Overview

In this job aid, we will review how to manage your Inbox. Included in this job aid: 

• Notifications

• My Tasks (Inbox)

• All Items

• Advance Search

• Setting a Filter

• The Archive Tab

• Acting on Inbox Tasks

• Gear Icon

• Manage Delegations

• Setting Email, Mobile Push, Pop-up Notification Settings

Notifications

To access your notifications, click the Bell icon

(located in the upper right corner of the page). Notifications are designed to keep you informed about business processes. The number in the red circle indicates the number of recent notifications. Business Process notifications will automatically disappear after 30 days.

To view a notification:

Step 1: Select the notification by clicking on it

Step 2: Click on the blue circle in the notification list will mark it as read.

Step 3: To mark all notifications as read, click the v and select Mark All as Read

My Tasks (Inbox)

Tasks assigned to you will show up in your Inbox

(located in the upper right corner of the page). The number in the red circle indicates the number of tasks assigned to you.

Note: Tasks in your Inbox will not time-out, so it is important to review your inbox regularly. Failure to take action could impact payroll, payments to suppliers, or delay the hiring process.

All Items

This tab will show you a list of all tasks assigned to you. You can use the search box to quickly locate specific tasks.

Advanced Search

Use Advanced Search to filter your Inbox to location tasks by type or date.

 

Setting a Filter

You can create filters to help sort out items in your inbox. This could be especially helpful to filter notifications related to screening individual candidates if you are a search chair in a search process, as an example. Follow these steps to create a filter to show all your inbox tasks except those related to screening candidates, as an example:

Step 1: Click Filters

Step 2: Click Manage Filters

Step 3: Click Create My Tasks Filter

 

Step 4: Enter a name for your filter in the Description (ex: My Work Tasks or Non-Candidate Screening Tasks)

Step 5: Select the radio button for Business Process Type(s)

•  

  • CTRL-A to select all

  • Press the spacebar on your keyboard to check ALL

  • Scroll down the list and UNCHECK Screen (or whichever business process you do NOT want to include in this filter) Business Process Type

Step 6: Click OK

Next, I want to create a filtered view that ONLY shows my Search related (Screen) business process notifications:

Step 1: Click My Tasks

Step 2: Click Filters

Step 3: Click Manage Filters

Step 4: Click Create My Tasks Filter

Step 5: Enter a name for your filter in the Description (ex:  My Search Tasks)

Step 6: Select the "All Business Process Types"

Step 7: Scroll down the list and CHECK the Screen Business Process Type

Step 8: Click OK

 
Once you have created the desired filters,

Step 1: Click My Tasks

Step 2: Click Filters

Step 3: Select the filter to apply (ex:  My Work Tasks or My Search Tasks) see screenshot below:

To return to view ALL inbox tasks, click on All Items (on the left side).

 

The Archive Tab

Tasks that you have initiated or acted on will appear in your Archive tab for 90 days. You can also use the Archive tab to see the details of when a task was completed or if it is awaiting further action. The notification will also indicate the current status (ex: Successfully Completed). 

To view the current state of any business process in your Archive tab, select the task and click the Process tab.

Acting on Inbox Tasks

For each item in your inbox, you will need to select an action. The options will depend on the task

You can also delegate or reassign the task to another employee using the Gear icon. Who you can delegate or reassign tasks to depends on the person and their roles and responsibilities in UNI Works.

Gear Icon

Click the gear icon to Delegate, Reassign, or View Details of an individual task that is already in your inbox.

Select one of the following options:

To delegate future Inbox tasks, see Manage Delegations below. This is recommended if you will be out-of-office and unable to act on your inbox items.

 

Manage Delegations

Delegations grant temporary access to your inbox so another coworker can access it. This enables the person you grant access to manage business processes and help with requests or items on your behalf. This typically happens when a manager is on vacation or away for an extended period. Caution should be taken when setting a delegate. Managers should not delegate all their tasks to initiate or approve. Choosing to abdicate all responsibilities creates internal control issues and unnecessary risks.

Best Practice:

• Communicate with the individual before assigning them as a delegate.

• Confirm that they are available and able to perform the responsibilities during the intended timeframe.

Manage your delegations

Step 1: Click on your Inbox.

Step 2: Expand the menu on the left, select Manage Delegations.

 

Step 3: A list of all active delegations will be displayed.

Step 4: Click the Manage Delegations button.

Step 5: Enter the Begin Date.

Step 6: Enter the End Date; cannot exceed one year.

Step 7: Enter or select the name of the person you want to Delegate to.

Step 8: (Optional) Select the business processes to Start On My Behalf.

REMINDER: Caution should be taken when setting a delegate. Managers should not delegate all their tasks. Choosing to abdicate all responsibilities creates internal control issues and unnecessary risks.

Below is a list of the most common tasks that a manager can delegate for someone to initiate on their behalf.

Human Resources Tasks

• Create Job Requisition

• Change Organization Assignments

• Contract Contingent Worker

• Convert to Employee

• End Additional Job from End Jobs

• End Contingent Worker Contract

• Hire Employee

• Report No Show

• Request Compensation Change

• Request One-Time Payment

• Period Activity Pay

• Start Job Change

• Terminate Employee

• Terminate from Submit Resignation

• Termination from End Jobs

• Request Leave of Absence

• Request Return from Leave of Absence

 

Step 9: (Optional) Select the business processes to Do My Tasks On My Behalf.

REMINDER: Caution should be taken when setting a delegate. Managers should not delegate all their tasks. Choosing to abdicate all responsibilities creates internal control issues and unnecessary risks.

Below is a list of the most common tasks that a manager can delegate for someone to approve on their behalf:

Time & Absence Tasks

• Enter Time

• Request Time Off

• Correct Time Off

Business Operations Tasks

• Requisition Event

• Supplier Invoice Event

• Misc Payment Request Event

• Expense Report Event

• Spend Authorization

• Procurement Card Transaction Verification Event

 

Step 10: Check the box to Retain Access to Delegated Tasks within My Tasks. This will allow delegated tasks to still be available in your Inbox. You can view what's been resolved and what's still outstanding. If you want to get involved and work on a task, you still have that access.

Step 11: Click Submit.

 

Setting Email, Mobile Push, Pop-up Notification Settings

When an employee has a notification or an Inbox task that has completed or requires their action, they will also receive an email alerting them to this and directing them to log in to UNI Works for further information. Information included in the email notification will vary depending upon the business process. Employees can also opt to receive notifications on their mobile device.

Employees can alter the frequency of these notifications from UNI Works for some business processes.

Step 1: Click on Profile

.

Step 2: Select My Account.

Step 3: Select Change Preferences.

Step 4: Location Background Notification Preferences.

Step 5: For each of the tabs (Email, Mobile Push, and Pop-up notifications) select your preference (Daily, Immediately, Mute) for each notification type.

Please note that some business processes have their own notification process that can not be controlled through preference settings.