Some steps need a person: an approval, a form to fill in, or a decision before a run can carry on. My Tasks is where that work lands, so people can see what is waiting and act on it.
1. The lists
| List | What it holds |
|---|---|
| Needs me | Open tasks assigned to you, except ones you have snoozed. Start here. |
| Unclaimed | Open tasks with no person and no team, such as a run that paused for a decision. Anyone in the company may pick these up. |
| My teams | Open tasks for the teams you belong to. |
| Sent by me | Tasks you created or sent to others. |
| Snoozed | Your tasks put aside until later. |
| Done | Tasks closed in the last 30 days. Switch between Cleared by me and Cleared by anyone. |
When you arrive from a process, the list shows only what that process is waiting on. Show everything removes that filter.
Narrow a list by searching the title, process or requester, or by kind (Approvals, Forms, External), where it came from, and priority (Critical, High, Medium, Low). Overdue only shows late tasks. Sort by most urgent, newest, oldest or title. Next task opens the most urgent task in the list.
2. Saved views
Once you have the filters you want, use Save view and give it a name. Pick it again from Saved views… later. Views are yours alone.
3. Act on a task
- Open a task to see what is asked, what the run was given and why it came to you.
- If it is not assigned to you yet, click Claim. Release hands it back to the list.
- Answer it: approve or reject, fill in the form, or click Complete. When a run is paused for your answer, it carries on as soon as you answer.
- Add a comment to explain or ask a question.
Other things you can do on a task:
- Snooze puts it aside until a time you pick. It comes back to Needs me then, or as soon as it is late. Wake now brings it back early.
- Forward or reassign it to someone else.
- Summarise asks AI for a short summary of a long task.
- Time limits show how long you have; a task past its limit shows as Late.
4. Suggested answers on approvals
When a bot stops for someone to approve, it can send the values it would use, such as the amount and supplier read from an invoice, so you can check them before you approve. This is off until an administrator switches on Send suggested answers for approval in Settings › Privacy and data. Only the fields the process designer chose are sent, never sensitive ones. See What a bot sends to Automize.
5. Act on many tasks at once
Tick several approvals, then click Approve selected or Reject selected. Clear selection unticks them.
6. Download the list
The CSV button downloads the list you are looking at, with the same tab, search and filters, as a file for Excel.
7. When you are away
Click Away and choose who holds your tasks and until when. While you are away, new tasks for you go to that colleague, and the open tasks you already hold move to them. When you are back, whatever is still open comes back to you. The page tells you at the top while it is on, and you can end it early.
8. Approvals by several people
A parallel approval goes to several people at once. It is set either to Everyone must approve or First responder wins. Open the task to see the overall result and how each person answered.
9. Approval authorities
An administrator can set who may approve what, up to which amount, and until when, on the Approval authorities page. When a task carries an amount, only someone with enough authority can approve it, and the task records which authority allowed it. Withdrawn authorities stay on the page, so you can always see who could approve something on a past date.