Tasks and Workflow

Once launched, a Project's Tasks become the main focus of the Project. The Tasks control the flow and timing of the Project, ensure it's being handled by the right Employees, and track its progress every step of the way. In short, Tasks keep a Project organized. This article discusses Tasks, how they work, and how they can be used to ensure a Project stays on-track.

Tier Availability: Business

Article Contents

• Overview of Project Workflow and Tasks
• Navigating Tasks
• Working with Tasks
  • Completing a Task
  • Manually Activating a Task
  • Returning a Task
  • Reopening a Task
  • Overriding a Task
• Task Assignments
  • What is an Assigned Task?
  • How Are Tasks Assigned?
  • Reassigning Tasks
• Task Summary
  • Editing the Summary
  • Using Summary Fields
• Task History

Overview of Project Workflow and Tasks

When a Project is launched, the first step toward completing that Project—the first Task—is activated. Once the Task is completed, the next Task activates; this pattern continues—Task after Task, in order—until the final Task is finished, at which point the Project itself is considered complete. Of course, there is much more to working with Tasks, but this is the fundamental workflow that every Project will follow.

Each Task is comprised of one or more Task Items. Task Items break a Task down into smaller, individual steps that are required to complete the Task. In many cases, Task Items can be used to input and store data. For example, a Task might contain a questionnaire; each Task Item would be a question in that questionnaire, for which a data-collecting element—a text field, a checkbox, a dropdown—can be filled in with the appropriate information.

A Task Grouping is a group of related Tasks. As an example, in any Project that requires Data Collection, each step of Data Collection is a Task; the Task Grouping for these steps represents Data Collection as a whole. Overall, Task Groupings have less utility than Tasks or Task Items, but they are still useful for organization. Additionally, Task Groupings provide the ability to perform quality control for Projects. Tasks can be designated as Review Steps; when a Review Step is reached, all prior Tasks within the Task Grouping must be reviewed for accuracy and completeness before the Project can proceed.

To summarize:

• Projects have one or more Task Groupings.
• Task Groupings contain one or more Tasks.
• Tasks are made up of one or more Task Items.

Navigating Tasks

Tasks can be accessed from the Project tab of the corresponding Project, or directly from a Dashboard or Worktray.

The most reliable way to access a Project's Tasks is via the Project Workflow. First, open the Project in a new Project tab; then, select the Workflow view from the Views panel on the left. The Workflow view is the starting point for navigating Tasks. By default, this view shows the Task Groupings for a Project; this can be considered the Task Grouping level of the Workflow.

Double-clicking on any Grouping will "drill down" into the Task level. This level displays the Tasks which belong to the Task Grouping. Basic information, such as Assignee and Task State, can be viewed in the grid alongside the Task Name. Breadcrumb navigation appears above the grid, providing easy access back to the Task Grouping level.

Double-clicking on a Task drills down even further into the Task Item level. The Task Item level view contains several relevant tabs:

• The Task Items tab displays each Task Item for the Task, as well as any data supplied for these items (if required). Breadcrumb navigation can also be found in this tab, providing access to both the Task and Task Grouping levels.
• The Summary tab provides basic information about the Task, such as its Activation and Due Date, and the Employee the Task is assigned to.
• The Time tab displays any Time Entries attributed to the Task.
• The Review tab contains any data that needs to be reviewed if the selected Task is a Review Step.

If a Task is present on a Dashboard or Worktray, double-clicking the Task will open a new Project tab with the Workflow view selected. When opened this way, the Task Items tab is displayed directly.

Working with Tasks

At any time, a Task can be either inactive, active, or complete. At the start of a Project, a Task is inactive. It becomes active automatically when the prior Task in the Workflow is completed; then, when all the requirements for the Task have been satisfied, the assigned Employee can mark it as complete.

Tasks do not provide much functionality until they are activated. When active, the assigned Employee can perform Task Items and mark the Task as complete. An active Task will also appear on any appropriate Dashboards and Worktrays.

Completing a Task

When all the required Task Items for a Task are complete, the assigned Employee can mark the Task as Complete:

1. Open the Task to view its Task Items.
2. Select Complete below the last Task Item. This completes the Task and closes the Project tab.
   • Alternately, select the arrow next to the Complete button to access additional options. Complete and Next completes the Task, then opens the next Task for viewing. Complete and Stay completes the Task, but the completed Task remains open for viewing.
   • If data has been entered for Task Items, but the Task cannot yet be completed, select Save to store the entered data.

Manually Activating a Task

If desired, a Task can be activated before its preceding Task is completed:

1. Open the Task to view its Task Items.
2. At the top-right of the Task Items grid, select More > Activate.

While a Task activated in this manner will appear on Dashboards and Worktrays and can be worked normally, it cannot be marked as complete until all the Tasks preceding it have been completed.

Returning a Task

During a Review Step, previously-completed Tasks within the Task Grouping can be returned to their assigned Employee for rework:

1. Open the Task to view its Task Items.
2. At the top-right of the Task Items grid, select More > Return. The corresponding window displays.
3. Select the desired Task from the dropdown, then select Return Tasks.

The returned Task will be reactivated and must be completed again, along with any Tasks that follow it. Additionally, any Dashboards or Worktrays containing the Task will display it with a Returned status.

Reopening a Task

Requires Security Rights: Manager

If a Task is completed in error, or if changes need to be made after completion, it can be returned to an active state for further editing:

1. Open the completed Task to view its Task Items.
2. At the top-right of the Task Items grid, select More > Remove Completion.

This action does the following:

• Removes any completion state from the selected Task and reactivates it
• Removes any completion from every subsequent Task within the same Task Grouping

If the Project was also completed, reopening a Task will also reopen the Project.

Overriding a Task

Requires Security Rights: Task Override

In certain cases, it can be useful to "skip" one or more Tasks. In PensionPro, this is called a Task Override:

1. Open the Project workflow at the Task level to view the Tasks in a chosen Grouping.
2. The Overridden On column contains Override buttons for each active Task. Select Override for the desired Task.

An Overridden Task will display Overridden for its State—as opposed to Completed—but will be considered complete for the purposes of Project completion.

Updating Task State via Power Tools

Many of the previous sections discussed changing the Task state for a single Task at a time. If needed, Power Tools can be used to perform the following actions on multiple Tasks at once:

• Activating
• Overriding
• Removing completion

To accomplish one of the above actions:

1. Navigate to Power Tools > Field Update > Tasks. The Tasks Power Tool opens at Step 1.
2. Set Select a field to update to Task State.
3. Select the state that will be applied to Tasks upon completion of the Power Tool.
4. Select Next to continue with the Tasks Power Tool. From here, PensionPro follows the standard filter-and-select process common to most Power Tools; for more information, refer to the General Instructions section of the article Power Tools.
   • Instead of changes being executed immediately, the request will be put into a queue. The user will receive one email to confirm that the request has been queued, and a second email once the changes are made.

Task Assignments

A Task represents a step of a process. Many people might take part in the process, but only one person can perform each step. Likewise, a Task must be performed by an Employee. To do this, the Task must first be assigned to that Employee.

What is an Assigned Task?

A Task assignment denotes who is responsible for completing the Task. Ultimately, this needs to be an Employee.

When a Task is active, the Employee assigned to the Task can do the following:

• View the Task on their My Tasks Dashboard
• Fill in Task Item entry fields for the Task
• Complete the Task

While a Task can initially be added to a Worktray to be performed by a member of that team, it must eventually be assigned to a single Employee to be completed.

How Are Tasks Assigned?

Tasks can be assigned to an Employee in a number of different ways:

• An Employee can be assigned a Task automatically upon Project launch based on their Plan Role, as set in the Project Template.
• Rather than assigning a Task to a specific Employee, a Project Template may instead add the Task to a designated team Worktray. Any Worktray member can assign the Task to themself, or a Worktray leader can assign Tasks to members.
• A Project Manager can review the Project and reassign Tasks as needed, so long as they have the necessary Security Rights. The Project Manager is assigned to an Employee upon Project launch based on the Plan Role specified in the Project Template.
• Any user with the appropriate Security Rights can access the Workflow view and assign Tasks as necessary.

Reassigning Tasks

A Task may need to be reassigned for a number of reasons. A Worktray Task will need to be assigned to an Employee to be completed, or a Task might need to be reassigned to a new Employee if the original assignee is unable to complete it. PensionPro includes a number of methods to reassign Tasks; refer to the items below for more information.

Reassigning a Task from the Workflow View

Requires Security Rights: Reassign Tasks

Any Task can be assigned or reassigned to an Employee from the Workflow view of the Project tab:

1. Open the Project workflow at either the Task level or Task Item level.
2. Open the Reassignment menu:
   • On the Task level, the Employee column contains buttons for each Task. These buttons show either the name of the current Assignee, or the word Unassigned. Select a button to open the Reassignment menu for that Task.
   • On the Task Item level, open the Task Items tab. Select the Assignee badge to open the Reassignment menu. This badge displays the initials of the current Assignee, or "U" if the Task is unassigned.
3. Select either Assign to Me, or Reassign.
   • Assign to Me immediately assigns the Task to the user. If this option is chosen, skip the remaining steps.
   • Reassign opens the Reassign Task window.
4. In the Reassign Task window, update the Assigned To Person and/or Assigned To Worktray as appropriate.
5. If desired, select Reassign current assignee's remaining tasks in this Project to also reassign all of the Employee's other Tasks in this Project to the new assignee.
   • This option does not apply to Worktrays.
   • This option does not affect completed Tasks.
6. Select Save.

Employee and Worktray assignments can also be edited at the Task Item level from the Summary view tab.

Reassigning a Task from a Dashboard or Worktray

Requires Security Rights: Reassign Tasks (Dashboard only)

When a Task appears on a Dashboard or Worktray, it can be quickly reassigned. There are two ways to accomplish this:

• Hover over the Task, then select Edit on the right. This opens the Edit Task window, where the assigned Employee and/or Worktray can be changed.
• Alternatively, select the Task, then select More > Reassign Tasks. This opens the Reassign Task window, where the assigned Employee can be changed.
  • If this option is selected from a Worktray, the Reassign Task window includes an additional checkbox. If selected, all of the Project's Tasks that are currently assigned to that Worktray will also be assigned to the Employee.

For more information on how Tasks can be used in conjunction with Dashboards and Worktrays, refer to the articles Dashboard Basics and Using Worktrays.

Reassigning Multiple Project Tasks to a New Employee

Requires Security Rights: Manager

The following steps will reassign all Project Tasks from one Employee to another.

1. Open the desired Project in a new tab.
2. Select More in the tab header, then select Reassign All Tasks. The corresponding window displays.
3. Use Tasks From to choose the Employee whose Tasks should be reassigned.
4. Use Tasks To to choose the new assignee (or Unassigned).
5. Select Save. PensionPro will display the total number of Tasks that will be reassigned; select Save to confirm.

Reassigning All of an Employee's Tasks Across Projects

Requires Security Rights: Manager

The following steps will reassign all Tasks currently assigned to an Employee across all Projects.

1. Open the desired Employee in a new tab.
2. Select More in the tab header, then select Reassign All Tasks. The corresponding window displays.
3. Using Reassign To to choose the new assignee.
4. Select Save. PensionPro will display the total number of Tasks that will be reassigned; select Save to confirm.

Task Summary

A Task's Summary view tab offers a place to store and edit information that may be necessary for tracking the Task. Reassignments can be made, dates can be altered, and categories and statuses can be set from the Summary view tab. Much of this information can then be displayed on Dashboards and Worktrays—quite useful when due dates are pushed back, or when clients prove unresponsive.

To access a Task's Summary:

1. Open the Project's workflow at the Task Item level.
2. Select the Summary view tab above the grid.

Editing the Summary

This section details the Summary fields available for a Task; select Edit at the top-right of the grid to make any necessary changes.

• Assigned To: The Employee the Task is assigned to.
• Worktray: The Team Worktray the Task is assigned to.
• Due Date: The date the Task should be completed by.
  • This date cannot be set beyond the Project's due date.
• Follow-up Date: A date that a Task on standby should be followed up on.
• Category: A field to categorize the Task.
  • This field is a List Value located under Core > Project.
• Task Status: A status to aid others in tracking the Task.
  • This field is a List Value located under Core > Project.
• Event: Attaches an Event to the Task.
  • For more information on Events, refer to the article Event Management.

Using Summary Fields

Many of the fields on the Summary view tab can be referenced elsewhere in PensionPro. For example, Summary fields can be shown on Dashboards and Worktrays, to provide a quick look at Summary information for a Task. To enable this:

1. Navigate to the desired Dashboard or Worktray.
2. Open the Columns menu on the right side of the grid.
3. Select any Task Summary fields that should be displayed.

Additionally, Summary details are available in Blast Email, where they can be used as Merge Fields within the body of the email, or as Column Selections to assist in filtering recipients. For more information on using Blast Email, refer to the article Blast Email.

Task History

Requires Security Rights: Access Query Tool

PensionPro tracks the history of a Task, creating a log every time the Task changes state. A Task is considered to have changed state whenever it is Activated, Completed, Overridden, or Returned. Each record of a Task's history log tracks the state of the Task, the Employee who changed it, and the date it was changed. While this data is not available for normal viewing, it can be accessed via PensionPro Fetch.

For more information on accessing and using the Fetch reporting service, refer to the article PensionPro Fetch.

Task History fields can be found within the Column Selections card in Fetch by expanding the following nodes: Firms > Locations > Clients > Plans > Projects > Task Groupings > Tasks > Task History.

The following fields are available for queries:

• Created By Name: The name of the Employee who altered the Task state (i.e., the creator of the history record).
  • This data was not tracked until June 11, 2020. For Tasks created prior to this date, or in any other event that a name cannot be determined, Fetch will return the placeholder name of Pension Pro.
• Created On: The date of activity.
• Current State: Used in conjunction with Task State. Displays True if the history record is the most recent record for that Task, indicating that the Task is currently in this state; displays False otherwise.
• Task State: The new State of the Task at the time of the state change. Values are Activated, Completed, Overridden, Aborted, or Returned.

Frequently Asked Questions

• Can I have multiple Project Tasks active simultaneously so employees can work on those Tasks at the same time?
  Yes; refer to the instructions in the section Manually Activating a Task. Keep in mind that an Employee will not be able to mark a Task as complete until all Tasks that come before it in the Workflow are completed first.