Task types

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

The settings you can configure in a domain depend on the selected bundle (and any additional features) and your user role(s) within the domain.

In Yuki, you can set various settings that facilitate the flow of incoming emails (with documents) or the flow of tasks to be performed.

Yuki allows you to set different types of tasks for users within your domain. These tasks allow you to set up structured work processes to suit your business needs.

You can assign tasks to users with specific roles in your domain, or to employees you have created. Roles determine what authority they have within Yuki and what tasks can be assigned to them.

A task within Yuki can be defined as a specific action, question, or assignment assigned to a user. For example, consider placing an order once an invoice has been approved.

The following explains how to create a new task type yourself and shows an example of the 'Order' task type.

Access to Task types

All saved settings, such as your task types, are centralized within your domain and organized into logical categories.

To access these settings:

• click on the Settings icon in the navigation bar
• then, in the now-opened screen, click on Task types in the Workspace section.

ATTENTION!

In a domain with the Small, Medium, Large or Unlimited bundle, the Calendar is available and the overview of all created task types can also be opened by hovering your mouse over the Calendar icon in the navigation bar and then clicking on Task types.

Task types overview

In this screen you see an overview of all created task types, giving you insight into ongoing actions and who is responsible for which part.

Standard task types

By default, Yuki offers two types of task types that you can use to manage work processes: Task and Release for payment.

The task type ‘Release for payment’ is the only task type directly linked to the payment list.

Examples of custom task types

In addition to the standard task types, Yuki offers the ability to create your own new task types. Examples of task types used by Yuki itself are:

• Hours registration: For recording and approving hours worked.
• Bug reports: For documenting and tracking technical problems within Yuki
• Support question: A task type intended for tracking and answering user questions or problems
• Ordering: For tasks related to purchasing, such as placing orders with suppliers.
• Conversation note: Used for recording important points and decisions discussed during meetings or phone calls.
  
  

Create task type

To create a new task type, click on the New task type button.

When creating task types, the behavior of the tasks is determined.

For a detailed description of creating new task types, see article Create new task type.

Example task type 'Ordering'

The following is an example and explanation of the three steps that can be set when creating the task type ‘Order’:

• Step 1. Approval
• Step 2. Realization
• Step 3. Approval of realization.

In this screen you can see which employee is responsible for approving, realizing and approving the realization of the Order task, respectively.

Step 1 Approval (of order)

In Yuki, you can assign a task to a specific employee for approval.

Example

Below is a task to be approved by the specified employee, in this example the employee Yuki Financiële administratie (Yuki Financial administration).

Approve task

To approve a task, click on > in front of the task with Open status. The following screen is opened:

In this screen, you have a number of options available to you when approving a task:

1. Approve the task which transfers it to the person responsible for the step Realization
2. Disapprove the task which transfers it back to the person who created the task
3. Need more information which transfers the task back to the person who created the task
4. Link this task as a subtask to another task
5. Create a subtask for this task
6. Create an activity (hours registration) for this task.
   
   

Step 2 Realization

After an employee approves the task, you can then assign the task to a specific employee to accomplish the task.

Example

Below is the task to be realized by the specified employee, in this example the employee Yuki Inkoop (Yuki Purchase).

Realize task

To realize a task, click on > in front of the task with the status Approved. The following screen is opened:

In this screen, you have access to a number of options when accomplishing a task:

1. Send the task back to the step Approval
2. Ready which transfers the task to the step Approval of realization
3. Link this task as a subtask to another task
4. Create a subtask for this task
5. Create an activity (hours registration)) for this task.
   
   

Step 3 Approval of realization

After the realization of the task by an employee, you can then assign the task to a specific employee to approve the realization of the task.

Example

Below is a task whose realization needs to be approved by the specified employee, in this example the employee Yuki Directie (Yuki Management).

Approve realization of task

Click on > in front of the task with Realized status. The following screen is opened:

In this screen, you have at your disposal a number of options when approving the realization of the task:

1. Realization of the task is approved
2. Realization of the task is rejected which returns the task to the Realization step
3. Link this task as a subtask to another task
4. Create a subtask for this task
5. Create an activity (hours registration) for this task.
   
   

Viewing completed task

When all steps of a task have been completed, this completes the task.

Example

Below, the employee Yuki Inkoop (Yuki Purchase) can view the completed task by selecting the Completed tasks menu option from the dropdown menu. 

View completed task

Click on > in front of the task with the Completed status. The following screen is opened:

This screen shows the details of the completed task and by whom and when the steps of the task were completed.