bob's Task Lists is a workflow automation tool built to help you run HR processes with ease, and get your people involved. With automated processes, you can spend less time doing repetitive tasks and more time where it really counts.

What are Task Lists in bob?

A Task List is an automated workflow made up of a variety of tasks that can set off actions within and out of bob. Task Lists can be set to start on a particular date, tied to an event, or upon completion of another process or action such as a change to employee status. For instance, you may have set actions which need to be completed by several stakeholders when a new employee joins. For this you would set up a Task List to start as soon as the employee completed onboarding.

How to use bob’s Task Lists

Using pre-configured Task Lists

We’ve provided some Task Lists to get you started. Navigate to Settings > Task Lists and check out the best practice templates we’ve created for you. Use them as is, adjust or remove as desired.

Creating a new Task List

Creating, editing and managing Task Lists takes place in the Task List library in Settings. Follow these steps to create a new Task List:

  1. Go to the Settings menu item and click on the Task Lists tab

  2. Click + Add new

The Task List builder will now guide you through adding and configuring various task types to your list.

Step 1: Details

The first step of creating a new Task List is to add some general information like a name and description for your list.

  1. Enter a Name and Description - these will also appear in task email notifications

  2. You can trigger the Task List manually at any time or set it to start automatically. If you would like the Task List to start on a specific date, turn the Set scheduling toggle on and set your scheduling criteria as follows: a. Define when the Task List will be activated based on any lifecycle event. such as start date, termination, birthday, etc., or based on any booked Time-Off policy type (such as Holiday or Sick).
    b. Select which employees the task list will apply to. You can choose between: i. All company - all current employees ii. Select by condition - to create a highly targeted list, you can add as. many conditions as you like iii. Select by name - lookup and select specific employees by name

3. Press Next to continue

Note: Task List message annotations may not be visible to some users, even if they have Task List management permissions due to the potential of exposing sensitive employee data. For this reason, only the Task List owner and admins can make changes to a Task List that is configured to trigger automatically.

Step 2: Tasks

The task step is where you add and configure tasks to the Task List. There are four types of tasks to choose from: General task, Email task, Employee Feedback task, and Calendar Event task.

  • General tasks are a basic task type that can be scheduled based on lifecycle events, set as dependent on another task, and applicable to a specific audience.

  • Email tasks help you automate sending of custom emails tied to a specific date or event, a particularly useful way of sending reminders and notifications to stakeholders.

  • Feedback tasks allow you to automate feedback collection at all the right times, with triggers based on timing of employee lifecycle events.

  • Calendar Event tasks are your way to automate scheduling of meetings between people in your org, slotting in time for important events and check-ins.

To add a task to your Task List:

  1. Click + Add Task

  2. Press on the type of task you would like to add

  3. Press the Done button

General Task

If you’ve added a General Task, complete the task information as follows:

  1. Enter a Name for your task, it will appear in the Task List, your task management areas as well as task email notifications.

  2. Select an Assignee who will receive the task once it is triggered. Choose by role or search for a specific employee.

  3. If you’d like, you can add a Link in bob to lead the assignee to a specific page or profile category in bob.

  4. Enter the task description that will be sent to the assignee into the Message area. You can incorporate auto-fill fields to personalize your message, just click the + button within the message area and add as many as you’d like.

  5. Select a Due date for completion of the task by defining a number of days before or after the lifecycle event chosen in 4a above. A reminder will be sent two days before the selected due date.

  6. Turn on the Set dependency toggle if you would like this task to start only after completion of another task.

  7. If you would like to limit the audience that the task will be applicable to, switch on the Set conditions toggle and add as many conditions as you’d like.

  8. Press Save

Email Task

If you’ve added an Email Task, complete the following information:

  1. Scroll or search to select the email sender in the From dropdown.

  2. In the To field you can select internal recipients by selecting roles or by name search.

  3. If you’d like the email to be sent to an external email, enter the email address in the External Email field and press enter. You can add as many emails as you’d like.

  4. Enter an email subject line in the Subject field.

  5. Write your email message using the rich text editor in the Message field. You may use autofill to help personalize your message, just click the + in the Message field and select the type of value you would like to insert. Choose between first name, birthdate and other data from the employee profile to automate a personal touch to your email.

  6. Turn on the Set dependency toggle if you would like this task to start only after completion of another task.

  7. If you would like to limit the audience that the task will be applicable to, switch on the Set conditions toggle and add as many conditions as you’d like.

  8. Press Save

Tip: if the email is configured to be sent to employees but they have not joined the company yet and are not in "employed" lifecycle status, the email will be sent to their personal email address.

Employee Feedback Task

If you’ve added an Employee Feedback Task, you’ll need to add the following configurations:

  1. Scroll or search to select the message sender in the From dropdown

  2. Choose the Employee Lifecycle Feedback you would like sent from the Forms dropdown. Forms can be managed from the Lifecycle Feedback area.

  3. Turn on the Set dependency toggle if you would like this task to start only after completion of another task

  4. If you would like to limit the audience that the task will be applicable to, switch on the Set conditions toggle and add as many conditions as you’d like

  5. Press Save

Calendar Event Task

If you’ve added a Calendar Event task, you’ll need to complete the following configurations:

  1. Add a meeting Title. This will appear as the meeting subject line in the calendar. Click on the + to the right of the Title field to personalize the invite, e.g. “[Employee’s First Name] / [Manager’s First Name] 1:1 Meeting”.

  2. Select who will appear as the event Organizer from the dropdown. Choose by role or search for a specific person.
    Note: Only one organizer may be selected.

  3. Add as many Guests to the meeting as you’d like by marking roles or searching for specific people in the dropdown.
    Note: email invitations will be sent to people’s personal email addresses if their employee lifecycle is not “Employed” or “Hired”.

  4. Enter a meeting Location (optional).

  5. Write a custom meeting invitation message using the Message editor. Add a personal touch to your message by clicking the + on the top right of the Message field and inserting autofill content like first name, department or any other employee profile info.

  6. Select an Event Day in the Days field by defining a number of days on, before, or after the lifecycle event chosen in the task list Details.
    Note: If your task list has the Add scheduling toggle on, the event invite will be triggered according to the condition (e.g. start date) selected there. If your task list has the Add scheduling toggle off, the calendar event will be triggered when the task list is manually activated.

  7. To configure the Event Time, choose between an All day event or By hours followed by entering a Start and End time.
    Note: Event Time uses the time zone associated with the selected Organizer’s site.

  8. Under Advanced, select whether to set the attendees’ Availability to Busy or Free during the event.

  9. If you would like this task to be activated after the completion of another task in the same task list, turn on the Set dependency toggle.

  10. If you would like to limit the circumstances under which the calendar event will be applicable, switch on the Set conditions toggle and add as many conditions as you’d like.

  11. Press Save.

Your event organizer and guests will receive emails containing the calendar event once the task list is triggered, or once the dependent task is complete. Once the guest(s) respond(s) to the event invitation, it will be added to their calendar.

For instructions on how to manage an event after an invite has been sent, see Managing a scheduled event.

Tip: To ensure that a meeting invite for a new joiner is sent to their new work email, make your calendar event task dependent on completion of a general task to create their email account.

Notes:

  • Event scheduling is based on automatic triggers and therefore does not take into account working patterns. We recommend reviewing the chosen timing to ensure the event does not fall on a weekend or holiday.

  • A calendar event is deemed completed in bob once the invite is sent. If another task is dependent upon it, triggering will take place once the calendar invitations are sent.

Managing a Scheduled Calendar Event

Once an invite is sent out, the event becomes independent of bob as an .ics file that is sent via email (e.g. to Gmail, Outlook). When invitees from bob respond to the invite, they will be able to see the event in their calendars. Continued management of the event can be done from within your company calendar with its own usage rules and guidelines.

Triggering a Task List on demand

A task list can be manually or automatically activated. For automatic activation the scheduling capability needs to be configured as described in the Step 1: Details section above. Task Lists can be manually triggered for any number of employees from the People Directory.

  1. Mark the people you would like to activate the Task List for in the People Directory

  2. Press on the Actions button that appears

  3. Hover over Trigger Task List in the Actions menu and click on the desired Task List, the Task List will start IMMEDIATELY

*Note: If the triggered Task List includes conditions it will only apply to the people that fulfill the conditions, regardless of being selected in the People Directory.

Need more help? If you're unsure about anything please send us a message through the chat icon below.

Did this answer your question?