Unlike the standard task feature, this advanced feature saves time, reduces human error, and ensures consistent process execution.
With tasks triggered based on fixed schedules or workflow changes, teams can maintain efficient operations and stay on track.

To set up this feature, contact your CSM with the based details: the task name and trigger details.
Triger can be:

  • When moving to specific states
    ** In this case a new task will be created whenever the idea will move to a state in which the feature is enabled.
  • Every Week/Month/Quarter.
    If monthly, you can determine the day of the month in which the task will be created.



Below is a detailed guide on how to configure the Task Management feature:

1. Configuring Task Settings and Field Mapping

2. Assigning points to task owners once they complete their task

3. Adding more states to the workflow

4. Defining the notifications to the task owners and/or other roles that are involved in the process

5. Defining Automatic Idea Transitions 

6. Customizing the view




1. Configuring Task Settings and Field Mapping

Once this feature is set up, you can access and configure it by navigating to the relevant  subsystem settings  > Workflow > Features > The Relevant Feature

In this page, you can define key settings for task creation:
Who will be the owner of the new task. You can select from any of the subsystem roles.
What will be the due date of the task.
What will be the task title



Additionally, you can map fields that will be inherited from the parent to the automatically created task.
It means the task will be created with these values already filled and taken from the parent idea/project.


Furthermore, Under Self-Admin > Feature > General, you can define key behaviors that control how automated tasks are created and managed. 


The End periodic definition setting allows you to stop the creation of new tasks once a specific time condition is met — For example, at the end of the week of the task's due date, ensuring that tasks are only generated within a relevant timeframe. 


You can also configure the Behavior of current feature when a new one is created, which determines what happens to existing entities when a new one is created. You can choose to move them to a specific state such as Archived, New, or Updated, or keep them in their current state. 



The Auto fill of fields setting allows you to automatically copy specific field values from the latest entity to any newly created one. This ensures consistency and reduces manual work by carrying over relevant data.



2. Assigning points to task owners once they complete their task. 

You can also determine how many points will be rewarded to the owner based on the feature's state. This setup ensures that automated task assignments align with your specific workflow and reward system.


3. Adding more states to the workflow  

You can easily add more states to the workflow as needed, enabling you to capture additional steps, such as supervisor approval of the task before it be marked as completed.

Go to the feature setting page, and select the Workflow option.
Then click "Add a State".


Locate the state in the relevant place in the workflow, and complete the relevant settings, including who is the state owner, what are the allowed transitions etc.

To learn more about the setting options of each state, please watch this tutorial..



4. Defining the notifications to the task owners and/or other roles that are involved in the process


In processes involving multiple stakeholders, it's essential to ensure tasks are progressing as expected and that the workflow remains efficient. Notifications serve to alert task owners to act promptly, keep relevant stakeholders informed when tasks are completed, and notify others if there are delays or issues in task execution.
Please note you can also send the notification/reminders to any role/stakeholder that is involved in the process of the idea itself, in the campaign, or to the moderators.



Notifications can be triggered for every state change or whenever the task owner changes (e.g., when a new task owner is assigned to replace the existing one).

Reminders to the task owner to complete their task based on one of the following triggers:
  •  After a X days without a response OR
  •  Before/After X days from the due date
Consider creating a series of reminders, and if needed, add other stakeholder on cc/bcc for escalation.

They can also be included of course as cc/bcc.



To do this, go to the Workflow of the feature and click on the mail icon in the relevant state. For example the "In Progress" state:


 


Next, click on "Add a new E-mail/Notification" and customize your email.
First select the email type, and the fill the other parameters.




To learn more about How to configure workflow email notifications/reminders, watch this tutorial.


5. Defining Automatic Idea Transitions 

If needed, define automatic transitions at the idea level. For example: an idea should transition to state X once all associated tasks are completed.

To do that simply click on the "Auto Transition" button:


6. Customizing the view


If you'd like to modify the display within the idea, by adding more columns or making other adjustments, please contact your CSM.