A GUIDE TO USING TASKS

Transcription

1 A GUIDE TO USING TASKS OBJECTIVE CONNECT COLLABORATE CAPTURE CONTROL

2 WELCOME Rob Mills Global VP of Objective Connect As a software developer, there is nothing better than your customers driving the direction and strategy of your solutions. When Objective Connect was first released in 2013, it came from a need for Government and other regulated industries, who care about information governance, to have the ability to share content with external parties. This need was being driven by the desire to digitally transform service delivery to citizens. It was also being driven by the fact that many organisations are increasingly outsourcing some functions to third parties. The content being shared was often of a sensitive nature, it was either confidential, citizen-centric or in the case of a patent or tender process, had privacy and commercial implications. In short, it was the type of information that should not and could not get into the public domain. Objective Connect was developed to assist in these ad-hoc sharing events - ensuring that shared information was safeguarded and had full auditability and traceability. As we approach 2016, we are seeing Objective Connect, not just as a tool for sharing content, but as a collaboration platform. A location where multiple parties are coming together to work on core business processes. Objective Connect allows participants to collaborate on documents, capture conversations and now with the latest release, control tasks all within a single, secure workspace. Objective Connect is being used to manage core processes as diverse as registrations for patents, development applications in local government, medical research, tenders, board papers, child protection and even patient referrals. At Objective it is imperative that we continue to deliver to the needs of our customers. With that I am pleased to launch the latest version of Objective Connect. The introduction of Tasks extends the collaboration capabilities, giving our customers the ability to acknowledge, review and approve decisions, keeping everyone informed. We hope you like it. Regards, Rob

3 LATEST RELEASE What s Included in the latest Release: Faster performance Mobile responsive Enhanced user experience Ability to control Tasks Objective Connect already gives you the ability to collaborate on documents and capture conversations. With the latest release of Objective Connect, you can now control tasks to acknowledge, review and approve decisions, keeping everyone informed. Bottlenecks are removed and work just flows. The latest release of Objective Connect also includes an enhanced user experience. This enhancement not only adheres to our ethos of zero-training requirements, but also presents as both modern and contemporary - people will love the experience of using it. The latest release also includes performance enhancements and improved responsiveness on mobile devices. Making Objective Connect even faster and easier to use - anywhere.

4 ENHANCED USER EXPERIENCE

5 USER EXPERIENCE The following enhancements have been made to the user experience of Objective Connect: 1. Easier to read filing structure Click the icon for filter and search 3. Help, Log out, Reports, Workgroup Administration and Settings are now all found under the drop down menu Drill-down into a folder or a document can be done on the entire grey bar - improving usability on mobile devices 5. Downloading a document can now be completed in a single click 6. The reply function in a comment now mimics popular social products, reducing training requirements

6 USER EXPERIENCE The latest release has also improved the process for adding permissions to a new participant. It is now much easier to identify the permission being granted for one or more participants Invite one or more participants 2. Set permissions 3. Add a message 2 3

7 INTRODUCING TASKS

8 TASKS Within any collaborative process, it is helpful to know that: The document has been received A review of information has been requested Approval is sought Tasks have now been added to Objective Connect, to enable these actions. By managing Tasks within Objective Connect you can have a complete record of every interaction during the collaborative process. Tasks can be allocated to one or more participants within a Share. Task types that can be set are: Acknowledge Review Approve / Reject Tasks can be linked to a specific document within the share or associated to the Share Itself. Due dates and reminders can be set, with participants being prompted with s as critical milestones are met. As share owners you are always kept up to date with an when a Task s status is changed. Upon log in, it is easy to see all Tasks that have been assigned by you or assigned to you. So you know what s important, overdue Tasks are always listed first, with the remainder listed in due date order. Similarly when accessing a Share the Tasks are listed.

9 CREATING A TASK 1 A Task is created from within a Share. A Task can only be created by the Share Owner. To create a Task: 1. Click the Tasks icon on the left hand side of the screen 2. Select a Task type of Acknowledge, Review or Approve / Reject 3. Add your own Task title 4. Add your own Task description 5. Assign one or more participants 6. Set a due date, time and reminders 7. Add a link to a specific document if required Once the create Task button is selected at the bottom of the screen, an will be sent to the assigned participants notifying them of the Task. A follow up reminder will also be sent if a Task is not completed within the specified timeframe

10 MANAGING TASKS Completing Tasks Upon logging into Objective Connect or when accessing a specific share, a participant will see all Tasks allocated to him or her. 1. Action button to Acknowledge, Review or Approve / Reject a Task 2. Due date 3. Status Cancelling Tasks Tasks cannot be amended or deleted once they have been allocated to a participant. Tasks can only be cancelled by the Share owner: 1 1. The option to Cancel is available in the top right of each Task To ensure a complete audit trail, cancelled Tasks are always retained.

11 MANAGING TASKS Multiple Participants When multiple participants have been allocated to a Task, a progress bar is displayed. The progress bar is broken up by the number of participants assigned to a Task: 1 1. As each participant completes the Task, it is recorded in the progress bar 2. The Task can also be expanded to show exactly who has actioned the Task 2

12 OBJECTIVE CONNECT Work securely with anyone outside of your organisation. Objective Connect creates secure, private workspaces, so you can work with anyone outside of your organisation - fast. With Government-grade security, you can collaborate on documents, capture conversations and control tasks. Collaborate on Documents Capture Conversations Control Tasks

13 AUSTRALIA: EUROPE: TO LOGIN OR REGISTER FOR A FREE TRIAL VISIT objectiveconnect.co.uk