Tasks: Overview, Creating, Editing, Permissions, Notifications

Created by Victoria Crosby, Modified on Fri, 28 Apr, 2023 at 2:05 PM by Victoria Crosby

Tasks are a simple 'To-do' list that licensors can use to specify what they expect from licensees. Licensees, in addition to seeing the 'required fields' list, can see a list of tasks that help guide them in their work.


Some common uses of Tasks would be: 

  • The licensor requests a concept image or other document from the licensee at a certain stage.

  • The licensor wants to follow up on a sales report and ask for additional information.

  • You’re considering a potential renewal and want the other party to provide a forecast.

Creating Tasks

From the 'Tasks' Tab

Start by clicking on 'Tasks' from the menu on the left, which will take you to the Tasks list. From there, click the blue 'Add Task' button in the top-right corner. 


Next, you'll be prompted to add the details for this new task:

  • Task Title

  • Description

  • Owner (creator of the task, or whoever is monitoring it for completion)

  • Assigned to

  • Due Date

  • Priority (Lowest, Low, Medium, High, or Highest)

  • Related Submissions

Once these fields have been filled, click 'Create task' in the top-right corner. 


Creating from a Submission Workflow Template

Tasks can be created from a workflow. This is helpful since it means a user doesn’t have to manually create new, nearly-identical tasks every time there’s a new submission. For more on workflow templates and where to find them, click here


Start by selecting the desired workflow template from the 'Company Settings' section. In this example, we've chosen to add a Task to the 'Apparel Products' workflow. 


Click on the three-dot menu in the upper-right corner and select 'Edit.'


You'll be taken to the 'Workflow Edit' page. From here, select the stage that you'd like the Task to be associated with. We chose the 'Concept' stage, here. Click 'Add Task' once in blue and again next to the plus sign. 


This will open up a condensed version of the same 'Add Tasks' page that we saw earlier from the 'Tasks' tab. 


Once you've filled the necessary fields, click 'Add Task' to save it to the workflow template. 


You'll now be able to see this newly-created Task in the 'Workflow Edit' page. You can add as many Tasks as you'd like to the different workflow stages, but make sure to click 'Save' in the top-right corner when you're finished. 



Creating from Automation

Admin users are able to create a Task from within the add-Automation flow for very specific use cases by clicking on 'Add an Action,' and then selecting 'Add Task(s).' You can also assign the Task to a user during this process, too. 


For more on Automation, click here



Editing a Task

Users with the task 'Edit' permission are able to make changes to any preexisting tasks that their company may have created.


To start, simply click on the task that you'd like to edit from the list view. From there, you'll be taken to the 'Task Details' page, where you can edit the fields as desired.


Note that once you click out of the field, the edit will be saved automatically. You’ll see this reflected in the message that pops up, confirming the change was made. This is similar to Google Docs or other living-document programs.


Updating the Task's status can be done from here, too. Just click the status dropdown in the top-right corner to choose the new status:



Task Permissions

Only users who are granted a role with the appropriate permissions will be able to add, view, edit or delete Tasks. To learn more about assigning roles as an Admin user, click here



Task Dependencies

Dependencies help explain context and workflow to users working on a task.

They won't prevent someone from working on a task (editing, changing values/status, etc) when dependencies exist - they're purely informational as it relates to the task.


Sometimes dependencies come from workflow templates, and other times they come from users. If a dependency exists, it'll be shown on the Task itself. 


You can set a dependency on a preexisting Task by clicking on it from your list to view. 


Click on the fields under 'Links and Dependencies' to set your criteria. For the first field, there are four different relationships that you can specify:

  • Blocks...

  • Depends on...

  • Is blocked by...

  • Relates to...

In this example, we'll choose 'Depends on...' and specify that it depends on the completion of another task, 'Create Promotional Image Mockups' in order to be completed. 


Once you've filled these fields, click 'Add' to create this dependency. 


You'll now be able to see this new dependency specified on the original Task, 'Upload Initial Promotional Material.' If you'd like to add more dependencies, click the 'Add' button again to repeat this process. 



Just like any other personal notification, you can choose to be notified of any Task-related updates via in-app notifications, email, both, or none at all. 


For more on configuring your notification settings, click here


Use Case Example

Let's consider a situation that would tie all of these functions together:


A licensor knows that, for every physical product that targets children, they need someone from their Legal team to review regulations around warning labels (i.e., choking hazard). They could create an automation that detects when a product approval is submitted for certain categories and reaches a certain phase, then automatically creates a task for legal to review and provide those requirements to the team.


Similarly, a licensor may have different departments or business units that are split by region, category, or function. The same logic applies. Using a combination of workflows and automation, Tasks can be created to assign and track the completion of work that's specific to those departments.


Say you're someone from the Legal team. Without Tasks, you could be added to a submission and not have any idea why or what's expected of you.


With Tasks, that work assignment becomes much clearer. Now, this legal person can get an email with a Task that clearly describes what is requested/expected of them.

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