Task and Workflow Configuration - Positions and Teams

Introduction

Positions and Teams section of AdviceOS can be used to directly impact how your tasks are allocated across staff members within your organization.  To locate this section, navigate to Settings > Task and Workflow Configuration > Positions and Teams.

These directly relate to the ‘Tasks templates’ section of AdviceOS. However, for the benefit of this article you can see the below screenshot, which shows you a number of fields available within the Task Template. These allow you to assign tasks directly to a Position under a specific Team in the business.

 

Teams

Firstly, you want to create the relevant teams within the business. These are broken up between non-adviser teams and adviser teams. These can be toggled as below.

      

Every user within your Dealer group or Practice who is classified as an adviser will have their own ‘Adviser Team’ list. You can then assign specific positions to other staff members related to this specific adviser, for example a Client Admin staff member who works directly with that adviser to complete their administrative work.

If you do not wish to group positions to a specific adviser, you have the option to create ‘non-adviser teams, for example, a compliance team in the business. You can press the +Add button to manually create a specific non-adviser team.

      

Positions

Once the appropriate team has been selected, either the adviser or non-adviser, you will then want to manage the relevant Positions.

In the screenshot below, you can see the Edit pencil which will then allow you to select who is allocated which position. In this example, for any client whose adviser is Christopher any task assigned to ‘Adviser’ will be allocated to Christopher, while any task assigned to the Paraplanner will be allocated to Akansha etc.

      

      

If you don’t want tasks assigned based on the client’s adviser, you can use non-adviser teams. For example; Compliance could be an appropriate team. In this example, the Compliance Team has been created with the positions of Compliance Manager and Compliance Officer.

   

When navigating to the task template, you can see that selecting the appropriate team provides you with the relevant positions. This allows you to allocate relevant tasks automatically to staff members in certain roles of the business.

      

• Related Articles

• Task and Workflow Configuration - Workflows

  Workflows within AdviceOS allow you to create a sequence of pre-set tasks within a specific flow. This may include certain events, branches, and steps based on relevant outcomes within AdviceOS. For Workflows to work correctly, you will need to ...

• Task and Workflow Configuration - Task Templates

  This section of AdviceOS allows you to create templates for any tasks you want your office to have available. Once a task template has been designed and saved here, it will be accessible for your staff to use for any clients as required. These tasks ...

• Task and Workflow Configuration - Event Mapping

  What is event mapping? Event Mapping is the process of setting up either a preset task or workflow based on certain events that happen for your client. This allows you to automate the creation of tasks for your Practice prior to key events, so that ...

• New Configuration - Custom Field Management

  The Custom Field Management section of AdviceOS allows you to create customised fields within certain areas of AdviceOS that may be relevant or specific to your Practice or Dealergroup. This is generally information that you want to capture about ...

• New Configuration - Client Folders

  Overview This area of AdviceOS allows you to add and name new folders and sub folders for document storage within Client Records. This ensures that each client has the same folder structure for easy access to documents and consistent management. At ...