Task Workflow

What is a task workflow?
The task workflow is an internal organizational tool within a company, designed for managing administrative and operational activities. Unlike a work flow, which focuses on managing orders or projects directly associated with customers, the task workflow targets those activities that are not necessarily linked to a specific order. These tasks include internal activities and operations essential for the daily functioning of the organization.

Creating a new task workflow
To set up a new task workflow, navigate to the Settings section and select Task Workflow.
This is where we will establish the operating rules for that specific workflow.

Click on New Task Workflow. You have the option to use a predefined template or create a custom workflow adapted to the team's needs.
Select a name for the workflow and then enable or disable the desired options:

• Estimated Time – allows setting an estimated duration for completing the task.
• Reminder – adds a reminder on a set date.
• Deadline – allows setting a final date for task completion.
• Progress Bar – displays task progress as a visual bar, updated manually.
• Comments – allows adding comments to the task.
• Files – allows uploading and attaching relevant files.
• Public/Private – if the workflow is set to Public, it will be visible to all users in the team.
  If you disable this option, the workflow becomes Private. In this case, an additional field will appear where you can select the employees who will have access to that workflow. This functionality allows for restricted sharing, ensuring that only selected members can view and interact with tasks in the private workflow.

Task sorting method in the workflow
You can choose the Sorting method for tasks in the workflow based on the following criteria: Creation Date, Deadline, or Priority, in ascending or descending order. This option helps you organize tasks according to the team's needs and quickly identify priority activities.

Adding stages to the task workflow
To structure the task workflow, we can add various stages corresponding to the steps necessary to complete the tasks. Click the + New Stage button. To assign a name to the stage, click in the text box and enter the desired name. This structuring allows for a clear and phased organization of the task workflow.

Saving and activating the task workflow
After saving the task workflow, it will appear in the list of available task workflows. To ensure the workflow is functional and can be used, check that it is marked as Active. This guarantees that the workflow is available for immediate use within the team.

Selecting the active task workflow
To access the task workflow, navigate in the main menu to the Task Workflow section. If you have multiple active workflows, you will find a workflow selector in the form of a dropdown list in the top left. This selector allows you to choose the specific workflow you wish to view or edit.
Select the desired workflow to begin task management, with all functionalities and settings configured previously at your disposal. This flexibility allows for rapid adaptation to the team's organization and monitoring needs.

How to add a task to the task workflow

To enter a new task into the workflow, on the right side of the screen, click the New Task button. This will open a window where you must complete the following essential information:

1. Task Title – Enter a descriptive title that clearly reflects the activity to be performed.
2. Task Description – Complete a detailed description of the task to clarify all aspects necessary for its execution.
3. Assignee – Select the person who will handle the task or be responsible for its completion. This functionality helps in the efficient distribution of activities within the team.
4. Order – If the task is associated with a specific order, you can select the order from the list. This option is useful for linking activities to existing orders.
5. Privacy – Choose whether the task will be Public (visible to the whole team) or Private (visible only to the creator and assignee).
6. Priority – Select the priority level for the task: Low, Medium, High or Critical. This indicator helps the team prioritize tasks based on urgency.
7. Deadline – Enter the date by which the task must be completed for better time management.
8. Estimated Time (in minutes) – Enter the estimated time required to complete the task.
9. Reminder – Set a reminder by selecting the date and time you wish to receive a notification about the task.
10. Employee Reminders – If the task requires collaboration, you can select employees who should also receive reminders.
11. Progress – Enter the percentage of the current task progress. This field will fill the progress bar, providing a clear image of the completion status. Progress can be updated as the task advances.
12. Tags – Add relevant tags.
13. Documents – You have the option to upload documents directly into the task. To do this, either drag files into the dedicated area or click Browse... to select files from your device.

Once you have saved the task, it will be visible in the Tasks column.

Advancing and monitoring a task

To advance the task from one stage to another, use the drag and drop function to move the task between workflow stages.

1. Activating time tracking – Once you have placed the task in a new stage, click the Play button to start time tracking. This publicly indicates that the task is in progress and actively being worked on.
2. Pause – When you wish to stop working, click the Pause button to temporarily suspend time tracking.

While working on the task, you have available, according to settings, a series of symbols and options that allow you to quickly modify or complete information: Reminder, Files, Comments, View, and Edit.

Organization and View

To maintain efficient organization, in the right corner of each task there is a Collapse Task button. Once pressed, it will display only the task title and action buttons. This button is also available at the stage and global levels, allowing for the collapsing or maximizing of all tasks simultaneously.

Completing a task

Completing a task is done by moving it to the final stage, where the Start Task/Pause button will turn into Finish. After completion, the task can no longer be returned to another stage and will disappear from the workflow to avoid cluttering the stage. Completed tasks can only be viewed using the "Completed" filter (select "Yes").

Viewing detailed information

To view the detailed information of a task, click the View Task button. Here you will find all information related to the task, including time worked and the stages it has passed through.

Deleting a task

In the right corner of each task there is a Delete button. Use it to remove a task from the workflow if it is no longer necessary.