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Step 6: Understanding Tasks and Workflows

This article will show how to add a task and demonstrate the difference between tasks, events and task outcomes.

Outstanding Tasks will be displayed on the main Dashboard screen for your attention.

  • You can filter that view by using the available drop down options.

  • From this screen you can click to Find Tasks or Manage Tasks.
  • If you select Manage Tasks
     
    you can further narrow your selection with the resulting filter 
  • You can see which are User generated tasks and which are system tasks available to you by choosing the appropriate Originator filter.

User Generated Tasks:

  • Once created, the below is an example of a User Generated task. 

  • When in a referral record, to add this tasks type to that record click "Add New Task" and create the task.
  • This would then prompt you via the Dashboard to send a Welcome pack to the person.
  • You can find more information by following this step-by-step article: Create a new task (user generated)

System Generated Tasks (also known as Recurring Tasks): 

An example of a System Generated Task is below:

  • An easy way to see if a Task is User or System generated is that the Event Category and Event will be greyed out so you are unable to Edit either.
  • System (recurring) tasks drive the work flow. Scheme Administrators can set system based tasks to Inactive if required and set back to Active at any time.

Onboarding Guidance - Tip for Super Scheme Admins

Tip: Step 6 is usually completed by a Super Scheme Admin during onboarding. This step is relevant, though not limited to, setting up a new scheme as part of a new customer account.

Task Event and Task Outcomes - what is the difference?

Task Events

Task Outcomes

Task Outcomes enable the recording of successful or unsuccessful tasks.

  • To use this function you need to:
  • Select Manage Tasks from Dashboard
  • Click Edit next to the task you want to change
  • Select Enable outcome status under the heading Set outcome status

Click Save.


Substate Tasks

  • Should you have multiple tasks appear against one referral which are very similar, its likely they are using the same trigger/event.
  • We have introduced substates which allow you to filter referrals further than just by their status.
  • Substates are created via assigning tasks and they remain until that task has been marked completed.
  • This means the substate can be carried across multiple statuses.
  • You may want to know how many people have been sent a welcome letter but  have not yet responded.  So in the task list drop down you would have a task which you added to a referral when you have sent the letter so you can set them to Not Participating if they do not respond within a certain time frame. 
  • Now, you can tick the Substate task check box and add in the applicable substate.
  • If the referral task is added to the referral either by the system or by user, the substate appears in the referral underneath the statuses.
  • In List Referrals icon (on Dashboard) you can filter by substate.
  • Choose the appropriate substate you want to filter by, choose whether you want to see substates that are Active (appear in a referral record), Closed (no longer appear in a referral record) or Historic (anyone who had that task assigned in the past, before substates were created) and click Search.
  • Head over to this article to follow our step-by-step Substate guide

Congratulations, almost there! Head over to the final step in ReferAll's Get Started Series:

Step 7: Collecting Data