The Tasks area within Engagement contains every form that has been issued, as well as any upcoming ones that have been scheduled. This gives you an overview of the organisation and helps you to see at a glance which Forms are outstanding and which have been completed.
Task Compliance is organised into five sections: Overdue, Issued, Scheduled, Completed and Ignored.
This article covers:
- How to Find a Form that has been Issued
- How to Manage a Form in the Tasks area
- How to Manage Scheduled Forms from Workflows
- Bulk Actions
- How to Issue a New Form to a Specific Person
How to Find a Form that has been Issued
1. Navigate to Engagement >> Tasks
2. Select the relevant section at the top of the page (Overdue, Issued, Scheduled, Completed, Ignored).
3. Use the Search Bar or Sort the list the locate the Form. You can search by form name, respondent or subject.
How to Manage a Form in the Tasks area
1. Navigate to Engagement >> Tasks
2. Search for the relevant form using the tabs at the top of the panel and the search bar.
3. Click on the three dots on the right-hand side of the relevant form.
4. You will then be able to complete the following actions (please note each tab will allow you to complete some or all of the below actions):
- Fill in Task: You will be able to complete the form on that employee’s behalf. You will be recorded as the submitter.
- View Latest Task Email: View the send date and email content that was received by the employee.
- Resend Latest Task Email: Send the employee a new email notification for a particular form.
- Change Respondent: If you would like to change the respondent of an already issued form.
- Ignore: You can choose to ignore the form on the employee's behalf.
- Delete: You can remove any forms that were issued in error.
How to Manage Scheduled Forms from Workflows
Once a workflow is triggered, any forms that aren't immediately sent out will be "scheduled" and will sit under the Scheduled tab in Engagement >> Tasks.
By clicking on three dots to the right of them, you have the option to:
- Issue Now: Issue the form immediately instead of waiting for the send date.
- Delete: Delete the scheduled form.
- Edit: Edit either the send date, the form respondent, or the email address it will send to.
If the form settings have "Supervisor" set as the respondent type, scheduled forms will also dynamically change their respondent to whoever the current supervisor of the subject is. This is useful if there has been a change in reporting from the time when the form was scheduled, up until it actually gets sent out.
Bulk Actions
You can also perform the resend notification, ignore and delete actions in bulk (please note bulk actions can only be completed for the Overdue, Issued and Upcoming tabs).
1. Navigate to Engagement >> Tasks
2. Tick the checkbox on the left-hand side of the Forms that you would like to perform a bulk action for.
3. Click Bulk Actions and select which action you would like to perform.
How to Issue a New Form to a Specific Person
1. Navigate to Engagement >> Tasks
2. Click Issue New Form
3. Select the appropriate Form Design and click Continue.
4. You will be then be prompted to fill in the following fields:
- Form Design: The Form Design, already selected, to be sent to the employee(s) to complete.
- Subject Person: The person the form relates to and is about.
- Subject's Job: This will default to the current job of the subject person.
- Respondent: The person who is responsible for completing the form, this may be different from the subject person.
- Respondent's Job: This will default to the current job of the respondent.
- Let the subject see the response to this form: The form will be saved in the Feedback area of the employee's profile who completes the form; however, if the subject of the form is different to the respondent but should also be able to view the completed instance checking this box will also save the form in the feedback area on their profile.
5. Click Issue Task to send the form to the chosen respondent.