Using Worktrays

Offering greater flexibility in how Projects are completed, Worktrays enable Tasks to be assigned to a team of users, rather than one specific individual. These Tasks are collected on a single Dashboard, where they can be taken by team members as they come, or distributed by a Worktray leader, depending on the team's dynamic.

Tier Availability: Business

Worktrays vs. My Tasks

In PensionPro, a Task represents a step of a Project that needs to be completed. To keep the Project moving smoothly, each Task is assigned to an appropriate party when the Project begins. Tasks are completed in order; when the next Task in the Project becomes active, it will appear on either the My Tasks Dashboard, a Worktray, or both (depending on the Project).

What's the difference?

My Tasks contains Tasks assigned specifically to the user. In other words, the user is the sole individual responsible for completing the Task.
- In most cases, Tasks are added here based on the user's Employee Plan Role activity.
Worktrays contain Tasks that can be worked by any member of a team. Generally, Tasks in a Worktray are handled by team members on a first-come, first-serve basis.
- Any number of Worktrays can exist. Each Worktray represents one team with a similar skill set, such as Accounting, Distributions, Compliance, or Review.

Users who are seeking their next Task to perform should remember to check any Worktrays they are a member of in addition to their own My Tasks Dashboard.

Worktray Roles

Except in cases where Web Data Collection is performed by a Plan Contact on PlanSponsorLink, every Task in PensionPro must be assigned to and completed by an Employee. Depending on how the Project is constructed, a Worktray Task may already be assigned to a designated Employee. However, this is not common; most of the time, the Task will start out unassigned, and must be manually assigned to an Employee before that individual can view it on their My Tasks Dashboard and ultimately complete it.

When an Employee is added to a Worktray, they are given one of two roles: Member or Leader. Both Members and Leaders can view active Tasks in the Worktray and can assign those Tasks to themselves to complete. In addition, a Leader has the ability to directly assign these Tasks to any Worktray user, thus wielding more direct control over who will perform the work.

Worktray roles can be reviewed and set within Worktray Management.

Accessing Worktrays

To open a Worktray:

Select Dashboards from the Navigation Panel on the left. The corresponding menu displays.
Expand the Worktrays category. This list contains every Worktray the user is a Member or Leader of.
Select the desired Worktray to open it in a new tab.

Additionally, the Worktrays list in the Dashboards menu will contain an All option if the user belongs to two or more Worktrays. Selecting this opens the All Worktray, which combines every active Task across each of the user's Worktrays so that they can all be viewed in a single location.

PensionPro also provides the ability to set any one Worktray as a Default Tab, which will be opened automatically when the application is launched and cannot be dismissed. For more information, refer to the User Experience section of the article User Account & Preferences.

Reassigning Worktray Tasks

As outlined in the section Worktray Roles, Worktray Tasks that are not already assigned to an Employee will need to be reassigned manually before the Task can be performed. There are a number of ways to accomplish this from the Worktray Dashboard.

Via the Edit Task Window

Hover over the Task in the grid, then select Edit on the right-hand side. The Edit Task window displays.
Set Assigned To as appropriate.
Select Save.

Via the Task Itself

Double-click the Task in the grid to open it in a new Project tab.
Select Assignee to open the Reassignment menu.
- The Assignee icon displays the initials of the current Assignee, or "U" if the Task is unassigned.
Select either Assign to Me, or Reassign.
- Assign to Me immediately assigns the Task to the user.
- Reassign opens the Reassign Task window so that an Employee can be selected. This option is only available for Worktray Leaders.

Via the More Menu

This method can be used to reassign multiple Tasks at once.

Click to select a Task in the grid, or Ctrl-click to select multiple Tasks.
At the top-right of the grid, select More > Reassign Tasks. The corresponding window displays.
Set Reassign To as appropriate.
Select Save.

Completing Worktray Tasks

Once a Worktray Task has been assigned to an Employee, it can be worked and completed like any other Task. For detailed instructions, refer to the Task Activity section of the article Tasks and Workflow.

Frequently Asked Questions

Can I save or print a list of Worktray Tasks?
Yes; the Worktray Tasks report can be found in Reporting > Projects > Worktray Tasks. Alternately, open the Worktray, then use the export options found within the More menu at the top-right to download its contents in Excel workbook format.