Any product submissions that require approval will be listed in the table on the Tasks screen. You can get there by navigating to Inbox > My Tasks.

In order for “My Tasks” to appear in the platform, the account will need to have the Social Approvals account feature set to “On” (Account Settings > Account Features > Approvals > Social Approvals > On).

Both submitters and approvers will be able to see tasks from the Tasks screen. Users will only see tasks in this view that are associated with location entities they have access to and that they have the approval role/permissions scoped for.

From this screen, you will be able to see a table with the following information:

• Task Type
• Task details 
  • This is dependent on the task type. For example, a post approval task will display the post title, while a review response task will display the details of the review. 
• Due date
• The task’s status (open or closed)
• The assignee for the task.
• Last Updated

Upon opening the page, the table will be filtered down to posts that the current user is collaborating on that have an “Open” approval status. You can modify filters to review tasks based on your business needs. 

Reviewing a Task

When you click into a task, a panel appears on the right side of the screen outlining the details of the post and approval workflow. There are 4 tabs to utilize when reviewing a post: Task Details, Workflow Details, Conversations, and Activity Log.

Task Details

From the Task Details tab of a Task, you can review the content of the task and see what is being submitted for approval. 

Depending on how an approver feels the task looks, they can:

1. Approve or Reject the task (using the buttons at the bottom of this tab)
2. Close the task.

From the Task Details tab, you can also set an assignee to review the task and update the due date.

Setting an Assignee

Assignees are “Unassigned” by default, and an assignee can be specified. Setting an assignee ensures that the right and relevant person is accountable for approvals, reviews, or edits. These users will also be the individual who receives task notifications.

An assignee can be a single user or a user group. While any of the users within a group can take action on the task, only one of the users will need to approve or reject the task. As mentioned in the bulk actions section above, you can also assign users in bulk via the main Tasks screen.

You can also leverage workflows to automatically assign users to new tasks. For reviews, you can apply workflow rules to any existing unassigned tasks as well.

Setting a Due Date

You can set due dates for tasks. Adding a due date will help you prioritize tasks within the Inbox, as it can be used to sort and filter tasks. 

You will also get an email that lists ‘overdue’ and ‘upcoming’ tasks based on the due dates set.

Due dates can also be set automatically through workflow rules. See the documentation under the Workflow Rule Types section to learn more. 

Note that you cannot update due dates for Social Post Approval tasks, as those are set based on when a post is scheduled to be published. 

Workflow Details

The Workflow details tab shows you the steps required to close out a task as well as what step the task is currently in.

Collaborators are also listed in this tab. Currently, any user with “Approve” permissions scoped to the location applied in the post will be added as a “Collaborator”, or “Approver”. There is currently a maximum of 30 collaborators that can be added to a single task. We first assign users who have “Approve” access at the individual location level, since we assume these are the target approvers for any post where location is specified. We then assign the rest of the users with “Approve” access.

Conversations

Collaborators can give their input in this tab. Users can input messages with their ideas or feedback for a task for the creator to see and interact with. The creator can then respond directly in the chat.

Activity Log

Whenever a post is updated, the details are captured in the activity log along with the user who took the action. Hover over the initials bubble to see the user’s full name.

Action on Tasks in Bulk

Within the table, you can select the checkboxes next to multiple tasks. Once you select tasks, you will be able to perform the following actions in bulk:

• Bulk Assignment: Tasks can be assigned to different users. This will override any users that are currently assigned.
• Bulk Close: Tasks will be closed. Any posts, comments, and responses that are closed will not be published.
• Bulk Approval: Task will be approved and published.

Users must be assigned a role with the Manage Tasks permission. To create a role with this permission:

1. Navigate to the Account Settings > Roles screen

2. Click + Add a New Role or click the Edit button next to an existing role

3. Within the role settings, select the Platform tab

4. Select the checkbox for the Inbox > Tasks > Manage permission

5. Click Save

Note that a user’s scope will also impact which tasks they can action on; therefore, having a scope of Full Account or all entities will allow you to action on all tasks. For example, if you select tasks associated to five different entities to approve in bulk but only have the scope to update one of the entities, only that one entity's task will be approved.

Task Notifications

By default, users will receive in-platform and email notifications for updates to tasks they are assigned to. This means that any selected assignees will be notified of a new task that has been assigned to them, any comments left on the task, and when a task is approved or rejected.

You can always toggle on or off notification settings from Account Settings > Notifications.