If you are working with WorkFlowSoft you can easily make any request – click on the “Make request” menu, and you will see the list of available requests.
But sometimes you feel more comfortable creating a request from an email message. For example, you have an email conversation with colleagues, and one of the emails looks perfect to make a request. It is easy to convert any email message into a request without entering all the request fields manually.
Just send the email to the address specified in a request template, for example email@example.com.
You can add your colleagues in the email copy - they will become followers of a request. A request with a name identical to the subject of your message will be created automatically. The text of your email message will be kept in the request description. If you have attached some files to the email message, they will also be added to the request.
This is a helpful and important feature for those departments in your company – IT, accountant, procurement - where processing different requests is everyday routine; these requests will be simplified and sped up with WorkFlowSoft.
If you are creating a request template, specify a convenient email address in the template, for example firstname.lastname@example.org. All employees can send emails to this email address, and requests will be created automatically. Try it now!
If you often create similar tasks, it is useful to save them as a template. You don't have to enter all the information again for each new task. With a template you only need to fill the fields in once. Now you can create a similar task with just one click – choose a template from the “Task templates” menu.
The easiest way to create a template is saving any existing task as a template - click on the "Save as task template" in the task menu. Also you can create a template from scratch – in the “Task templates” menu click on the “Create task template” button.
- fast creating mode. If you need to create many tasks and subtasks - type a task name, press Enter, then type the next task name! - all actions for a task are combined in a new task menu: turning notifications on/off, adding a project team, saving as a requests, saving as a task template. When you open a task you can see this menu under three dots in the upper right corner.
All of us use lists in our lives. For example, a list of your friends in an address book, or a shopping list, or a list of things to take on vacation.
Lists are used in business more often and they can be bigger – for example, a customer list, a supplier list, or a goods list. Every business needs lists.
We present “Lists” for you – you can find it in the menu. Use it to create Lists which your business needs. You can use these Lists as directories – it's easy to find, filter and sort information in them.
And most importantly – you can use these lists in all tasks and requests. Just add a custom field, for example, add a Customer list to a task. Now you don't need to recall the exact business name of your customer – you can quickly choose this name in the task from the list.
Here are two examples which our customers shared with us:
1. A company repairs office equipment. They urgently need to know how many and which type of repairs were done for a particular customer. They create the custom field “Customer” in tasks, and then they fill in this field in each task with a customer name from the List. Next they filter for the field “Customer” - and quickly see all repairs which were done for a particular customer this month.
2. A service company purchases spare parts from different suppliers. This happens often, so they create the request “Purchase spare parts”, and now all tasks are automatically created in the predefined sequence - nobody can miss a thing and everything is completed in time.
For example, the task “Pay the supplier invoice” is created for a purchase manager. The manager filters for the “Supplier” field and sees all suppliers to whom invoices should be paid this month. Now the manager can easily choose which invoice should be paid first – because the task with this supplier name is displayed on the screen right away.
Most task and project management software is intended for projects with teams where all participants are on the same level, so there is no hierarchy. It works for the short life of a particular project, but it doesn't work in the day-by-day life of a company.
Usually there is a hierarchy of business units – departments, divisions and so on. That’s why an organization chart is an important part of WorkFlowSoft – you can build the right hierarchy of business units in your company.
Tasks are created for employees on different levels of the organization structure, and it's important to see it while you manage these tasks.
To do this, we have added a filter for business units. In the task list in the header “Assignee” or “Creator”, specify the business unit you are interested in, and you will see all tasks for employees in this business unit. You can also choose to show tasks for only this business unit or tasks for this and all subordinate units:
- tasks for only this business unit are important for a unit manager to see and manage tasks for his direct reports
- tasks for this and all subordinate units are useful for company executives to see all tasks in the company, and use reports to quickly check how successful each business unit is with its tasks.
At work you always need to overview the current situation – how many tasks should be done and how many tasks are already finished. It's very important for managers because tasks should be managed in a timely manner to reach planned goals. It's also important for every employee because they need to know if they can manage all they have promised.
So we have made reports easy to use for every employee, without any need for training. We have gathered the most useful information in reports and made it clear and handy.
Open a task list which you are interested in – for example, a manager might choose the “My business unit” list, and an employee might choose the “To be done” list. Click the “Report” button and in a second you will see preset reports. You can view the report as a table, as a pie chart, or as a bar chart.
In a table you can see information on every employee's tasks: unfinished, unfinished and overdue, finished, finished and overdue, and also the task total. For example, you can compare the percentage of finished overdue tasks (how an employee has worked in the past) with the percentage of unfinished overdue tasks (how the employee is working now) – and you can clearly see if the employee works better now than in the past.
In a pie chart and a bar chart you can choose which tasks you want to see – current (unfinished) or finished, all, or overdue. After that you can quickly overview the current situation on the graph – for example, what workload each employee has (if you choose all tasks), or who cannot complete tasks in time (if you choose overdue tasks).
Now in a second you can see the big picture of how thing are going in your company!
The unique advantage of our mobile application for Android and Apple is that they have all the features which you use on a desktop computer. So you have no limitation on smartphones and tablets, and you can do any work on them. Our mobile applications have the same interface you used previously, so you don't have to learn anything – just start working!
In mobile applications you also receive online notifications for all tasks – it's really useful because you won't forget about your tasks even if you have another application open. In the settings of your Apple smartphone or tablet you can choose how WorkFlowSoft notifications are shown – as a banner or an alert, whether you can see them on a locked screen, and so on.
You can install our application for Apple smartphones and tablets from the Apple AppStore.
In our mobile applications we have made the same fully featured calendar as on a desktop computer. Try it – by touching the screen you can move tasks around on a given day or between days, change the duration of a task, and create new tasks right in the calendar.
We have made a simple and handy calendar to help you see how tasks are arranged across a week, a day, or a month. You need minimum clicks to work with it. For example, you create tasks right in the calendar (called “inline”), so you don't have to click the “OK” button and so on.
In the calendar you use the same filter-and-search function which you used in task lists. You can switch any task list to calendar view and you will see the same tasks. This is very useful in the “To be done” list, because in calendar view you can quickly see your workload for this week, or just for today. The calendar is also important in other task lists: in the “My business unit” list a manager can apply a filter for any employee and see their workload.
Our calendar shows all tasks which suit the conditions you have selected: filters for dates, assignee, creator, or on any custom field you like. Also, if you set some filters for a task list, the next time you come back to this list, all your settings will remain intact.
Often you are working on a task for your customer and you want the customer to actually see the task, because you can discuss results more easily, and get valuable feedback much more quickly. Or it happens that not only employees from your company are participating in a task, but also your suppliers; for example, you have invited another company to complete some part of a task.
To do this, you create a new external participant (your customer or your supplier) and add them to your task. This information is kept confidential because external participants only see the tasks which you have added them to. They can’t see the organization chart, or the employee list of your company.
Now you won't waste time on emails – you work with your customer or supplier directly using tasks. Your conversations are much faster, and much more convenient.
A workday starts at different times for different employees – it's not always at 8 or 9 in the morning. For some employees, the workday starts at 4 in the morning, or 2 in the afternoon for different shifts. Now you can set the time for notifications which suits you the best: notifications arrive right before your workday and so don't bother you too early.
When you create request templates or workflows, you usually add custom fields to tasks.
For example, if you complete tasks for clients, you will likely add a text field "Customer", which you fill in with a customer name. Or for example, you add a checkbox field "Paid", which you mark checked when you receive money from a customer.
You can add any custom fields to a task, such as Text, Number, Date, Yes/No, Employee, or Selection.
Now you can use custom fields to filter tasks.
For example, you can see only tasks you completed for customer A - this is probably the most interesting for you. To do this, click "Other fields" at the top of a task list, choose the field "Customer"; after this you can filter tasks with this field. Enter a few letters from the customer name in the filter - now you see all tasks for this customer.
Or for example, you can see only tasks which you haven't received money for - you should probably pay special attention on them. Select the field "Paid" at the top of a task list, then you see a Yes/No filter. Choose "No" in this filter – now you see all unpaid tasks.
This new handy and customized filter for tasks provides you with valuable information and help you to make better decisions.
Emails are the past. Now online messages rule the world - you have being using Skype, WhatsApp, and Viber for a while. Online messages is also the main feature in WorkFlowSoft - you certainly use the «Messages» feature («an envelope»).
Now you see WorkFlowSoft notifications while you are just browsing other websites, even if you haven’t logged into WorkFlowSoft today. It's handy because you don't have to look at your task list to realize you have a new task. If you have a browser open, you will see a notification about a new task.
Online notifications are working in new versions of Chrome, Firefox, Safari and Edge browsers.
The whole world is working online. Business now moves faster, and so tasks should be changed the same way. Therefore it often happens that the assignee is working on a task, and the task creator changes the task description at the same time.
We have applied new technology which updates all task information online. If you open a task and a task creator has changed the task description, you will see these changes right on your screen, and can use the new information immediately.
Now you easily see a whole picture on tasks, and can better decide which tasks you should take care of first. In every task list you see statistics:
These are main criteria which help you to evaluate the work of an employee, a business unit, or a whole company. You can filter the task list as usual - by period of time (a day, a week, a month, any dates), by assignee, or by creator. The filter enables you to see only the statistics you want. For example, you can see the percentage of tasks completed on time, in this, or in the previous month.
By the way, the "Show or Hide finished task" switch is now here too. This switch is now more intuitive because it's especially important to see finished tasks in statistics.
WorkFlowSoft works on any device with an internet browser, and you don't need to install anything. The view is automatically adjusted to the screen size - on different screens you see different amount of information. At the same time, you have all the features which you have on an ordinary desktop computer. It's useful because you can do all the work on any device without limitation.
Based on our customers suggestions, we have made an additional version - now you can install a mobile application from Google Play Store. You will see the same interface which you used previously, so you have the same features available on a desktop.
At the same time, the mobile application has an important advantage - it's online notifications. You don't need to constantly open the application to see if a new task has been created for you. All WorkFlowSoft notifications come to your smartphone or tablet automatically, and are shown regardless of what you are doing - even on a locked screen.
A notification shows you tasks which have been changed. If some action is necessary with a task, you will get a special notification so you can pay more attention to it.
Now you see a "question" sign in the top right corner of the screen - we have collected some useful resources to help you in your work:
You surely have tasks which repeat on a schedule. For example: monthly reports, weekly planning, quarterly office supply. Of course it's better to create this task once, edit the schedule, and then this task will recur automatically.
We have made a handy schedule - you can choose how often a task repeats:
You have seen simple recurring tasks in other systems. But we have done what you haven't seen:
This is a unique feature - now you can create a task with custom fields, and then make it recurrent. The assignee who you assigned this task must fill these fields on your schedule periodically, and thus you will receive the information you need in a fast and easy way.
It's a perfect way to collect periodic information from other employees: for example, a weekly summary of the plan execution, or a report on work done.
We have done even more: we have created recurring workflows. Perhaps you have not used workflows in our system, so try it now and you will see that WorkFlowSoft brings you even more benefits. In the visual editor you can create a sequence from tasks, add links between tasks, and specify conditions for each link - which is important if one task has many possible outcomes. So now you've got a workflow for your business processes - just as we enabled you to do before.
This workflow doesn’t have to be started manually: it can also be automatically started on a schedule. For example it's possible that a workflow (business process) to help you check last month's expenses will automatically be started on the first day of every month. This feature is usually available in other costly and complicated systems - but in WorkFlowSoft, every employee can easily use this. Try it yourself!
If you think that recurring tasks with subtasks, and recurring tasks with custom fields are not enough for you, then recurring workflows will surely solve your demands.
For example, when an employee has rights to see only particular tasks in a hierarchy, then parts of this hierarchy are displayed more intuitively; turning on/off messages on task changes has been made more evident; changing message filters is now more clear; when tasks have the same due date then they are also sorted by start dates; tags are now visible in a subtask list; when subtasks have been converting to a workflow than participants in these subtasks receive additional messages. There are also many other enhancements.
For each request template, you can add an explanatory text - for example, a hint for employees about how to fill in the request. Employees can also change the name of the request, and change the description to clarify their needs.
It's now easier to find all requests made from a particular request template because each request template has a mandatory public tag. You can use this tag to filter all requests you are interested in - for example, all helpdesk requests or all training requests.
When an employee quits a company it happens that he/she forgets to transfer some of his/her work to other employees. Eventually some of his/her tasks are left unfinished, but you need these tasks to be completed.
Now, when you delete an employee who has unfinished work (tasks, templates, groups) you can choose another employee to transfer all this work to, so there aren't any tasks left which were "forgotten", or which "disappeared" after an employee quits. All tasks will now be completed!
For example, file access for project teams, switching notification on/off for project teams, online messages in the window «Messages» («an envelope») about files and tags, easier selection of tasks to make them subtasks, convert subtasks to a workflow even if they have been finished. There are also many other enhancements.
Usually you receive online messages in the window «Messages» («an envelope») from all the tasks which you are participating in. You also receive email messages if you activate the email option. But you don't need messages from each task, and numerous messages can disturb your work.
Now you can switch off all messages from a task which you are not interested in – just click "Do not notify" in this task. This switches off both online and email messages from this task.
If you change your mind later, you can click “Notify” and start receiving messages from this task just as before.
You can add tags to a request template – so all requests which your colleagues created from this template will automatically have these tags.
For example, now you can search in the descriptions of groups, and in the descriptions of request templates. We have also added useful notifications about WorkFlowSoft's required settings. If you delete an employee from the employee list you can specify another employee as a substitute. There are also many other enhancements.
You can use WorkFlowSoft for 12 employees free of charge. If you work for a small organization, this could suit you very well. Otherwise, this free offer is perfect for a small department in a big organisation.
We understand that it's not always possible to make a purchase decision in one month, or even several months. This is because you need to check in real life scenarios how your colleagues work with WorkFlowSoft. Now you have as much time as you need – use, evaluate results, and make an informed decision!
If you are a small company with under 12 employees you don't need to think about payments at all - just start working with WorkFlowSoft right now!
Employees often use different “services” in their company – for example, you need some additional equipment for your workplace, or you need a courier to deliver your documents, or you have a question for computer support, or need to order some training.
Sometimes you have to do some research to find out who can answer your question, and this can waste a lot of time. In some organizations there is a dedicated person who collects all these questions from employees and assigns them, but it's a manual process and your request could be lost.
A modern organization should avoid time-wasting and uncertainty over due dates. You need to implement a request management system where employees – using their computers, tablets or smartphones – fill in a request template, and then the system automatically creates tasks for the responsible people.
Another case might be when your colleague asks you to complete a task: the request can be made in different ways – by email, phone call, or in person – but some important information is always missing. To solve this issue just create a request template yourself and specify which information is mandatory. It only takes a couple of minutes! Ask your colleagues to use this template. Now you always have all the information you need to fulfill each request.
It should be easy for each employee – whether it’s an accountant, marketer, or salesperson – to create request templates on their own, quickly and easily. This should not be just “science” for IT professionals.
We have created this request management system for you. It is simple and handy, and doesn't have a steep learning curve.
To do this, just create a task as usual. And then add fields which you want your colleagues to fill in. Mark some fields as “mandatory” if you cannot complete a request without them. Click on the “Save as request” link. And that's it!
Now your colleagues see this request template in the “Create a request” menu. They open it, and fill in the fields – and they cannot miss the fields you marked as mandatory! Then they click on the “Make this request” button and this request is assigned to you automatically with all the information you need so you can complete it without wasting time.
For example, you are a marketing specialist and salespeople often ask you to print new business cards. Each salesperson needs a different amount of cards, and maybe different layouts for them. All you need to do to arrange this is to create a request template: “Request for business cards”; then add appropriate fields: “Desired number of cards”, “Layout: for customers or for partners”, “Desired due date”.
Now all requests for business cards will be on your computer, tablet or smartphone automatically. You don't have to wait for weeks or months until the IT guys create this template for you!
If you want to create a more complex request which you want several employees to complete, just create subtasks in your request template and assign an employee for each subtask.
If an employee adds a public tag to his/her task then other employees can use this tag to find the task. It's useful to create public tags for teams: for example the tag “Our booth at the annual exhibition” would be very helpful for a marketing team preparing for the company's participation in an exhibition. Or the tag “Calculate annual profit” for the accounting team. It's also useful to create public tags which all employees use often: for example, “Important”, “Urgent” etc.
Public tags are visually different from personal tags: there is a “public” icon before a public tag name. Every business unit manager can create a public tag so there is no delay in approving it. To do this, just create a personal tag and then make it public – after that all employees will see this public tag, and can use it.
Only a task creator can add or remove a public tag for his/her task because public tags contain important information which other employees use, for example to find tasks.
Now you see a number of tasks (unfinished / all) just after a tag name on the tag page. If you click on this number you will see a list of tasks with this tag.
You can find a tag by its name, filter tags with tasks / without tasks and also filter public / personal tags.
Previously, if you created a public template or public group you had to wait for a system administrator to approve it. Now every business unit manager can make a template or group public without any delay.
Each employee arranges tasks in their own way. To understand which tasks should be completed first, tasks are often divided into four categories Urgent + Important, Urgent + Not important, Important + Not urgent, Not urgent + Not important.
Many employees use additional category-tags to make work easier, for example “CustomerA”.
Now in a task list you can see tasks with a combination of several tags which you are interested in, for example “CustomerA” + Urgent. You can also see tasks which have at least one tag from several, for example tasks with a tag “CustomerA” and tasks with a tag “CustomerB” in one task list.
We have created 5 often used tags for an administrator: Urgent, Important, Not urgent, Not important, Discuss with colleagues.
Just enter several IDs separated by commas in the search box in a task list. You can also search for a range of IDs (from-to), to do this enter first ID, dash, last ID.
In most other systems, to complete a task, an assignee adds a comment and then hits the “Complete” button. But the results of the task are almost always more detailed than a simple “complete”, so the assignee has to write a long explanatory comment, and attach files. When you check this task you must open files and read comments to find the important information, and the many extra clicks this takes is a waste of your time.
In WorkFlowSoft you can add custom fields to a task, such as Number, Text, Date and Time, Yes/No, Employee (which enables you to choose an employee from a list), and others. You can call these fields whatever you like, for example “The amount of funds available for software orders”. After that, an accountant (an assignee) can simply fill in this field with the appropriate information and click on the “Complete” button. Now you do not have to read the full comments stream to look for the one comment which contains the results. You do not have to open documents: you just look at one field in the task to get the information you need, which only takes a couple of seconds.
With custom fields you can speed up and simplify many processes in your organization. This is really powerful and flexible tool which saves you time and money!
We follow clearly-defined rules for information access. So only task participants (Creator, Assignee, Inspector, Followers) who are directly specified can see this task. That is the core rule of WorkFlowSoft.
But such strict confidentiality can be unsuitable for some projects. A project manager should usually have access to all tasks inside the project, even if he or she is not participating in these tasks directly. So especially for projects we have added a Project team - these are members of the project top-level task. The Project team has access to all tasks at all levels inside a particular project.
We have added a new “on full screen” button in the subtask list. This button opens the subtask list on full screen view with our powerful filters for subtask name, description, due date, assignee, and creator. All other task list features are also available – show new tasks on the top of the list, export to a file and so on. This “on full screen” function is useful if you have many subtasks in the list and much more useful if you work with tasks in a project.
If you want to create many tasks very quickly without detailing them, you can do that in a task list directly. Click on a gray “Create a task” label on the top of the task list, type a task name and optionally select due date and assignee. And that’s all! The task is created. You do not have to click OK, Save and so on, because all the data in WorkFlowSoft is saved automatically when you type it. This time-saving function is called “inline”. Then you can move on and create another task. It really takes just a couple of seconds!
Often, when you collaborate on a task with colleagues, you realize there is some additional work which needs to be done for this task. You can take the classic path – create a new subtask, type the subtask’s name and description and so on - but now we offer you a much faster way: convert a comment to a subtask. You can see a “create a task” link under each comment, click on it and a new subtask will be created automatically. The first line of the comment will be the name for this subtask. All other comment lines will become a description for this subtask. And so, you can create a new subtask with just one click.
If you are working with a task with a long description, or with many comments, you usually have to scroll down the task to see the information you need. Now you can see task action buttons at the top of the screen regardless of how far you scroll down the task. This is convenient if you read some comments, add your comment, and then want to complete the task. You do not have to scroll back to the top. Just click on one of the action buttons - in this case “Complete” - which are always visible to you.
You can add files when you create a task comment. You can also add or delete files in the comment you created previously. Just remember that you can only edit comments (and add or delete files in them) created by you, and only for 10 hours after you created them.
This filter now works in both columns – Start date and Due date, and shows all tasks in this time range.
Now you can reschedule and reassign many tasks very quickly without opening each task.
If you do not know what assignee is best for your task, you can look for him or her in the Employee list after a job title or a business unit. You can see a “create a task” link under every employee name, click on it, and a new task will be opened with this employee as an assignee. You only need to type a task name and the task is created. A “create a task” link is now also available in each employee's card.
Previously, an inspector could check a task and add task comments if he or she sends the task to an assignee for revision. In real life, we realized that there are many cases when an inspector should have the ability to create new subtasks to specify more clearly to an assignee what should be reworked. Now an inspector can create subtasks and even complete the task on his or her own.
All task changes are stored in «Messages for you» («an envelope ») online, which is much more convenient and flexible than emails. You can see a list of all task changes, or choose several types of changes which you are interested in.
When you open a message it marks itself as read, the way you are familiar with in emails. You can also “read” all messages with one click, and delete messages one-by-one or all at once with just one click.
You can easily see new tasks because they are marked in bold (“unread”) and displayed at the top of a task list, the way you are familiar with in emails. You can instantly see if some tasks have new comments – they have a ”comment” mark, with the number of new comments. When you open a task it marks itself as read, so it doesn't distract you from other tasks.
Other project management systems have a common unpleasant issue — if a main task with a due date in the future has a subtask with a due date today, this main task is displayed at the bottom of the hierarchy (corresponding to its due date in the future). Nobody sees this subtask because it's hidden inside the main task and therefore an assignee fails to meet the deadline for this subtask.
We have solved that issue! This is a unique functionality which is missing from others systems.
In our hierarchy this main task is displayed in the task list for today (not in the future) and has a special mark that indicates that this main task contains a subtask with a due date today. So you can easily see all subtasks which should be done as soon as possible. They are not hidden from you in the hierarchy!
You can choose what tasks you want to see:
- by days (yesterday - today - tomorrow and so on)
- by weeks (last week - this week - next week and so on)
- by months (last month - this month - next month and so on)
- from date to date
- all by today
- without due dates.
Now you easily see all tasks for today, or next week, or this month and so on with one click. You can also see all the tasks which have no due dates – if you forgot to set them, you can fix that now. Also, you can find a very useful filter called “By today” - here are all the past tasks you should complete by today.
You can select several tasks and move them as subtasks inside other tasks. Also, you can select several subtasks and move them to the top level of the hierarchy. That's a common situation when you create several tasks, and then realize that all of them should be part of a bigger task. You can do it easily now.
It happens sometimes, that an employee who has created a task is no longer in charge of it, so he/she should transfer this task to another employee. This new employee becomes the owner (creator) of this task. The ownership changes with respect to the organization structure:
- if a creator changes the ownership to a subordinate, then it is changed immediately (the old creator is substituted, and becomes a follower)
- if a creator changes the ownership to someone who is not his subordinate, the new creator can revert the change by clicking on the message after his/her name in the task.
So there are no time-wasting approvals now, and an employee who is not your subordinate can reject the ownership transfer.
We save all the data you entered anywhere automatically and instantly. There is no need for “Save” buttons at all. We have also added an indicator to the top of the screen which displays the current status of data - Saving or Saved. So you are assured that all your data is saved automatically.
If several picture files are attached to a task, you can click on any of them and then “slide” left and right to other pictures without opening them one-by-one.
You can edit your comments for a period of 10 hours after you created them. All changes are automatically saved in the task history, so you can track any altered word easily if it's needed. We have set a 10 hour period so you can edit your comments during the working day, but not for comments written yesterday, or earlier. This solves the problem of someone changing an old comment, but nobody reading it because of the number of new comments.
You can turn hints off at any moment when you decide you don't need them. If you change your mind later you can easily turn them on back on the Settings page.
Every day, you are planning your business as a list of tasks. But a simple task list is not enough, because in real life there aren't standalone tasks. Usually a task has not one, but many possible outcomes, and therefore your next action depends on the outcome of the previous task. This relationship between tasks is natural for you in real business. You keep track of these links in your mind instead of writing them down and allow to perform automatically. For example there are several tasks, and only one of them should be started based on the corresponding outcome of a previous task.
Now it’s easier than ever to realize tasks should be connected, and to link them. Simply click ‘Convert subtasks to workflow’ and these subtasks are converted into workflow. A visual workflow editor allows you to instantly see what’s in the chain, and easily edit links and conditions between tasks.
Before all groups were visible for all employees, therefore these groups could only be created by administrators. Now you can create a group visible only to you or your business unit and save time by avoiding additional approvals from administrators.
You can add a group to task followers so all group members will be added, and those who need to know will know.
Any assignee can change himself/herself to another employee – a process called delegation. The assignee changes with respect to the organization structure:
- as before if an assignee delegates a task to a subordinate, then it is delegated immediately (the delegating assignee is substituted, and becomes a follower)
- we have simplified the case of an assignee delegating a task to someone who is not his/her subordinate — the new assignee can revert the delegation by clicking on the message after his/her name in the task.
So there are no time-wasting delegation approvals now, and an assignee who is not your subordinate can reject the delegation.
To help you master our system, we have developed four demo workflows with seven demo users. If you have just signed up for the trial and you are only one employee, then you can login as any of seven demo users, start any of four workflows and see how different demo team members work with tasks in the workflow in real time.
First-time users now have intuitive hints in the workflow editor, which guide new users smoothly through the system.
Our product is designed for companies and enterprises, and therefore, an organization chart is one of its key components. The organization chart determines many product capabilities – manager roles, task delegation, the access a manager has to the tasks of a subordinate, etc. We have made the organization chart editor more intuitive.
Either the employees or their managers can be made assignees when creating a task in a workflow. The manager is automatically determined from the organization chart.
The ‘Save to xls’ and ‘Save to csv’ functions record information about all currently listed tasks into a file. With the generated file you can analyze a large number of tasks and compose the necessary reports.
This function is useful when there are a lot of subtasks in one task. For instance, completed subtasks can be easily hidden in order to display only the tasks to be done.
To help you master our product, we have developed demo tasks which will be seen by the first product user. Step-by-step, you can perform the actions needed to start working with the product.
Graphic workflow editor, which allows the creation of interrelated task sequences, assign logical conditions for links, etc.
The editor is opened from the task workflow (in the “Templates” menu open the template for editing and click on the "Create workflow" link in the subtask creation bar). The workflow editor can also be opened from every task (from the "Create workflow" link).
It is easy to convert any email message into a task without entering the task system, and without creating the task manually.
In your email message, you need to specify the address of the employee to whom you want to assign this task, and at the same time, the address that you have set on the settings page. In the email copy, you can add other employees – they will become task followers. When such an email is sent, a task with a name identical to the subject of your message will be created automatically. The text of your email message will be kept in the task description. If you have attached some files to the email message, they will be also added to the task.
For example, you have received an email notification informing you that your colleague has started to perform a task.
You can click on "Reply" in email, write a text (you can also attach files) and send an email.
The text of your message will be added automatically to the task as a new comment. The files also will be added to the task.
Attention: all text from your reply (including signature) will be written in the comment of the task, so you can remove the signature before you send it to reduce the size of the comment in the task.
It is now possible to create a set of subtasks for each task. The system supports a maximum of 6 levels of subtask nesting. A hyperlink to the parent task is displayed in subtask info (if the current user has sufficient permissions for viewing it).
The task that is in progress can now be redirected to any other employee. Only the assignee of the task can redirect it (the creator of the task can directly change the assignee). If the assignee redirects the task to the subordinate, then it is redirected immediately (the assignee is substituted, and the previous assignee becomes a follower). If the assignee redirects the task to someone who is not his subordinate, then it is necessary to receive confirmation from the new assignee, who receives a notification. Until the moment the new assignee reassigns the task to himself, the former assignee remains the actual assignee (he is responsible for the task, he can browse it in the "To be done" filter, and receives all assignee-related notifications). The new assignee can also browse the task and receives follower rights until he declines or accepts the delegation (in the latter case, he becomes the assignee, and the previous assignee becomes the follower.
An employee’s superior (manager) can browse his or her tasks and perform all necessary actions on his behalf. In all such tasks, the manager has the same permissions as his subordinates.
This new filter displays all of a subordinate’s incomplete tasks, the tasks that they have created or inspect, and the tasks that have been assigned to them (except for tasks that they only follow). This filter does not include the tasks for which the manager is directly specified in the task participant list. This functionality can be useful when the subordinate is on vacation or ill.
Every top level task can be declared as a project. For this purpose, it is necessary to select "Convert to a project" in the task info.
New fields - "Office" and "Phone number" - have been added to employee contact cards, so employees can find the cities and countries in which their colleagues are working.
A new hyperlink has been added into the "Comment added" notification. The hyperlink saves time by opening the new comment, and the new comment is highlighted.
Task notifications can be flexibly customized — it is now possible to receive notifications about task checking or completion, about task status (in progress, completed, cancelled, or deleted), and added comments.
It is now possible to add and edit task comments, organizing a convenient discussion process.
Every group includes a supervisor (his appointment is mandatory) and participants. It has become possible to assign tasks to groups, if the assignee is not known in advance. Any group participant can voluntarily take any task, or the task assignee can be selected by the supervisor of the group.
Task notifications can now be sent by email (they contain information about newly created tasks, task edits, added comments, etc.). Furthermore, it is now possible to send morning task summaries by email.
It is now possible to create and edit tasks, including the task name, description, start date, and due date; to appoint the assignee, followers and the supervisor.
It is now possible to use several preset task list filters: To be done, I created, I am following, I am participating.
It is now possible to search a task by separate words or letter combinations.
This module displays all the employees of the organization and key information about them: first and last name, job title, organization unit, email and user photo. The heads of business units are marked by crowns in this list. It is possible to view the contact card of every employee, which contains complete information about him or her.
This module visualizes the subordination hierarchy of the company business units in a tree-shaped chart. It is possible to view all the employees that are working in each business unit.