HR Tasks and Subtasks

HR specialists can assign tasks to employees, for example, in order to fulfill an HR request or conduct a survey by means of an HR form. The main information about tasks is stored in the Employee Tasks (hrm_employee_task) table. Tasks consist of HR subtasks, the information about which is stored in the HRM Subtasks (hrm_subtask) table.

Read more about working with HR tasks and subtasks on the service portal in the Service Portal – HR Tasks and Subtasks article.

Employee tasks

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Roles required:

• Create – hrm_agent.
• Read:
  • users can view a task if they are specified in the Assigned to field on the form of this task or related subtasks,
  • users can view a task if they are specified in the Approvers field on the form of this task,
  • hrm_agent, hrm_supervisor.
• Update:
  • users can edit a task if they are specified in the Assigned to field on the form of this task,
  • group members can edit a task if the group is specified in the Assignment group field on the form of this task,
  • hrm_agent, hrm_supervisor.
• Delete – hrm_admin.

Create an HR task

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To create an employee task, complete the steps below:

1. In the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks.
2. Click New in the upper-left corner of the page and complete the required fields.
3. Click Save or Save and exit to apply the changes.

Saving a new record creates a task in the Draft state.

Employee Task form fields

Field	Mandatory	Description
State	N	The field is populated automatically. Possible values: Draft New Assigned In progress Completed Canceled
Category	N	Specify the task category. Typical categories might be titled as Selection and Recruitment, Documentation, Onboarding and Adaptation, Document management, and Corporate Training.
Caller	Y	The field is populated automatically with the name of the current user.
Subject	Y	Specify the task subject.
Description	N	Specify the task description.
Assignment group	Y/N	Specify a group to be responsible for the task. The field is not mandatory if the Assigned user field is populated.
Assigned user	Y/N	Specify an employee to be responsible for the task. The field is not mandatory if the Assignment group field is populated.
Approval required	N	Select the checkbox if the task needs to be checked. The field is available for editing while the task is in the Draft, New, or Assigned state.
Approvers	Y/N	Specify approvers. The field is displayed and mandatory if the Approval required checkbox is selected.
Attachment required	N	Select the checkbox if the assignee must attach a file to complete the task. The field is available for editing while the task is in the Draft, New, or Assigned state.
Results report	Y/N	The field stores information about the task results provided to the approver. The field is mandatory to move the task to the Pending approval or Completed state. The field is read-only on the forms of tasks in the Pending approval and Completed states.
Discussion	N	Leave a comment with additional information about the task.

Related lists

Subtasks – the list contains the subtasks that must be fulfilled to complete the current task.

HR task control

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To change the task state, use the buttons in the upper-right corner of the form, if not specified otherwise.

To control a task, navigate to Human Resource Management → HR Task Management → Employee Tasks and open the required record.

UI action	Description
Add subtask	Click to add a subtask to the current task. Fill in all the required fields in the modal window that opens and click Add. The Add subtask button is located at the bottom of the page in the Subtasks related list and is displayed on the forms of tasks in all states except Pending approval, Completed, and Canceled.
Ready to start	Click to finalize the task's draft. The task state changes to New. The button is displayed on the forms of tasks in the Draft state.
Assign to me	Click to assign the task to yourself. The task state changes to Assigned, and the Assigned user field is completed with the name of the current user. The button is displayed on the forms of tasks in the New state.
Reassign	Click to reassign the task to another user. Fill in the required fields in the modal window that opens and click Reassign. The button is displayed on the forms of tasks in the Assigned state to the user specified in the Assigned user field, their managers, and users with the hrm_manager role.
Cancel	Click to cancel the task. The task state changes to Canceled. The button is displayed on the forms of tasks in the Draft, New, and Assigned states.
Start work	Click to start working on the task. The task state changes to In progress. The button is displayed to the assignee on the forms of tasks in the Assigned state.
Complete	Click to complete the task. The task state will change to Completed if the related subtasks are in the Completed or Canceled state. The button is displayed on the forms of tasks in the In progress state.
Send for approval	Click to send a task ready to be reviewed for approval. In the modal window that opens, fill in the mandatory fields, attach a file if required, and click Send. The task state changes to Pending approval if the related subtasks are in the Completed or Canceled state. The button is displayed on the forms of tasks in the In progress state if the Approval required checkbox was selected before the task state changed from New to Assigned.
Reject	Click to reject the reviewed work. In the modal window that opens, fill in the required fields and click Reject. The task state changes to Rejected. The button is displayed to approvers on the forms of tasks in the Pending approval state.
Approve	Click to accept the reviewed work. In the modal window that opens, fill in the required fields and click Approve. The task state changes to Completed, the Activity feed widget becomes read-only. The button is displayed to approvers on the forms of tasks in the Pending approval state.

HRM subtasks

tip

Roles required:

• Create – hrm_agent.
• Read:
  • users can view a subtask if they are specified in the Assigned to or Approvers field on the form of this subtask,
  • hrm_agent, hrm_supervisor.
• Update:
  • users can edit a subtask if they are specified in the Assigned to or Approvers field on the form of this subtask,
  • group members can edit a subtask if the group is specified in the Assignment group field on the form of this subtask,
  • hrm_agent, hrm_supervisor, hrm_admin.
• Delete – hrm_admin.

Create an HR subtask

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You can create a subtask in the following ways:

Path	Steps
On the parent task form (recommended path)	In the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks. Open the form of the task for which you need to create a subtask and go to the Subtasks related list. Click Add subtask and fill in the required fields in the modal window that opens. Click Add to confirm the action.
On the subtask form	In the agent interface, navigate to Human Resource Management → HR Task Management → Subtasks. Click New and fill in the required fields. Click Save or Save and exit to apply the changes.

Saving a new record creates a subtask in the Draft state.

HRM Subtask form fields

Field	Mandatory	Description
State	N	The field is completed automatically. Possible values: Draft New In progress Pending approval Rejected Completed Canceled
Subject	Y	Specify the subtask subject.
Description	N	Specify the subtask description.
Assign to	Y	Specify who you want to be responsible for the subtask. Available options: --None-- – default value User assigned to the task Manager of the user assigned to the task User, group, or selection
Assigned user	Y/N	Specify an employee to be responsible for the subtask. The field is not mandatory if the Assignment group or Assigned selection field is populated.
Assignment group	Y/N	Specify a group to be responsible for the subtask after creating the record. The field is not mandatory if the Assigned user or Assigned selection field is populated.
Assigned selection	Y/N	Specify a selection of employees to be responsible for the subtask after creating the record. Every employee on the selection will get a separate subtask. The field is not mandatory if the Assigned user or Assignment group field is populated.
Deadline	N	Specify the date no later than which the subtask must be completed.
Approval required	N	Select the checkbox if the work to be completed requires approval. The field is available for editing while the subtask is in the Draft or New state.
Approver type	Y/N	Select the type of approver. The field is displayed and mandatory if the Approval required checkbox is selected. Available options: --None-- – default value Task assignee's manager Parent task caller Parent task assignee Specified employees
Attachment required	N	Select the checkbox if the assignee must attach a file to complete the task.
Results report	Y/N	The field contains information on the subtask completion results provided to the approver. The field is mandatory to change the subtask state to Pending approval or Completed. The field is read-only on the forms of tasks in the Pending approval or Completed state.

HR subtask control

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To change the subtask state, use the buttons in the upper-right corner of the form, if not specified otherwise.

To control a task, navigate to Human Resource Management → HR Task Management → Subtasks and open the required record.

UI action	Description
Cancel	Click to cancel the subtask. The subtask state changes to Canceled. The button is displayed on the forms of subtasks in the Draft and New states.
Start work	Click to start working on the subtask. The subtask state changes to In progress. The button is displayed to the assignee on the forms of subtasks in the New state.
Complete	Click to complete the subtask. The subtask state changes to Completed. The button is displayed on the pages of subtasks in the In progress state that do not require approval.
Send for approval	Click to send a subtask ready to be reviewed for approval. In the modal window that opens, fill in the mandatory fields, attach a file if required, and click Send. The subtask state changes to Pending approval. The button is displayed on the forms of subtasks in the In progress state if the Approval required checkbox was selected before the subtask state changed from New to In Progress.
Reject	Click to reject the reviewed work. In the modal window that opens, fill in the required fields and click Reject. The subtask state changes to Rejected. The button is displayed to approvers on the forms of subtasks in the Pending approval state.
Approve	Click to approve the reviewed work. In the modal window that opens, fill in the required fields and click Approve. The subtask state changes to Completed, the Activity Feed widget becomes read-only. The button is displayed to approvers on the forms of subtasks in the Pending approval state.