Use of tasks in RecMan for internal workers.
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A task is used to hand out assignments with a due date to yourself or a colleague. These will appear in specific locations in the solution and notify you when the due date is close.
You can find the tasks in several places of the solution, but the main residing area for your tasks is located at the top bar:
When you go here, you will get an overview of all your own tasks. Tasks have multiple functions and can be automated with RecBot. Tasks are automatically linked to co-workers, companies, candidates or projects, depending on where you create the task in the solution.
On the left side of your screen, you have the possibility to filter your tasks.
- All – see all tasks
- Inbox – see tasks without a due date (handy for keeping track of tasks you know you need to do but have no set plan to do them yet)
- Upcoming – see upcoming tasks
- This week – see tasks planned for the current week
- Today – see today’s tasks
You can also filter by priority, creation date, or due date – sorted ascending or descending. If you have connected companies, projects, and contact persons, you will see filters for the connections on the sidebar as well.
On the right side of the page, you can edit your tasks, set priority (low, medium or high), delegate tasks to your colleagues, and connect tasks with companies, projects, contact persons or candidates.
Task types let you visually tag a task with predefined types. System administrators can define task types with colors.
Tasks and events will have different colors depending on priority.
When a task is close to the deadline, a notification will appear on your home screen. This will increment for every notification.
Where can you find tasks?
- Your home screen (also includes calendar events)
- In the task home (also includes calendar events)
- On the candidate card (also includes calendar events)
- On the project card
- On the company card
- On the company contact person card
Why do they exist in different places?
The short answer is that tasks create a connection. When you have a task on the candidate card, you can see the task when inspecting them, and if you are on your home screen, you can just click on the candidate name on the task to go directly to the candidate.
Depending on where in the solution you create the task, they will have different connections. If you create a task from a company card, your task will automatically connect with that company.
Tasks can have multiple connections simultaneously, including a company, projects, contact persons, and candidates. When you create a task directly from any other place than the task home, a one-to-one connection will be created. A task created on a contact person is somewhat different as it creates connections both to the contact person and the person’s company. You can always go into the task home and edit the task, whether adding or removing connections.
Sharing tasks – Responsible and followers
You are free to share tasks with your co-workers. When sharing your task, your co-worker will be able to see who shared the task with them. To share a task, click on the right-facing arrow when creating it. If you are sharing a task from the task home, you can simply search for their name under the field Responsible. You can add multiple responsible co-workers to one task. You also have the ability to add followers to a task. Followers will be able to see the task and get in-system notifications about activities related to the task.
When your co-worker then receives the task, it will look like this, where the new icon indicates that it is shared, accompanied by the name of who shared it. It will also show up in your messages.
Why do I have these calendar events on my tasks, and what are they?
Calendar events and tasks are connected in the solution and will appear in the overview list on your home screen. Calendar events will be listed in chronological order.
Calendar event on the top (green color indicates that the event is tomorrow) and tasks below (yellow color indicates that the due date for the tasks is today).
How does it work?
In the image below, you can see what a task and a calendar event on a candidate card look like. This appears when you create events directly from RecMan. To find out more about creating events from RecMan, click here.
At the top, there is the calendar event. The time shows the remaining time until your event with the candidate. Beneath the time is the name of the event, followed by the date and time. When hovering your mouse over the icons found below date and time, you will see participants, location and additional information.
At the bottom of the image, you will see a task. This is where all your tasks connected with the candidate will be added. You can create new tasks and calendar events by clicking on the icons on the right.
In the image above, you see a task on the home screen. If you click on the task, it will open in the task home. From there, you will be able to edit, complete or delete the task. If the deadline approaches or has expired, a button will appear that allows you to postpone the task until the next day. The button looks like this:
All the changes you do in the task home will be saved automatically. If the task is completed, press the button Mark as completed. The task will disappear from the list of active tasks within the hour if you have chosen the filter Natural in the Completed filter. The trash can icon will delete the task.
Workflow automation with Task groups and RecBot
With the introduction of RecBot, you have your own robot ready to assist you with creating tasks. System administrators can set up tasks automatically assigned by RecBot to predefined co-workers when specific actions are triggered in RecMan.
You can select from the following triggers:
- When creating a company
- When creating an employee
- When creating a candidate
- When creating a project
- On new applicant
- When creating an offer
Those triggers can then create tasks that are defined in the trigger group. For example, upon creating a new employee in the solution, you want RecBot to automatically create a task for the co-worker responsible for onboarding new employees to follow up with the new employee after 21 days. By setting up task automation, you can build a workflow in RecMan that helps keep organization processes effective and simple to ensure compliance with defined business practices.
In the image above, the trigger is when creating a new project. 3 tasks automatically appear. One of the tasks has been completed, while two remain. Once all tasks are completed, you will see this image telling you that all tasks related to the task group are completed.