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Task Management

Community Experience

Adding Tasks Access

In User Management when editing a user account, navigate to or click on the Tasks tab in the top right corner of User Management.

Tip: You may need to click the arrow to scroll to the right to see Tasks

Toggle Tasks Access for the selected user. Optionally toggle Task Manager role on for the user.

There can only be one Task Manager

Task Managers have visibility into all Tasks across a organizations instance of Task Management, can manage users with Task Access, and manage Task Management Settings.

Roles

Task Manager

  • Has visibility into all Tasks. Manages users with Task Access and manages Task Management settings.

  • There may only be one Task Manager at the Client level.

Task Admin

  • Has visibility into and can act on all Tasks at suborgs they have permissions to

  • Task Admins are automatically assigned to Tasks submitted for their sub-org.

  • There may only be one Admin per suborg. The Task Manager is the default Task Admin per suborg.

Task Responder

  • Can respond to tasks assigned to them by Task Admins and Task Managers

  • There is no limit on the number of Responders per sub-org.

Task Permissions

Capability

Task Manager

Task Admin

Task Responder

Dashboard Access

✅

✅

✅

View Tasks

✅ All tasks

✅ Suborg + assigned tasks

✅ Assigned tasks only

Create Tasks

✅

✅

✅

Respond to Tasks (External)

✅

✅

✅

Add Internal Notes

✅

✅

✅

Assign/Reassign Tasks

✅ Any user

✅ Within suborg

✅Can only reassign Task to Admin

Change Task Properties (status, priority, topic, org)

✅

✅

⚠️ Limited (cannot update org field)

Mark Tasks as Spam

✅

✅

✅

Manage Email Settings

✅

❌

❌

Assign users with Task Access to Suborg

✅

❌

❌

Assign & Modify User Roles per Suborg

✅

❌

❌

Setting up Contact Forms

Navigate to Settings within CMS for the Community Experience Contact Form, there will be a section for Contact Form within each sub organization that you can customize individually.
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On this screen you can customize your Topics and Custom Confirmation Message. If you ever want to go back to the default message originally available, click Reset to Default.

Once created Topics will be added to the top level Organization. Additionally, a preview is available on the right side of the screen to show what it will look like when shown on your homepage.

Responses to Contact Forms will be sent to the Task Management section. The Contact Form, when publishes, is displayed on an organizations public websites.

Types of Task Email Notifications

  • Requester emails

    • Sent to Guardians / Community Members associated with a Task

    • Supports two-way email communication: Requesters can reply to these emails, and replies are ingested back into the Task thread.

    • Request emails come from tasks@reply.apptegy.com

  • Staff emails

    • Sent to Task Manager / Task Admin / Task Responder, users for operational alerts (assignment, new requester messages, internal notes, etc.).

    • Meant to be used for notes, they Does not support replies. Staff must click through to Task Management to respond.

    • Emails come from no-reply@apptegy.com

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