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. 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 three types of tasks to choose from: a General Task, an Email Task and an Employee Feedback Task. A general task allows you to select a specific audience, schedule based on lifecycle events and set a dependency on another task. An email task automatically sends custom emails within or outside of your organization, it’s a great way to automate sending reminders and notifications to stakeholders. With the feedback task you can automate collection of Employee Lifecycle Feedback from employees at all the right times - based on the timing of lifecycle events.

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

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

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

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

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.

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