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.

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).

Open

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.

Open

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.

Accessing and assigning self to pool tasks

Pool tasks can be accessed from My Menu > Tasks > Pool tasks tab.

Note that only users with the relevant role will be able to see the Pool tasks tab.

Required role: Enable pool tasks access

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), if the tasks 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.

Please note that only users with the relevant role will be able to assign themselves to pool tasks.

Required role: Can assign yourself (Pool tasks pages)

Once assigned, the task will be removed from this listing and be added to the user’s My task page.

Warn on limit to self-assignment tasks

A limit on how much volume a resource can assign themselves to in a given day can be added, which will trigger a warning to be sent out to both the user and the resource in charge of the order.

This warning will be triggered if the resource assigns themselves to a total of tasks with the same Task supply date in which the volume (minutes, words or others) exceeds the set limit.

This limit will also take into account different unit types. If a resource has reached their daily limit for minutes, if they try to assign themselves to a word-based task due on the same day which also has limits, the warning will also trigger.

Setting self-assignment warning limits

Warning limits require configuration at two levels: Task and Resource.

Task level

At the task level, configuration is done to set the daily limit that should trigger a warning.

This can be done from Administrator > Tables > Tasks tables > Task types.

1. Open the “Edit” of the task which should have a daily limit

2. Enable the “Warn on self-assignment” button

3. Click on “Set daily limits” to indicate what the daily limit for this task should be

4. Within the “Daily limits” popup, select the desired unit

5. Set a value for what the daily limit for this task and unit type should be.

Resource level

At the resource level, it's possible to select which resources should trigger this warning.

From Manager > Rolodex tables > Resources, with the resource’s profile, enable the “Warn on pool tasks daily limit being exceeded” option.