A general task is a basic to-do task type that can remind new joiners to collect their technical items from IT or set up their Bob profile, for example.

How to set up a general task

Note: Before you begin, you must first set up a task list.

  1. Enter a Name for your task.
    It will appear in the Task List, your task management areas as well as email notifications regarding the task.
  2. Add a Link in Bob to lead the assignee(s) to a specific page or profile category in Bob, e.g. a task to review goals can be linked to My goals.
  3. Select an Assignee who will receive the task once it is triggered. Choose by role or search for a specific employee.
  4. Enter the task Description that will be sent to the assignee(s) in the text box. To personalize the message using variables (e.g., a person's name, particular date), click on the + button at the top right of the description box when you'd like to incorporate it in your message. 
  5. Scroll or search for a particular variable to enter, e.g. display name, and select the desired variable, e.g. manager's display name. Repeat as needed.
  6. Select on what kind of automation the task will be triggered either Based on event or Based on dependency.
  7. Selecting Based on event will base the trigger either on the selected anchor date or the selected option when the task list is triggered manually via the People's Directory, the employee's profile, or via a flow.
  8. Selecting Based on dependency will base the trigger on another task from the task list. Select the desired task from the dropdown menu.
  9. Enter the number of Days the task should be triggered in relation to the anchor event or trigger date.

    Note: An automatic reminder will be sent two days before the selected due date.

  10. Select whether the task will be triggered before, after, or on using the dropdown menu and enter the number of Days for task completion after the selected trigger date.

    Note: An automatic reminder will be sent two days before the selected due date.

  11. Enable Enforce this Due Date if the task is triggered later than usual if you would like the system to set a hard limit on the due date of the task, regardless of when the task was triggered.

    Note: A blue confirmation strip will notify you of the updated number of days until the task is due, relative to the anchor event.

    Tip: The enforce option is useful for tasks that are time-sensitive, such as tasks surrounding contract terminations or promotions.

    Example

    Screen Shot 2022-03-02 at 14.59.40.pngWhen setting up a task list, the tasks on the list are placed on a timeline relative to the anchor event. So, let's say an employee must be terminated, and one task on the offboarding task list involves the IT department removing access to internal systems; and this task is assigned 7 days before the Termination date…then IT has 6 days to complete the task.

    But what would happen if the employee is terminated on short notice and this task must be completed immediately? The IT department must now hurry and remove the employee from the system sooner than the task is scheduled, meaning sooner than the planned duration of 6 days.

    This is when you would activate the Enforce option; To cut short the due date of a specific task, and therefore override the original due date with a new, more immediate one. The blue strip confirms this change, "Task will be due no later than 1 day(s) before the termination Date."

  12. To further configure the particular task based on conditions, enable Set condition
  13. To set a condition, select the desired values in each of the dropdown menus from left to right. Repeat and add as many conditions as you'd like by clicking on the + Add condition button.
  14. To edit a condition, click on the relevant dropdown menu and select the desired value, then click Apply.
  15. To remove a condition, hover over it and click the trash icon that appears to the right of the condition, then click Apply.
  16. Press Save.