Overview

• iCIMS Applicant Tracking 
• iCIMS Onboarding 

Creating Library Tasks

1. From the menu bar, click Library then click Task. The Task Library displays.
2. Click the Create Library Task button.
3. Enter the required information in the Create Library Task window, and then click Save. (For more information on this window, see below.)

• Name: The Name field is the display name of the task. This will be the name shown if the task name variable is used.
• Association: The Association field allows users to associate a task with a specific profile type (Person, Recruiting Workflow, New Hire Category, or Onboarding Workflow). This cannot be edited after the task is created. 
  • Note: The Association is used when you add or assign a task at a later date. For example, only tasks with a Person association can be added to a Person profile Tasks tab. Similarly, only tasks with an Onboarding Workflow association can be added to a person's Onboard Status tab. (For more information on Onboarding Workflow tasks, see Creating Onboarding Workflow Tasks and Onboarding Workflow Task Dependencies.)
• Assignee Type: The Assignee Type options available are Associated Person, Specific Person, and Relational Person.
   
  • • Associated Person indicates that the task is to be assigned to the Person profile being viewed at the time of the assignment.
    • Specific Person allows the user to assign a task to a specific individual profile each time the task is selected.
      • For example, if there is one person in charge of setting up all new hires' computers, select Specific Person as the Assignee Type. The Specific Person field displays, allowing you to select that person's name from the type-to-search dropdown.
    • Relational Person is only available if the Relational Persons feature is enabled for your iCIMS system. This allows a user to assign a task to a person that has a relation to the Person profile that you are associating the task with.
      • For example, if your organization wants to create an onboarding task for a hiring manager to take their new hire out to lunch:
      • While creating the task in the Task Library, select Onboarding Workflow as the Association and Relational Person as the Assignee Type.
      • The Relational Person field displays’. Either click into the empty field or select the Add Relational Person icon to launch the Add Relational Person popup.
      • From the — Make a Selection — dropdown, select Fields (Workflow) Tab, then Associated Job, then Hiring Manager.
      • Click Add & Close and continue creating the task.
      • Notes:
        • The options available in the — Make a Selection — dropdown differ depending on the task's Association.
        • If you are interested in enabling the Relational Persons feature, submit a case to iCIMS Technical Support.
  • Category: Category gives organizations another way to organize tasks. Each time a user adds a task to a profile, they have the ability to filter by the task category. User admins can configure these categories by navigating to Admin > System Configuration > System > Tasks > Task Categories.
  • Type: The Type field allows users to set a task as general, informational, form, integration, or file upload. This cannot be edited after the task is created. The available types are described below:
    • General: Requires the assignee to perform a described task, such as read an employee handbook, and then mark the task as completed using the Click to Complete button.
    • Informational: Provides the assignee with reference information, such as driving directions. Information tasks are non-actionable and do not include the Click to Complete button. 
    • Form: Requires the assignee to complete a specific iForm, such as a W-4. 
    • Integration: Triggers an integration with an outside vendor, such as Tracker I9. This option is typically only used by iCIMS staff during the implementation of an integration. 
    • File Upload: Requires the assignee to upload a specific file, such as a certification. This task type is only available when Onboarding Workflow is selected in the Association field. For more information on this task, see Creating Preboarding Workflow Tasks and Preboarding Workflow Task Dependencies.
  • Due Date: The Due Date field allows the user to set when this task is due. The due date will be set in relation to either when the task was assigned or a new hire’s start date (an option available for Onboarding Workflow tasks).
  • Notifications: Notifications may be set to remind the task assignee about the task assignment. Reminders may be set when the task is assigned, any number of days before the task due date, or when the task is past due.
    • Note: Reminder and Overdue notifications are sent to recipients as follows: all applicable non-Onboard task types (general and form) are sent in one email, and all applicable Onboard tasks are sent in one email. No reminder or overdue notifications are available for Informational tasks because they do not have due dates.
  • Description: The Description field stores a description of the assigned task and can also support the inclusion of images, videos, and documents from the File Library as required.
  • Complete Button Text: The Complete Button Text determines the messaging that appears on the button a user clicks to mark the task as complete.
  • Prerequisite Task(s): Prerequisite Tasks may be set among certain Onboarding Workflow tasks in the Task Library, including general, informational, form, integration, and file upload tasks. When one or more prerequisite tasks have been set, this task cannot be completed by its assignee until all prerequisite tasks are complete. For more information, 
    see Creating Onboarding Workflow Tasks and Onboarding Workflow Task Dependencies.

• Task notifications are sent automatically by the system, but appear as though they have been sent by the user who assigned the task. The email template sent for each notification is dependent upon the task type. For more information on task notifications, see Configuring Task Notifications.
• Edit a task by returning to the Task Library and selecting the Edit icon. (Note: The task's Association and Type cannot be edited.)
• The Hidden checkbox is only available when editing a task. It hides that specific task from being assigned. If a task has already been assigned to a person, no change will be seen.

Creating Non-Library Tasks

1. From the menu bar, click Communicate, then select Create Task.
2. Enter the required information (indicated by red asterisks) in the Create Non-Library Task window. (Refer to the list in the section above for information on each field.)
3. Click Save to finish and assign the task.

• Tip: Users can also create tasks from profiles within the iCIMS system. From a Person profile, select the Tasks tab. Then, click the Add Tasks button to launch the Add Person Task(s) window, which allows you to select a library task or create a non-library task, as needed.

Additional Topics about Tasks

• Introduction to the Tasks Tab on a Profile
• Configuring Task Notifications

• Creating Onboarding Workflow Tasks and Onboarding Workflow Task Dependencies

User Admin Curriculum

The iCIMS Knowledge Base includes additional resources to prepare user admins to work with the iCIMS Hiring Suite. These resources have been compiled in the following article: User Admin Curriculum.