Participate in workflows

In this case, you might need some information about the following areas to organize your work:

• How to use the status board
• How to use conversations
• How to prioritize
• How to delegate or take over a task

Stages board

The status board shows you the progress of a workflow instance as it moves from stage to stage. It might be a good resource if your task is to pick up actions when they reach a certain stage in a workflow.

To see the Status Board, in Workflows, click a specific workflow to see its overview.

Conversations

If you have a question regarding a step or a workflow, it's a good idea to start a conversation. You can do it for every instance.

You can tag teams or individuals, and they'll be able to see your message in their inbox.

At any point in time, you can mark the conversation as complete, or reopen a closed conversation.

Prioritization

To make sure you know which tasks should be tackled first, we recommend using Next Matter Inbox. It displays the list of tasks assigned to you, which you can filter based on, for instance, priority and deadline.

You can also use the Attention needed section to see which tasks are already past the deadline and need to be handled as soon as possible.

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Tip: If your organization scales the number of workflows, it's a good idea to re-visit your notification settings. Maybe you don't want to get notified when a task is assigned to you but prefer to control your workload from the Next Matter Inbox?

You can manage your notifications in your Profile settings.

Snooze tasks

To clear up your inbox from tasks that are due in a while, you can snooze them so that they don't show up in your list of tasks.

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Snoozing tasks is only available on desktop. On mobile devices you can only view snoozed tasks.

To snooze a task:

1. Go to your Inbox.
2. In Tasks assigned to me or Attention needed, hover over an open task.
3. Click the clock icon on the right.

4. Select how long you want the task to be snoozed for.

The task will disappear from your inbox and it will be deducted from the number of assigned tasks and tasks needing attention. It will show up again when the snooze time has passed.

If you want to see the snoozed tasks, filter your inbox for Snoozed tasks.

To cancel the snooze before its due date, simply hover over the snoozed task and click Cancel snooze.

Task delegation

If you're involved in a workflow and you see it's stuck and not progressing, you can always take over a step.

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Note: When you take over a step, you can't delegate it further.

If you want to delegate a step, you can reach out to your workflow lead to do that.

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Note: In case when you are the lead user of the step, but someone else took the step over or you delegated it to someone else, you'll see the Reclaim button.