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.

Take over steps

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 to another team member, you can reach out to your workflow or team lead to do that.

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If you've been assigned to a step step but someone else has taken it over or you have delegated it to someone else, you can take back ownershib by clicking the Reclaim button.

Delegate tasks within a team

When a step is assigned to a team, it appears in the Next Matter team inbox, allowing any team member to pick up the task on behalf of the team. In some workflows, it may be logical for the user who completed one task to also complete certain related tasks. Conversely, there may be policies that prevent a user who completed a specific task from completing a related task, such as for security reasons or to ensure multi-person approval.

To tackle such situations, use automated delegation.

1. In the step that should or should not be assigned to a specific team member, open the task assignee dropdown, and select Automated delegation.

   

2. Assign the task to team - this way the task will always show in the Teams inbox.

3. Define your rule:

   • Delegate to user: this option allows you to select a specific user or a data reference. For example, if you want the user who completed a form in Step 1 to also complete the form in step 3, pick the User who completed option in the Step 1 data reference section.
     You can select one user or one data reference in this option.

     

• Prevent users from taking over or being delegated tasks: in this option, you can select multiple users and data references if needed. The selected users will not be able to take over the task, even if they belong to the team the task is assigned to. Additionally, the team lead will not be able to delegate the task to them when the workflow runs.

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The tasks with automated delegation are assigned to the team, and they get delegated to a specific user when the workflow runs.