Overview

The OOONA Manager enables you to set task confirmation requests from users once assigned to tasks.

If used, resources will be required to confirm if they accept the task when the assignment email is sent out.

Configuration

The task confirmation will only trigger if set up at both Task and Resource level.

Setting Task confirmation on the Task level

Task level confirmation is set on a system level. To enable task confirmation requirements for a task type:

1. Navigate to Administrator > Tables > Task types (fig 1)

2. Click the magnifying glass (fig 2) of the task you want to configure

3. Set the “Require task confirmation” switch (fig 3) to “On”
   When switched ON, The task will require resource confirmation for the assigning.
   Note: this setting requires additional configuration on the Resource level from: Manager > Rolodex tables > Resources, as described in the Setting Task confirmation on the Resource level section.

4. Click “Save and close” (fig 4)

The same information is also available and editable in the grid:

Setting the Task response time at the system level

A resource’s default response time is inherited from the system configuration and can be edited from Administrator > Web administrator > Configuration > Emails > Email task confirmation setup section.

This value, set in hours, is inherited into all resources, but it can also be adjust at the resource level.

Setting Task confirmation on the Resource level

In addition to the system level setting, to enable task confirmation, you must also set it for the resource:

1. Navigate to Manager > Rolodex tables > Resources (1)

2. Click the magnifying glass (2) of the resource you want to configure

3. Set the “Enable task confirmation” switch (3) to “On”
   Note: this setting requires additional configuration on the Task type level from: Administrator >Task types page, as described in the previous section.

4. To receive a notification (managers / resources in charge*) once the resource accepts the task, set the “Email me if a resource accepts task assigned” (4) to “On”
   Note: Rejection/Tentative mails will be sent regardless to this configuration

5. Set the “Time to respond to assignment (in hours)” (5) to determine how long the resource has to respond to the task assignment. This value is inherited from the system settings, but can be changed at the resource level as well by clicking on “Inherited”.

6. Click “Save” (6)

Task confirmation notifications

Automatic notification on Order status change

When assigning resources to tasks while the status of the order is “New”, an automatic notification will be sent to the resource when the status is changed to “In progress” (If a manual notification has been sent, the automatic notification will not be sent)

Manual notification

Once the status of an order has been changed to “In progress” AND a resource is assigned to a task, a manual notification can be sent.

1. Navigate to task view from

   1. Sales dashboard > Orders > Tasks icon to view the tasks of a specific order
      or

   2. Sales dashboard >Tasks to view all the tasks in the range

2. Click on the Envelope icon in the “Email” column to send the resource a confirmation notification request (fig 1)

3. The status of the confirmation request is displayed in the “Task confirmation status” column (fig 2)
   

   

4. Once the resource accepts the task, the column will be marked with a green V (fig 1)

5. Assignment pending approval. Tentative responses or if the resource has not responded yet, will be displayed with the standard task confirmation icon (fig 2)
   The resource in charge will receive a notification that the resource responded as “Tentative”

6. If a resource Rejects the task, he will be automatically unassigned from the task and the notification will be displayed as a gray circle (fig 3)
   The resource in charge will receive a notification that the resource rejected the task

Resource Task assignment confirmation

Resource Task confirmation from the confirmation email

Once the confirmation email is received, the resource can respond by simply clicking on the corresponding icon in the email to Accept, mark as Tentative or Reject the task

When selecting the required response, the user will be redirected to a confirmation page within OOONA.

The page can be closed once the “Current status” displays the selected response

Resource Task confirmation from My menu

Resources can view and respond to assigned tasks from My menu >Tasks >Task confirmation tab

Simply click on the corresponding icon to Accept, mark as Tentative or Reject a task.