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Speaking of Viewing Tasks in Pool...

The Tasks in Pool option shows all tasks under the responsibility of a group of users. The numbers displayed on the top of the window are related to the selected pool, that is, all the tasks that are pending for this pool and not just for the authenticated user or the one that is being substituted.

Tasks in Pool allow distributing an activity’s tasks to a group of users, rather than a specific individual, in which case the entire group becomes responsible for such tasks until some of the users assume their execution. From that moment on, the task is no longer assigned to the group, but rather solely to the user who assumed it.

In this tab, you can also assign multiple tasks for a single user by using the feature Assume bulk tasks, where multiple tasks become the responsibility of the user to whom they have been assigned.



Viewing Tasks in Pool

01. From the main menu, click Task Central.

02. Click on the Tasks tab in Pool: Group or Tasks in Pool: Role, according to the information you would like to view.

A task is considered to be in pool when the request is located in an activity with one of the following pool assignment mechanisms: assignment for a group or assignment for a role.

03. Select the group or role - in accordance with the selected tab - of which you want to view the tasks.

04. Whenever a task is assigned to a pool, it is shown to all users in that group or role. Tasks currently lack a user responsible for its execution. The task will only be assigned an effective executer after the user selects the Tasks in pool option and assumes the respective task. Black tasks do not have a deadline or are not delayed. Red tasks have exceeded their established execution deadline.


Search task

01. In the tab Tasks in pool: Group or Tasks in pool: Role, press the settings icon (gear) located on the right corner of the search field that is just below the task totals.

02. Select one of the available options to search tasks.

Available options:

  • All fields: when selected, it specifies that the search will be performed by the content of any request field but only among the tasks on the current page;
  • Request: when selected, it specifies that the search will be performed by the number of the request, considering all the pending tasks for the pool;
  • Identifier: when selected, it specifies that the search will be performed by the identifier of the request, considering all the pending tasks for the pool.

03. Enter the value by which the search will be performed, according to the selected option.

04. Press the task search icon (magnifying glass).

05. View the task found.



View Information

01. Select the Process Details tab to view task details.

This tab shows general information and details such as location, individual in charge and deadline of a task, in addition to the Assume Task button, which assigns a task’s responsibility to the respective user.

02. Select the Annotations tab to view the annotations.

The Annotations tab shows a history of annotations with time spent on this request. This tab will only be available if the process has some activity that requires annotations.

03. Select the History tab to view the history.

The History tab shows a history divided by the request movement sequences is displayed, with information such as activity, person responsible, date and observations of movements. By standard, only the last movement displays its details. To display the details of another movement, just click it. It is also possible to display the details of all movements by clicking the Display All option.

04. Select the Attachments tab to view the attachments.

The Attachments tab shows all attachments included in the request. When clicking on one of the attachments, it will be opened if the user has due permission.

05. Select the Form tab to view the main form.

The Form tab shows the request form, which displays all data completed upon request. This tab will only be available if the process has any linked form configured. 

06. Select the Process tab to view the process flow.

The Processes tab shows the process flow chart, facilitating identification of current activity and verification of potential progress and regress flows. 



Assume Task

01. Select the Process Details tab to become the task’s executor.

Tasks currently lack a user responsible for its execution. The task will only be assigned an effective executer after the user selects the Tasks in Pool option and assumes the respective task. 

02. Click on Assume Task.



 Assume bulk tasks

01. Select the tasks you wish to assume.

02. Click on Assume in bulk.

This feature allows users to assume more than one task at the same time. The user then becomes responsible for the assumed tasks.

03. In the window that opens, view information for the assumed tasks, such as: the amount of tasks assumed, whether or not they were assumed successfully or if one or more tasks have been assumed by another user.



Attention!

This documentation is valid from update 1.5.10 on. If you use an earlier version, it may contain information different from what you see in your platform.