Task confirmation*

OOONA system enables you to set task confirmation requests from users once assigned to tasks.
For task confirmation to work, it MUST be setup on both the Task level and the Resource level.

Setting Task confirmation on the Task level

Task level conformation 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 next section.

4. Click “Save and close” (fig 4)

Open

You can easily view the status of the setting in the Task types table. Scroll to the right until you see the “Require user confirmation to assignment” column.
This column will display a visual indication of the setting. You can edit the setting from here as well (note you will need to click on the ✓ twice for security reasons.)

Open

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 (fig 1)

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

3. Set the “Enable task confirmation” switch (fig 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” (fig 4) to “On”
   Note: Rejection/Tentative mails will be sent regardless to this configuration

5. Set the “Time to respond to assignment (in hours)” (fig 5) to determine how long the resource has to respond to the task assignment

6. Click “Save” (fig 6)

*The resource that assigned the task.

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.