Task Assistance
Task Assistance in Unit4 Advanced Virtual Agent (Ava) allows managers to approve tasks, and also flag important tasks and proactively push against deadlines and due dates. It also helps employees to keep up to date on the status of requests.
The following element types are available for use with Task Assistance:
- Absence approval (ABSA)
- Timesheets (TS)
- Requisition (REQ)
- Good received (GRN)
- Purchase order (PO)
- Incoming invoice (IIN)
- Travel expenses (TIN)
- Travel request (TIR)
When approval tasks are shown (either because the user has required it or it is a notification), actions can be performed on the tasks, such as approve or reject. You can view tasks in Unit4 ERPx by clicking the View button.
System setup
Disclaimer: If you are already using Wanda, the required set up should be already in place.
In order to complete the functional setup for Task Assistance, someone with administrator permissions within the ERPx environment needs to perform the following steps.
Access rights
Assign access rights for the relevant users as listed in User access checklist.
Process definitions
Specify the Process definition for each element type with distribution rules for the users. Workflow processes with user defined actions are supported. Note that user defined actions must not contain non-alphanumeric characters.
Proactive notifications
To receive proactive notification of pending tasks, define importance criteria (high or very high) for each relevant element type.
Ava will notify you if:
- Workflow assigns you a task as "last owner of task".
- Workflow assigns you a task as "task initiator".
- Workflow assigns you a task with high or very high importance, as defined for the relevant element type.
- Workflow detects an active new-task alert, as defined in Alert setup. Note that Ava has its own response text and does not apply the defined alert template.
- Your request has been approved and the workflow is completed.
Known Issues
Setup for absence task cards
Issue
The way that Ava task cards structure the information for absence tasks differs from the absence approval structure in ERP, and so Ava may require some setup adjustments to avoid possible issues. The traditional approval window is displayed on a desktop or laptop screen, so it can include more information than the Ava task card, which are designed to be used on portable devices like phones. Currently, Ava displays absences one request at a time, without the possibility of displaying several lines in a single card. The issue is that actions will be performed on all the lines that meet the grouping criteria, not only in the displayed one.
Workaround
To avoid any issues, go to the Element types (TWF032) window in Unit4 ERP and ensure that the Task list property of Element type ABSA includes the following columns: - client - resource_id - sequence_no - abs_seq This setup ensures that each group has only one request, preventing unwanted approvals.