Managing tasks

When you assign an asset (such as a FlexDoc, file, or link), Joy creates a task for each person. The Tasks page in the Management Center displays all these tasks in one place, no matter who assigned them. From there, you can check on how training is going across your team, update or close tasks, and flag the ones someone needs to follow up on.

Tasks page (Management Center)

To get to the Tasks page, open the Management Center and click Tasks. The page shows every task in your account, including completed ones.

You can find a task by searching, filtering, or sorting.

Use the view icons to show tasks side by side (Grid view), in rows and columns (Table view), or grouped into columns by stage (Board view). In Board view, you can click a column's heading to collapse or expand it. The page opens in the view you used last.

Each task shows:

• The name of the assigned asset.
• The user it's assigned to.
• A bar showing their progress.
• A date that tells you where the task stands, such as "Due on", "Overdue since", or "Completed on".
• The  Flagged for Review icon if someone needs to follow up on the task.

Finding a task

When your account has a lot of tasks, you can narrow down what you see in a few ways.

• Search: In the search bar, enter the name of an asset or a user. Matching tasks appear as you type.
• Filter: Click  Filter, then select one or more stages to show only those tasks. The filters you chose appear on the page so you can see at a glance which ones are on. To remove a filter, click the  Remove filter icon beside it, or click Clear all.
• Sort: Click the  Sort icon. It shows the current sort order, such as Due date. Choose how to order your tasks, such as by assignee or progress. To switch between ascending and descending order, select the same option again. In Table view, you can also sort by clicking a column heading.

Search, filters, and sorting all stay in place when you switch views.

Viewing a task's details

To view a task's details, follow these steps.

At the top of the panel, you'll see the asset name, the task's status (Open or Closed), its stage, and a Flagged for Review label if someone flagged it.

Overview tab

The Overview tab shows the assigned asset and its due date. Click View to open the asset.

Details tab

The Details tab shows the rest of the task's information. It's also where you can change the task's stage or close it. The other fields are view only.

The Basic Info section has these fields:

• Due Date (view only): When the task is due.
• Warning Date (view only): When the task enters the Warning stage to show it's due soon.
• Started (view only): The date the user started working on the task.
• Completed (view only): The date the user completed the task.
• Stage: Where the task is in its lifecycle, such as In Progress or Overdue.
• Progress (view only): How much of the asset the user has completed, as a percentage.
• Flagged for review (view only): Whether the task is flagged for someone to look at.
• Flagged by (view only): The user who flagged the task for review, and when.

In the Assigned Asset section, you'll see:

• Name (view only): The name of the assigned asset.
• Progress Stage (view only): The task's current stage, such as Not Started, In Progress, Warning, Overdue, or Completed. It's the same as the Stage field in Basic Info.
• Progress (view only): The same percentage shown in the Progress field in Basic Info.

If the task is open, the Actions section has a Close Task button you can use to mark the task as completed.

Changing a task's stage

A task's stage changes automatically as the user works through the asset and as time passes. You can also change it yourself, for example, to mark a task as completed or to reopen a closed task.

To change a task's stage, follow these steps.

Closing a task

Closing a task marks it as completed, even if the user hasn't finished the asset. You might do this when a task is no longer needed, such as when the user changes roles.

To close a task, follow these steps.

Flagging a task for review

Use a review flag to draw attention to a task that someone should follow up on, such as a task that's falling behind or one that other admins should know about. Joy also flags a task automatically when it reaches its warning date, and again when it becomes overdue. Flags appear only in the Management Center, so users won't see if a task has been flagged.

To flag a task, follow these steps.

Reviewing a flagged task

When you open a flagged task, a message at the top of the Task panel says why it was flagged and when. From there, you can snooze or dismiss the flag.

• To hide a flag until a future date, click Snooze, then select Until tomorrow, Until next week, Until next month, or Until a specific date. The flag comes back when the snooze ends.
• To remove a flag once you've followed up and the task no longer needs attention, click Dismiss.