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Overview
Task Pool groups allow you to assign tasks to a shared group rather than a specific user. This is useful when multiple team members are responsible for completing tasks, improving flexibility and workload distribution across your practice
Tasks Pools are categories that can be created to assign tasks to a group or team of people or these pools can be used as the Assignee of the tasks.
The pools created can be used in the following fields:
In Workflows, Pools created are used as Assignees and in Tasks Pools created are used in the Assign To field.
Go to Tools > Administrative Tools > Practice Management > Categories > Pools
Select Pools from the list. A new window will open on the right side to add a new Pool.
Select Add.
Enter the name of the Task Pool and save.
📌Note
If you select Hide while creating the pool, you will not be able to see this pool anywhere or use it, so do not tick this field when creating your new Task Pool. It is best used to hide redundant pools.
You can Hide Edit / Update and Delete any existing pool.
To Delete, select the pool from the list and select Delete.
To Update select the pool and update the name and Save.
The Pools created can now be used while creating Workflows and Tasks.
In Tasks (where toggle to Switch to New Workflow is Off in the Tools > Adviser Profile)
Go to Tasks and click on Add to add a new Task.
Input all the relevant fields and select the new pool created from the Assign To drop-down list, and select Save.
This will create a new task assigned to the new pool created in Categories .
Now the new task assigned to New Pool can be seen in a widget on the Adviser Homepage (make sure that the widget has been added )for quick reference and visibility. This is automatically done for the creator of the Task Pool, but other users will need to add it manually.
In Workflow where the toggle to Switch to New Workflow is ON in Tools > Adviser Profile
Select List > Options > Add Task
This will open the Add Task Pop-up
Enter the required fields > Select the Pool from the Assignee drop-down > Save.
The task will now show when you select the Assignee from the drop-down on the left Filters column. Select Apply Filter
You will now see the tasks created for this Pool in the list.
Now Go to Adviser Home > Customise Adviser Home > Select the tick box in front of the pre-created Pools widget to ensure it shows on the Home screen
The Task Pool Widget will be displayed in the Adviser Home, along with the task assigned to the Pool. The Task can be marked as complete by selecting the green tick icon on the right of the window.
