Employee: Navigating Assigned Tasks and Workflows Follow

Topics Covered

Navigating Assigned Tasks
Viewing Task Details
Navigating My Workflows
Viewing Workflow Details

Target Users
Employees

Required Permissions
n/a

Introduction

As an employee, there is a lot to do and keep track of.  You are on the receiving end of ATLAS Workflows, and as such it is your job to complete the tasks, manage the workflows, and sign the forms that others assign to you.  However, you don't have to go it alone. This article should tell you everything you need to know.  NOTE:  The following actions are accessible via the Dashboard Overview, so make sure to navigate there first before continuing.

Assigned Tasks

Navigating Assigned Tasks

To view your Tasks, navigate to Assigned Tasks and click View All.  Here, there are three key areas to make note of.

• Grouped By:  This is where you choose how you want to view your tasks.  You have three options. 
  • Assignment:  This organizes your tasks by what workflows they come from, so that all related tasks are grouped together.
  • Task:  This organizes your tasks by what kind of work they need you to do, whether it's signing a document or something else.
  • Role:  This organizes your tasks by what role you need in order to complete them.  NOTE:  It's ok if you don't have many roles, you shouldn't receive any work that you don't have the necessary roles for.
    
• Filter:  This is where you filter what tasks you want to be able to see at one time.  You have three options.  NOTE:  In order to clear your filters, click on the Clear Filter button.  It should show up in small print under the Filter area if you have any filters in effect.
  
  • Name Criteria:  This allows you to search for work assigned by specific people.
  • Workflow Category:  This allows you to search for Tasks from specific types of Workflows.
  • Hide Pending Tasks:  This checkbox hides tasks that have not been assigned to you yet.
• The Tasks List:  This is where all of your assigned tasks are listed.

Viewing Task Details

Whenever you click on a task, you will be taken to the Task Details window.  This is where you complete assigned tasks, as well as a few other things.

• Undo/Redo:  These allow you to undo and redo certain actions.
• Form Field:  Some tasks will require you to fill out a form.  In that case, these arrows allow you to quickly locate the next required Form Field.
• Task Actions:  While most everything you'll need to complete tasks will be located within the task itself, these buttons provide extra options for things you might like to do outside of just completing a task.
  • Cancel:  This redirects you back to the Assigned Tasks page.
  • Notes:  This is where you can store task specific notes to yourself.  Keep in mind that notes don't transfer over to other tasks.
  • Change Status:  This allows you to change the status of the task in case you need to leave and finish it later.  Your options are Pending, In Progress, Completed, Skipped, or Not Started.
  • Add to Calendar:  This allows you to add a calendar reminder to your personal calendar.
  • Send Reminder:  This allows you to send a message to the task assigner.  Try to use these sparingly.
• Save/Save & Complete:  You've got two saving options, so don't mix them up. 
  • Save:  This allows you to save your progress.
  • Save & Complete:  This allows you to submit your work.

My Workflows

Navigating My Workflows

In order to view your Workflows, navigate to My Workflows and click View All.  Here, there are two key areas to make note of.

• Assign Workflow:  If you don't have too much to work on, then this is where you go to pick up Workflows and assign them to yourself.
• Filter: This is where you filter what tasks you want to be able to see at one time.  You have three options.
  
  • Workflow Name:  This allows you to search for workflows via their name.
  • Workflow Category:  This allows you to search for specific types of Workflows.
  • Workflow Status:  This allows you to search for either complete or incomplete workflows.

Viewing Workflow Details

Whenever you click on a Workflow, you will be taken to the Workflow Details window.  This is where you can view workflows and complete tasks that you've been assigned, as well as a few other things.  

• Complete / Reset / Remove
  • Complete: This allows you to submit a Workflow as completed.
  • Reset:  This allows you to reset all Tasks within the Workflow.
  • Remove:  If you're the one that made the workflow, this allows you to delete it.
• View:  This allows you to either expand or collapse the Task List.
• Print Workflow:  This allows you to print the Workflow.
• Filter:  This allows you to search for Tasks with specific statuses.
  

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.