Creating transition tasks

Transition tasks are created and then added to programs. A transition task can be added to one or more programs. You can add a prerequisite task to any task

A prerequisite task is a task that must be completed before the original task can be completed. You must create the prerequisite task first. Then create the second task and add the prerequisite task to it as specified in the instructions.

Note: Before you can specify settings in the other sections of the task, you must save changes after you complete the Details section.

You can define the schedule and email automations for all task types except for Send Email and Complete.

You can add acknowledgments and signatures to all tasks except Tracker Form I-9 tasks and Symmetry task forms. You must enable responsive controls for candidates and employees.

See Mobile and responsive experience.

  1. Select Administrator > Transition Management > Setup > Tasks or HR Administration > Transitions > Components > Tasks.
  2. Click Create.
  3. Specify this information:
    Task
    Specify the name of the transition task.
    Description
    Provide a description of the transition task.
    If this field is blank, then the transition task name is the default description when you save the task.
    Active
    The default value of task is active by default.
    Inactive tasks are not displayed in lists.
    Audience
    Select the intended recipient audience for the task:
    • Candidate: The job applicants for a job posting.
    • Administrative: The user can complete tasks for both candidates and resources. Some task types are not available for administrators.
    • Resource: The employees of an organization.
    Task Type
    • Form

      This task type indicates that a delivered, standard form such as the Emergency Contact form, is associated with the task. If your organization has configured custom forms, then you can associate a custom form to the task. Not available to administrators.

    • Instruction

      This task type indicates that a specific, one-time use text is used as a task.

    • Content

      This task type indicates that there is a library of predefined text for re-use with candidates and resources.

    • Send Email and Complete

      This task type indicates that an email is sent and the task is marked complete.

    • URL
      This task type is used to direct the users to an external site. This task type can be used to direct a new hire to:
      • Schedule a drug test
      • Schedule a background screening
      • Complete a survey
      • Read external content

      External sites are displayed in the program's panel. URLs must include http:// or https://.

    • Tax Forms

      This task type is available only to organizations that use the Symmetry integration. Because Federal W-4 information must be passed to the Symmetry web service, add a W-4 task as a prerequisite to the Tax Forms task. The prerequisite task is defined as TransitionTask.TaskType=Form and TransitionTask.TransitionForm=’FORM W4’. Not available to administrators.

    • Form I-9

      This task type is used to generate the Form I-9. It is available to candidates and resources. Administrators can edit the administrator instructions, which are displayed in the dashboards of I-9 approvers. Not available to administrators.

    • HRSD Content

      This task type is used to direct users to specific content pages in the organization's HR Service Delivery portal. An example is a Time Off policy or an Events page. Not available to administrators.

    • PDF

      When you select PDF as the task type, you can attach only PDF files to the task.

  4. In the Details section, specify this information:
    Cancel Task upon Candidate Disposition or Employee Termination
    For administrative tasks, select this field to cancel a task after candidate disposition or employee termination. The field is displayed only after you enable the Cancel Transition Tasks upon Disposition or Termination feature toggle.

    See Enabling feature toggles.

    Form
    When the Task Type is Form, select the specific form name for the task.
    Image URL
    When the Task Type is Instructions
    Instructions
    When the Task Type is Instructions, provide the rich text that is displayed in the message. Right-click and select Text Variable Replacement > Image to insert the image that is designated in the Image URL field.
    Content
    When the Task Type is Content, select from the pre-defined transition content.
    HRSD Content
    For task types that are HRSD content, select the page that is displayed in the task.
    Prerequisite Task
    If the task depends on the completion of another task, select the prerequisite task.
    Acknowledgment
    To show acknowledgment text below the content of the task, select the Include Acknowledgment Textcheck box, then specify the acknowledgment text.
    Signature
    To show a signature field below the content, select the Include Signature check box.
    To show a required signature field below the content, select the Signature Required check box.
    To show the last four digits of the user's social security number in the signature, select the Identification Number Validation check box.
    If ID Validation and Signature Required are selected, then candidates and resources must provide the last 4 digits of their identification number in the signature. If the last 4 digits do not match the record in the system, then a message is displayed, and the user cannot proceed. This validation applies to both government and other forms.
  5. Click Save.
  6. Schedule the employee or candidate calculation methods for the transition task:
    1. Click Schedule.
    2. Specify the calculation methods for the due date and at-risk date of the task for resource or candidate.
  7. Set up the employee or candidate email templates for a task:
    1. Click Email Automations.
    2. Select the email templates to send:
      Task Assigned
      Select the email template to send for the assigned task of the resource or candidate.
      Calculation Method
      Optionally, select the specific schedule to send the email template for the assigned task or completed task of the resource or candidate.
      You can optionally define a calculation method for email templates that are used in transition tasks to delay sending the email.
      See Defining the calculation methods.
      Task Complete
      Select the email template to send for the completed task of the resource or candidate.
      At Risk Reminder
      Select the email template to send for tasks that are near the due date.
      Past Due Reminder
      Select the email template to send for tasks that are past the due date.
  8. Assign groups to an administrative task for resources.
    See Assigning groups to a task.
  9. Click Save.