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
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
To create an employee task, complete the steps below:
- In the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks.
- Click New in the upper-left corner of the page and complete the required fields.
- 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 completed automatically and displayed as a label. Possible values:
|
| 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 in new records and saved tasks while the task is in the Draft, New, or Assigned state. |
| Approvers | Y/N | Specify approvers. The field is visible 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 for completion in the Send for approval and Complete task modal windows to move the task to the Pending approval or Completed state correspondingly. 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
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 available on the forms of tasks in all states except Pending approval, Completed, and Canceled. |
| Ready to start | Click to finalize the draft. The task enters the New state. The button is available 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 available 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 available 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 available 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 available 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 available 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 available 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 available 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 available to approvers on the forms of tasks in the Pending approval state. |
Create a task copy
You can create a copy of a task. To do this, in the burger menu , click Make a copy.
If the task has subtasks, select one of the following options:
- With subtasks – the newly created subtasks will be created in the Draft state and will be displayed in the Subtasks related list,
- Without subtasks – subtasks will not be created, the Subtasks related list will remain empty.
The system will then forward you to the newly created copy with the following differences from the original:
- the Caller field specifies the current user,
- the state of the copy is Draft,
- the fields Assigned to, Approvers, and Approval required are empty.
HRM subtasks
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
There are several ways to create a subtask.
Add a subtask via Employee Tasks
Adding a subtask in the Employee tasks (hrm_employee_task) table is the recommended way. To add a subtask, complete the following steps:
- 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 Add subtask modal window that opens.
- Click Add to confirm the action.
Adding a record creates a subtask in the Draft state.
Add subtask modal window fields
| Field | Mandatory | Description |
|---|---|---|
| Subject | Y | Specify the subtask subject. |
| Description | Y | Specify the subtask description. |
| Assign to | Y | Specify who you want to be responsible for the subtask. Available options:
|
| 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. |
| Approver type | Y/N | Select the type of approver. The field is visible and mandatory if the Approval required checkbox is selected. Available options:
|
| Form completion required | N | Select the checkbox if the work to be completed requires filling in a form. |
| Forms | Y/N | Specify the forms to be filled out to complete the subtask. The field is visible and mandatory if the Form completion required checkbox is selected. |
| Attachment required | N | Select the checkbox if the assignee must attach a file to complete the subtask. |
Create a subtask via HRM Subtasks
To create a subtask in the HRM Subtasks (hrm_subtask) table, complete the following steps:
- 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 and is displayed as a label. Possible values:
|
| Parent | N | The field references the parent task. The field is completed automatically and hidden from the form if the Parent request field is completed. |
| Parent request | N | The field references the parent request. The field is visible if it was completed during subtask creation. |
| Subject | Y | Specify the subtask subject. |
| Description | N | Specify the subtask description. |
| Assignment group | Y/N | Specify a group to be responsible for the subtask. The field is non-mandatory if the Assigned user field is populated. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| Assigned user | Y/N | Specify an employee to be responsible for the subtask. The field is non-mandatory if the Assignment group field is populated. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| 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 editable on new record forms and on saved subtasks in the Draft or New state. |
| Approvers | Y/N | Specify approvers. The field is visible and mandatory if the Approval required checkbox is selected. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| Form completion required | N | Select the checkbox if the work to be completed requires filling in a form. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| Forms | Y/N | Specify the forms to be filled out to complete the subtask. The field is visible and mandatory if the Form completion required checkbox is selected. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| Attachment required | N | Select the checkbox if the assignee must attach a file to complete the subtask. The field is editable on new record forms and on saved subtasks in the Draft or New state. |
| Results report | Y/N | The field contains information on the subtask completion results. The field is mandatory in the Send for approval and Complete subtask modal windows to change the subtask state to Pending approval or Completed correspondingly. |
Related lists
- Approvals – a list of approval tickets with their states and the names of approvers.
- Form Launches – a list of HR forms that may be launched as part of the subtask.
- Form Instances – a list of instances launched as part of the subtask or its parent request if it was specified when creating the subtask.
If the subtask enters the Completed state, all the form launches from the Form Launches list will enter the Completed state and their instances will enter the Closed state except the ones that have already entered the Completed state.
You can access a launched HR form instance directly from the Instance forms related list. To do this:
- Right-click a record in the Instance forms related list.
- In the context menu that opens, click Open.
HR subtask control
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 available on the forms of subtasks in the Draft and New states. |
| Ready to start | Click to finalize the subtask's draft. The subtask enters the New state. The button is available on the forms of subtasks in the Draft state. |
| Start work | Click to start working on the subtask. The subtask state changes to In progress. The button is available to the assignee on the forms of subtasks in the New state. |
| Launch forms | Click to prepare the launch of HR forms specified in the Forms field. The button is available on the subtasks in the New state if the Form completion required checkbox was selected and at least one HR form was specified in the Forms field. The button is available for approvers who are assigned to the HR form launch. |
| Complete | Click to complete the subtask. The subtask state changes to Completed. The button is available 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 available 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 available 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 available to approvers on the forms of subtasks in the Pending approval state. |
Create a subtask copy
You can create a copy of a subtask. To do this, in the burger menu , click Make a copy.
The system will then forward you to the newly created copy with the following differences from the original:
- the state of the copy is Draft,
- the fields Assigned to, Approvers, and Approval required are empty.