Zingtree Tags: task manager

Using Zingtree’s Task Manager for Your Business Processes

Business Process Management with Zingtree

Once you’ve been set up as an “agent”, you can log in and start using the Zingtree Task Manager. You can easily check for tasks that are awaiting your action, see other tasks of interest and revisit them.

Watch this video for a quick two-minute tour of Task Manager basics:

This video shows more advanced operations:

 

Task Manager Test Drive

Want to use Task Manager just like a real person?

Try a working version of the Task Manager here.

Operations Reference

Click on any operation below to learn how it works:

Opening the Task Manager

To start, open the task manager and log in from here.

The task manager appears like this:

Starting a New Project

  1. From Task Manager, click Start a New Project.

  2. Click the Start button next to a business process workflow. The Start New Project screen appears:

  3. Give the project a name, and click Start New Project.

You can now click through your task steps in the project.

Taking or Resuming a Task

The task manager shows you tasks which require your attention, under My Tasks Needing Action.

Click Take It to act upon the task. If you’ve already taken a task, you can click Resume to continue the task you’ve taken.

Releasing a Task

If you’ve previously taken a task, but now you want to let someone else in your group act upon it, you can Release it. In the above example, if you click Resume, your task screen will have the option to release the task via the orange Release Task button in the upper right:

Reclaiming a Task

If someone else has taken a task, and you want to act upon it and override them, you can use the Reclaim option. Here’s how to do it:

From Other Projects in Progress, click the info button to the right:

This opens the project info pop-over:

Click the Reclaim button to give yourself access to this task.

Killing a Project

Sometimes a task will get started, and it turned out to be a bad idea. Using the same process as above, you can click the red Kill button to kill a project.

Killed projects will appear under the Completed Projects tab in Task Manager.

Revisiting a Task

There may be times when you want to go back to a previous step in a project. For example, in the PC Purchase project, the manager may have declined a purchase and then changed her mind.

When a task is opened, the Task Progress accordion shows the steps taken previously. Click the brown Revisit button next to a step to go back to that part of the business process workflow.

Viewing the History of the Project

The Task Progress accordion also shows each step in the project, who acted upon it, and when (see above). You can get even more history by selecting Show Click Detail at the bottom of the Task progress area. This shows you EVERY operation on the project, not just the summary.

See more about our online task management tool for streamlining business processes

How to Setup Zingtree Decision Trees for Business Processes

Business Process Management with Zingtree

Getting your organization ready to use business process decision trees via the Zingtree Task Manager is relatively simple.

Here’s an overview of the process:

  1. Setup your organization to use the Task Manager.
  2. Create your “agents”, and assign them to one or more Agent Groups.
  3. Create your decision trees for the workflows your agents will follow.
  4. Assign decision trees to your Agent Groups.
  5. Assign the steps in your workflows to your Agent Groups.
  6. End the workflows with Success or Failure.

Setting Up Agents and Task Manager

To enable your organization top use Task Manager, start by going to Account > My Agents. Select Task Manager for agent logins, like this:

Next, you’ll need to add agent logins – one for each person who will be using the system. Click Add One New Agent, the enter the agent’s name, a login (usually their email), a password, and what groups they are assigned to, like this:

The groups will be used later to determine who is allowed to act on each step of the workflow. In the above example, Joe Smith is assigned to the employee group.

Assigning Decision Trees for Agent Groups

Each tree you create can be assigned to one or more groups. Any agent in the assigned group can start a new project using that tree as a business process workflow. This is done via the Settings tool.

For example, if we want Joe Smith to be able to run a procurement process decision tree, we would assign that tree to the employee group, as follows:

  1. Select the tree from My Trees.
  2. Open the Settings tool.
  3. Under the Groups tab, enter the group or groups to assign to this tree.

Here we entered the employee group:

Be sure to click Update All Settings when finished!

Assigning Nodes to Agent groups

Each step in the business process workflow corresponds to a node in your decision tree. And just like trees, you can assign nodes to agent groups. This has the effect that only agents in that group can act upon a specific node.

Here’s how to assign a group or groups to a node:

  1. Edit the node.
  2. Go to the Groups tab, and enter the group or groups that are allowed to act on this node.

It will look like this:

Click Save Changes when finished.

Now, repeat this for the other nodes in your tree.

Setting Endpoints

A project ends when you reach a node that has a “success” or “failure” result on it. You can set the result of the node as follows:

  1. Edit the node.
  2. Set the Result to Success or Failure, from here:

Handy Tips

Tip #1: The name of the current task can be used as a variable in your tree. Just enter #task_name# where you want the name of the task to appear.

Tip #2: You can see the results and the groups for every node in a tree from the Simple Overview tool. Here’s a procurement tree with the Results and Groups highlighted:

Tip #3: For all your trees, you can see the Agent Groups allowed to start a project via My Trees. Like this:

See more about our online task management tool for streamlining business processes