Creating Tasks

Last Updated: December 06, 2024

Overview:

A powerful feature of Omni HR is allowing admin users to create HR-related tasks and workflows that are sent to employees, then employees can complete the tasks easily in their Omni HR accounts. In this article, we'll learn how to create the tasks, which you can already assign afterwards, or can serve as the building blocks to create the workflows.

Creating Tasks:

• Go to Workflows > Template > Task > Create task template
  
  

• Select either General task or Information & document request template. Let's discuss each of the 2 Task types in detail.
  • General task - Simple text-based task. This can be used for tasks such as setting one-on-ones, scheduling orientations, etc.
    
    

• After selecting the General task type, enter the necessary details in the page you'll be brought to.

• In the Description field, you can add placeholders through typing the symbol @, then choosing from the list. Placeholders auto-populates info based on records in Omni HR. For example, if you chose the First name placeholder, when you assign this to the user, it will automatically populates with his/her first name in Omni.
  
  

• You can also put hyperlinks if there are any documents outside of Omni HR that the user needs to read before doing the task. Just highlight the text you want to insert a hyperlink, then click the hyperlink icon next to the image icon. Input the link and click Save.
  
  

• Click Save template. The task is now in the Task Templates list, and can now be assigned to users or workflows.

• Information & document request template - Use this for tasks which require info and documents from users. Examples include getting the user's basic details (Name, Marital Status, Nationality, etc.), or asking the user to upload HR forms (tax documents, filled-up new joiner form, etc.).
  
  

• After selecting Information & document request template, enter the necessary details in the page you'll be brought to.
  • As in General task, you may also utilize placeholders and hyperlinks as well for the Description field.
  • There is an additional question, which asks which forms you want to include: Request for information to be filled up, or Request for documents to be uploaded. You can choose one or choose both. Let's further discuss what happens when you choose either one.
    
    

• Request for information to be filled up - In the next page, you will be asked to select for which field/s in the employee profile you want to ask information from the user for. You can choose 1 or multiple by checking the box beside the field. There are some sections where you cannot choose an individual field, and must choose the whole section (i.e. Contact - address, ID & visa).
  
  

• You can then choose if you want to make the field mandatory, and if you want to include helper text.
  
  

• Request for documents to be uploaded - In the next page, you will be asked to select which document type/s you want to ask from the employee. You can choose 1 or multiple, and also choose if mandatory and if you want to add helper text.
  
  

• You can add document types by going to Settings > Field Management > Other Fields > Personal document type > Scroll down and click Add option > Enter the document type you want > Click Save.
  
  

• After choosing the document type, click Save template.
  
  

• The task should now appear in the Task list, and can now be assigned to users or workflows.

Related Article(s):

• Creating Workflows (Updated)
• Set Task Triggers for Workflows
• Assigning Tasks and Workflows

Still Need Help?: 

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