Pool tasks
Overview
Pool tasks are tasks that don’t need to be manually assigned by a manager. They are shown in the My Menu > Tasks > Pool tasks page and resources are able to assign themselves.
Only resources with the necessary roles, teams, language combination and tasks will be able to assign themselves to pool tasks.
Additionally, tasks marked as pool tasks will also be excluded from the “Tasks requiring assignment” view in the Sales dashboard > Tasks tab.
Accessing and assigning self to pool tasks
Pool tasks can be accessed from My Menu > Tasks > Pool tasks tab by users with the relevant roles.
The Pool tasks tab will display tasks that have been marked as pool tasks and that the users can assign themselves to (if they match the standard criteria of language combination, task, team) that are still unassigned.
Users can assign themselves to tasks either by clicking on the “Assign yourself” icon (1) or through the “Check in/out of task” button (2), if available.
Once assigned, the task will be removed from this listing and be added to the user’s My task page.
To learn more about the “Check in/out of task” functionality, please check the Task check-in - Measuring time spent on a task manual.
Setting up
Tasks can be set up as pool tasks at system, order and workflow template levels.
At the system level
To set up a task type as a pool task at the system level, from Administrator > Tables > Task types, open the Edit page of the task type (1) and enable the “Pool task (will not require assigning)” option (2).
This new setting can be applied to existing orders, products and workflow templates that contain this task, using the “Apply pool task to:” option (3).
At the order level
To set up a task as a pool task at the order level, from Sales dashboard > Orders > Tasks info page, mark the “Pool task” box.
If you do not see the “Pool task” column, it’s possible it has been hidden.
To learn more about hidden columns, please refer to the “Hiding / displaying columns” section of the Customizing a page layout (grid layout) manual.
At the workflow template level
Tasks can be set up as pool tasks at the workflow template level from Manager > Price lists & Workflow templates > Workflow templates.
From the All tasks popup (1), mark the “Pool task” box (2) of the relevant tasks.
Relevant roles
Access to the Pool tasks tab requires the following role:
Enable pool tasks access
Additionally, the following role is required for users to be able to assign themselves to tasks:
Can assign yourself (Pool tasks pages)