Administrative workflow considerations

This topic describes some of the things that can affect an administrator’s experience when processing transition program tasks. Because the application is highly configurable, it is impossible to define with exactness the process by which administrators, recruiters, or hiring managers process tasks.

Administrators, recruiters and hiring managers serve different roles in the application. Generally, administrators monitor the progress of all or some transition programs. Recruiters and hiring managers are generally more focused on processing tasks. However, administrators can also process tasks. The monitoring of transition programs is straightforward. Administrators use the dashboard to check the health of the system. They might receive automated email notifications when a task changes status or is at risk or overdue, depending on the configuration of the system. In terms of this application, the main responsibility of recruiters and hiring managers is advancing candidates and resources through transition programs. They do this by completing tasks.

Other topics in this guide describe the general workflow of transitioning processes and specific elements of the application that affect workflow.

Task Assignment

Your administrator has configured each task in the transition program to be assigned to a task group or to be assigned by role.

  • By Task Group: If a task is assigned to a task group, then any member of the task group can accept the task. Example: If the task is assigned to the task group Group 1, and you have been assigned to the task group Group 1, then the task is shown in your To Do list. You can assign it to yourself. With this method, the administrative user to whom the task is assigned is determined after the task is initiated.
  • By Role: If a task is assigned to a role, then it is automatically assigned to a specific administrative user when the program is created. The task is assigned to the administrative user who is associated with the particular requisition in a specific role. Consider an administrative task that is configured to be assigned to the hiring manager. When a program that contains that task is created, corresponding administrative task is created. This task is assigned to the hiring manager who is associated with the job requisition. The task is automatically shown in the hiring manager's Assigned tasks list. Users are not required to assign these tasks to themselves. With this method, the administrative user to whom the task is assigned is determined when the program is created, before the task is initiated.

Automated notifications

Your implementation might use automated email notifications to help communicate task statuses and notify recipients of task-related events. Automated notifications can be used for a variety of purposes that apply to candidate tasks or administrator tasks. Examples of these purposes:

  • a task is assigned
  • a task is at risk
  • a task is overdue
  • a task was completed

Automated email notifications are configured in email templates. If task-assigned notifications are configured, then they are sent after the task has been assigned. To whom they are sent is determined by the corresponding email template configuration. Notifications are not sent to a task group when a task is ready to be assigned. Notifications differ slightly by task assignment type:

  • For tasks that are assigned by task group: If a task that is assigned to you meets these criteria, then you receive the notifications:
    • the task is configured with one or more notifications
    • the notifications are configured to be sent to your user name or to your task group
  • For tasks that are assigned by role: If a task that is assigned to you meets these criteria, then you receive the notifications:
    • the task is configured with one or more notifications
    • the notifications are configured to be sent to your user name or to your role and you serve the role for the specific requisition

To Do List

The best place to check to see if you have tasks to complete is the To Do list.

System Oversight

Administrators use dashboards to monitor transition programs and identify issues such as past-due tasks.