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TOPIC: Following up on assigned tasks

Following up on assigned tasks #1900

  • gemstar
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This is probably just a simple "new user" question...

Let's say someone assigns a "Checked Task" to another person.
We know how to search for "Checked Task's" that were created/assigned by someone and also how to check the workflow of the person they assigned the task to.
We are wondering, if you notice an assigned task has not been realized yet, if there is a "Synergy based" method of asking for an update, from that person who has not realized their task yet, about that specific task, other than physically calling, visiting, or Emailing the person for an update.

Thank you,
Brian
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Following up on assigned tasks #1901

  • Dkloepfer
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Brian,

There is no standard report to have the system look for outstanding (or overdue) requests and make some notifications with an out-of-the box solution.

I did find a check box in the Workflow (Customize:Workflow) screen for Overdue Requests. This can show all Overdue Requests to the person that created the workflow. Another idea would be to create a custom ASP page using a SQL statement and have this page placed on everyone's Start Page or in their Favorite's to be reviewed on demand.

I believe that you are looking for an automated solution for notifications back to the Resource that the Request was directed to. Using the Event Manager, you can create a query to review the AbsenceTypes and Absences tables. A Reminder request could be generated to a Resource for any outstanding requests past the hours defined in the Request. The Event Manager an review the database and automate many processes within your organization.
Dave Kloepfer
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[url=http://www.synergyexpert.com:2v9xq3t1]Tips, Tools & Manuals[/url]
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Following up on assigned tasks #1902

  • gemstar
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Thank you,
Since there doesn't seem to be an automated option (other then Event manager, which we do not have), does anyone use a feature of Synergy to ask the assigned person where they are at with the assigned task, or do they just get up and ask the person directly?

Brian
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Following up on assigned tasks #1903

  • ddozer
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Brian, from the sound of it the people at your organization may not be used to managing/checking their workflow on a regular basis so I'm not sure how effective the following suggestions may be, but here they are:

1. Make sure that your task and checked task requests are set to allow anyone to enter a remark. Then create a workflow search template that shows all open checked tasks (or if you only care about the ones that you've created just search in your own workflow for created items). Then add a remark to the request asking that they give you an update on the status.

2. Or you could create a template/search like in the above step and use the copy function. Also make sure that you have the linked request field defined in your checked task/task. You can copy the data from the first request to the new one with it linked up to the new and request an update on the original request.

You can also use the "Log-read" button to at least see if they've looked at the request...

Both of these options require that people check Synergy on a regular basis (or at a minimum haveit open and have their notifications turned on). I would definately suggest investing in Event Manager if for no other purpose then to supplement Synergy. We've been utilizing Synergy for about 6 months now and it's still tough to get people used to utilizing it on a daily basis so we've automated a lot of processes and supplemented reminders and follow ups with automatic emails.

Some of the options may be a little redundant, but I would try to avoid calling or asking someone for an update on a Synergy item because then it kind of defeats the purpose :-)
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Following up on assigned tasks #1905

  • gemstar
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We are still so new that we havn't fully rolled out the workflow/request to the group. We are just thinking ahead on what may happen, pure speculation....

We will consider these suggestions as we move forward (and we will not throw away our big sticks, just in case)

We have been told that "Event Manager" is currently not available for purchase. I think they are waiting on the next release of Synergy Enterprise or something. But we will definately look at that when available.

Our goal is to get everyone to start, spend, and end their day in their Synergy workflow and add time-stamped updates on a task if they, for some reason, are not able to complete it.


Thank you,
Brian
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Following up on assigned tasks #1906

  • dgillz
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Event Manager can always be purchased - just buy it direct frm Vineyardsoft.
www.gainfocus.biz
Worldwide support for Macola Progression, Macola ES, Synergy, Event Manager and Crystal Reports.
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Following up on assigned tasks #1910

  • jclark
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You could email the request to the person directly from Synergy using the email button located in the upper right corner of the request.
In order to make this work with internet explorer (ie) you do have to make a change on the securirty settings. In Internet Explorer open synergy, then go to Tools, then select internet options, click on the security tab, then choose trusted sites, click on the sites button, then choose add then click on close. Now you are back to the security tab so click on custom level button. scroll down until you see a listing that says "Initialize and script activeX controls not marked as safe for scripting. This setting will only apply to websites that are listed in your trusted sites section so don't be concerned about issues here. The default setting is disable. Change this to enable. then click ok until you are back to your synergy page. Close completely out of ie and then open synergy again.

Now by clicking on the email icon you can email a request, document, project, item from Synergy. It will take an exact picture of the thing that you want to email and put it into your email as a picture with text so that they can see the exact thing you are talking about. If you have any questions about this feel free to email me or just post here and i will be glad to help you out.
John Clark
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