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Description
The Task Management screen offers three permission levels allowing page allows users to manage tasks and approvals. Users can either self-approve content or require that tasks have an assigned approver. The approval process can have one level of approval or two, depending on the user's permissions. The approval process allows for efficient and flexible task management, ensuring that tasks are approved quickly and accurately while giving users the control to manage their workload effectively.This article . This includes reviewing, adding, approving/declining, tasks. This article describes the information provided and the actions that can be taken on the Task Management page. It covers the following task management topics:
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Overview
Task Management Options
When initiating a task, there are three approval options.
Task Self Approval
Users can approve their own tasks.
Note: If the user makes no edits, the task is approved automatically.The permission is visible when users complete the 5-Step Task Approval Process.
Users seeing Send have Task Self Approval permission.
Task Approver
Users can approve other users' tasks.
The permission is visible when users complete the 5-Step Task Approval Process.
Users seeing Send have Task Approver permission.
Send for Approval
Organizations can set up a one-step or two-step approval process in the task management system.
As a user, the Send button is visible when the 5-Step Task Approval Process is completed.
Users seeing Submit for Approval require task approvals before the task can be sent.
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Task Approval permissions are determined at the organization level. Consult with your system administrator if you have questions about approvals. |
Task Approval Process
Task Submitter
Click the Submit for Approval button to initiate the task approval process.
An email goes out to all approvers advising that a task is pending approval.
Task Approvers
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Click the Task Review link in the email that was automatically sent when the task submitter clicked the Submit for Approval button.
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Sign in to Insellerate.
Select Task Management from the inTouch dropdown menu.
The Task Management screen opens, displaying all pending tasks.
Review Options
Approvers choose from the following four review options for each task on the Task Management screen: View, Edit, Decline, or Approve.
View
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Edit
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Decline
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Clicking Decline opens the Confirm Decline window.
Clicking Yes declines the request, so the task cannot be resumed. Notes are required when declining a task to advise the submitter of the reason for the decline.
Users who submit the task will receive an email advising that the task was declined.
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Approve
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Clicking Approve opens the Confirm Approval window.
Clicking Yes approves the task.
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Notes
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Tasks approved after the scheduled time will be designed to go right after approval. |
Task Management Navigation
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Status Selection
The Status Selection option box offers several functionalities:
Users can make multiple selections.
Pending approval and pending second approval tasks are shown by default.
Users can choose other status options by clicking into the field and selecting from the dropdown menu.
Users can click the X button to remove a selection.
Add Task
Do not use the Task Management Add Task process. The button will be updated in a future release to direct a task creation to the Content Library.
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Task Management Columns
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The Task Management page is the central source of information regarding tasks for both task creators and approvers. Information about the task approval process is found in the Task Approval Process article.
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Columns
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Column Name | Description | |
Task ID | This is the system-generated reference number for the task. | |
Task Name | Step 4 of the 5-Step Task Approval Process. Users can keep or edit the system-generated Task Name. | |
Submission Date | Displays the Date date that the Task task was submitted for approval. | |
Status | Displays the status of the task approval.
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Status Notes | Provide details about the status of the task. | |
Audience Size | This is how many people fit the criteria to receive the task. | |
Completed/Sent | This is the actual time how many people successfully received the task was completed by Insellerate. | |
Scheduled Date | The scheduled task date and time indicate the specific date and time for a task to be executed. | |
Completed Date | This is the date the task was completed by Insellerate. | |
Action Type | The type of task.:
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Approved By | Shows the user who approved the task. | |
Created By | Displays the user that created the task. | |
Comment | Step 5 of the 5-Step Task Approval Process allows users to input a note for review. This note will be displayed here. | |
History | Click the comment icon to open the Approver Notes. Approvers can enter notes about their decision on the task.
| Contains icons linking to the the Change History and Approver Notes. |
Content Edited | A checkmark in this field tells users if the base template was edited by the task creator. This only applies to email content. | |
Preview Content | Users can preview content. This only applies to email content. | |
| Go Contains icons allowing users to View  Edit  Decline  Approve  |
Task Reporting
Email Report
Filter Summary, View, Edit, Decline, or Approve |
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Status Selection
The Status field allows users to select which tasks to view by status. Pending Approval and Pending Second Approval tasks are shown by default. Users may have up to 50 pending tasks.
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Users can choose other status options by clicking into the field and selecting option(s) from the dropdown menu. Clicking the X button removes a selection from the field and clicking the checkmark button adds all of the selections to the field.
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Add Task
Clicking Add Task takes users directly to the Content Library.
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Task Limits
A limited number of emails can be sent daily. If a user attempts to send a task which causes the limit to be exceeded, the user will receive an email explaining the reasoning behind the failed task. The Status Notes column of the Task Management page also shows the reasoning. Users can retry the task at a future date.
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Note |
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Task Reporting
Completed tasks with emails sent can be seen on the Email Report.
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