current user. |
| Subject | Y | Specify the task subject. |
| Description | N | Specify the task description. |
| Assignment group | Y/N | Specify a group to be responsible for the task. The field is not mandatory if the Assigned user field is populated. |
| Assigned user | Y/N | Specify an employee to be responsible for the task. The field is not mandatory if the Assignment group field is populated. |
| Approval required | N | Select the checkbox if the task needs to be checked. The field is available for editing while the task is in the Draft, New, or Assigned state. |
| Approvers | Y/N | Specify approvers. The field is displayed and mandatory if the Approval required checkbox is selected. |
| Attachment required | N | Select the checkbox if the assignee must attach a file to complete the task. The field is available for editing while the task is in the Draft, New, or Assigned state. |
| Results report | Y/N | The field stores information about the task results provided to the approver. The field is mandatory to move the task to the Pending approval or Completed state. The field is read-only on the forms of tasks in the Pending approval and Completed states. |
| Discussion | N | Leave a comment with additional information about the task. |
HR task control
On the portal, you can control a task with buttons if it is in the Assigned state.
To control a task, open the required record on the portal. To do this, in the header of the portal, go to Activities → Tasks by HR → Tasks.
A task's portal page consists of the following widgets:
- Activity Feed – use it to share any information about the task and its subtasks by exchanging messages, notifications of which are sent to the task caller and the task assignee,
- Result – contains a report on the task results,
- Task info – contains basic information and task control buttons.
| UI action | Description |
|---|---|
| Start work | Click to start working on the task. The task state changes to In progress. The button is displayed in the Task info widget on the pages of tasks in the Assigned state. |
| Complete | Click to complete the task. The task state changes to Completed if its related subtasks are in the Completed or Canceled state. The button is displayed on the pages of tasks in the In progress state. |
| Send for approval | Click to send a task ready to be reviewed for approval. The task state changes to Pending approval if its related subtasks are in the Completed or Canceled state. The button is displayed in the Task info widget on the pages of tasks in the In progress state. |
| Reject | Click to reject the reviewed work. In the modal window that opens, fill in the required fields and click Reject. The task state changes to Rejected. The Task info widget becomes read-only. The button is displayed to approvers on the pages of tasks in the Pending approval state. |
| Approve | Click to approve the reviewed work. In the modal window that opens, fill in the required fields and click Approve. The task state changes to Completed, the Activity Feed widget becomes read-only. The button is displayed to approvers on the pages of tasks in the Pending approval state. |
HRM subtasks
HRM Subtask form fields
| Field | Mandatory | Description |
|---|---|---|
| State | N | The field is completed automatically. Possible values:
|
| Subject | Y | Specify the subtask subject. |
| Description | N | Specify the subtask description. |
| Assign to | Y | Specify who you want to be responsible for the subtask. Available options:
|
| Assigned user | Y/N | Specify an employee to be responsible for the subtask. The field is not mandatory if the Assignment group or Assigned selection field is populated. |
| Assignment group | Y/N | Specify a group to be responsible for the subtask after creating the record. The field is not mandatory if the Assigned user or Assigned selection field is populated. |
| Assigned selection | Y/N | Specify a selection of employees to be responsible for the subtask after creating the record. Every employee on the selection will get a separate subtask. The field is not mandatory if the Assigned user or Assignment group field is populated. |
| Deadline | N | Specify the date no later than which the subtask must be completed. |
| Approval required | N | Select the checkbox if the work to be completed requires approval. The field is available for editing while the subtask is in the Draft or New state. |
| Approver type | Y/N | Select the type of approver. The field is displayed and mandatory if the Approval required checkbox is selected. Available options:
|
| Attachment required | N | Select the checkbox if the assignee must attach a file to complete the task. |
| Results report | Y/N | The field contains information on the subtask completion results provided to the approver. The field is mandatory to change the subtask state to Pending approval or Completed. The field is read-only on the forms of tasks in the Pending approval or Completed state. |
HR subtask control
Control a subtask with buttons.
To control a subtask, open the required record on the portal. To do this, in the header of the portal, go to Activities → Tasks by HR → Subtasks.
A subtask's portal page consists of the following widgets:
- Activity Feed – use it to share any information about the subtask by exchanging messages, notifications of which are sent to the callers and assignees of the subtask and its parent task,
- Result – contains a report on the subtask results,
- Subtask info – contains basic information and subtask control buttons and allows you to view the parent task and the profile of the approver.
| UI action | Description |
|---|---|
| Start work | Click to start working on the subtask. The subtask state changes to In progress. The button is displayed to the assignee on the pages of subtasks in the New state. |
| Send for approval | Click to send a subtask ready to be reviewed for approval. In the modal window that opens, fill in the mandatory fields, attach a file if required, and click Send. The subtask state changes to Pending approval, the Subtask info widget becomes read-only. The button is displayed on the pages of subtasks in the In progress state. |
| Complete | Click to complete the subtask. The subtask state changes to Completed. The button is displayed on the pages of subtasks in the In progress state that do not require approval. |
| Reject | Click to reject the reviewed work. In the modal window that open, fill in the required fields and click Reject. The subtask state changes to Rejected, the Subtask info widget becomes read-only. The button is displayed to approvers on the pages of subtasks in the Pending approval state. |
| Approve | Click to accept the reviewed work. In the modal window that opens, fill in the required fields and click Approve. The subtask state changes to Completed, all subtask widgets become read-only. The parent task page displays the new subtask state and the Result button. Click the Result button to view a report on the subtask. The Approve button is displayed to approvers on the pages of subtasks in the Pending approval state. |