Managing Tasks in Compliance

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The Tasks area of Compliance contains every form that has been issued, as well as any upcoming ones that have been scheduled. This gives you an overview of the organisation and helps you to see at a glance which Forms are outstanding and which have been completed.

Task Compliance is organised into five sections: Overdue, Issued, Upcoming, Completed and Ignored.

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This article covers:

• How to Find a Form in Compliance

• How to Manage a Form in Compliance

• Bulk Actions

• How to Issue a New Form to a Specific Person

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How to Find a Form in Compliance

1. Navigate to Compliance >> Tasks

2. Select the relevant section at the top of the page (Overdue, Issued, Upcoming, Completed, Ignored).

3. Use the Search Bar or Sort the list the locate the Form. You can search by form name, respondent or subject.

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How to Manage a Form in Compliance

1. Navigate to Compliance >> Tasks

2. Search for the relevant form using the tabs at the top of the panel and the search bar.

3. Click on the three dots on the right-hand side of the relevant form.

4. You will then be able to complete the following actions (please note each tab will allow you to complete some or all of the below actions):

• Fill in Task: You will be able to complete the form on that employee’s behalf. You will be recorded as the submitter.

• View Latest Task Email: View the send date and email content that was received by the employee.

• Resend Latest Task Email: Send the employee a new email notification for a particular form.

• Change Respondent: If you would like to change the respondent of an already issued form.

• Ignore: You can choose to ignore the form on the employee's behalf.

• Delete: You can remove any forms that were issued in error.

Note: Employee Engagement and Performance Enablement customers will have limited functionality on this Compliance page. Customers on this tier will be able to view Forms that have been issued and completed but will not be able to issue forms. Strategic HR customers will have full functionality.

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Bulk Actions

You can also perform the resend notification, ignore and delete actions in bulk (please note bulk actions can only be completed for the Overdue, Issued and Upcoming tabs).

1. Navigate to Compliance >> Tasks

2. Tick the checkbox on the left-hand side of the Forms that you would like to perform a bulk action for.

3. Click Bulk Actions and select which action you would like to perform.

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How to Issue a New Form to a Specific Person

1.  Navigate to Compliance >> Tasks

2.  Click Issue New Form

3.  Select the appropriate Form Design and click Continue.

4.  You will be then be prompted to fill in the following fields:

• Form Design: The Form Design, already selected, to be sent to the employee(s) to complete.

• Subject Person: The person the form relates to and is about.

• Subject's Job: This will default to the current job of the subject person.

• Respondent: The person who is responsible for completing the form, this may be different from the subject person.

• Respondent's Job: This will default to the current job of the respondent.

• Let the subject see the response to this form: The form will be saved in the Feedback area of the employee's profile who completes the form; however, if the subject of the form is different to the respondent but should also be able to view the completed instance checking this box will also save the form in the feedback area on their profile.

5. Click Issue Task to send the form to the chosen respondent.